Top 7 Kanban Tools to Transform Your Workflow in 2025

While the phrase “project management” might not evoke feelings of fun and thrill, it’s undeniably crucial for business success. Many people recognize that without effective project management systems in place, achieving business goals becomes a difficult task. In fact, a 2020 survey revealed that only 35% of project managers felt somewhat satisfied with their current systems, highlighting room for improvement.

Kanban, a popular project management methodology, was developed to help keep projects organized, on schedule, and within budget. In recent years, organizations worldwide, regardless of industry, have adopted Kanban to improve work efficiency and achieve better results. Without a solid Kanban project management tool, teams can feel directionless, demotivated, and lose focus — leading to a decline in productivity.

However, the challenge lies in choosing the right Kanban software from the many options available. Since different companies use various types of software — from sales management to contact management — the right tool can make a real difference when implemented properly. To assist in this process, we researched and compiled a list of the seven best Kanban tools for 2021, based on user reviews, usability, and features. Let’s take a look.

Disclaimer: I may earn a commission on some links below at no extra cost to you. These are the tools I’ve tested and believe to be the most effective. For more details, see our privacy policy.

Below are my top recommendations for the best Kanban tools available today.

Zoho Projects is a cloud-based tool that helps organizations plan, monitor, and work together on projects. It simplifies workflows including project planning, assigning tasks in real-time, and tracking progress. Accessible from any device, whether on desktop or mobile, it enables seamless remote collaboration. The interface is user-friendly, aiming to help users stay productive no matter their location.

Zoho Projects allows users to divide projects into manageable tasks, assign those tasks to team members, and monitor their completion. Checklists can be created to clarify responsibilities, and issues or bugs can be tracked and resolved promptly. It supports collaboration on documents, accessible globally, helping teams stay organized and on the same page. The platform provides real-time status updates on projects so managers always know where everything stands.

Zoho Projects offers three different plans, allowing you to choose based on your needs:
– Free Plan: Up to 3 users, with features like tracking two projects and attaching files.

(Additional details cut off for brevity, but typically include paid plans and their features.)

Premium Plan: $5 per user each month. This plan allows up to 50 users and includes a 10-day free trial. It features:

Enterprise Plan: $10 per user each month, with no maximum user limit. A 10-day free trial is available. Key features include:

Start using Zoho Projects today.

Monday.com is a platform that develops project management tools suitable for teams of any size. Its mission is to empower users to work seamlessly without constraints, enabling them to build, manage, and expand their ideal workflows on a single platform with ease. The service offers an intuitive interface that allows team members to plan, monitor, and execute their tasks in real-time from any location worldwide. Managing projects can be done quickly with just a few mouse clicks or touchscreen gestures on mobile devices.

Monday.com operates mainly as a Kanban-style project management system that emphasizes essential work without unnecessary complication. Its main features include:

Monday.com offers five different subscription plans, enabling flexibility to choose one that fits your needs:

Begin your journey with Monday.com.

Asana is a leading software tool for team productivity worldwide. It helps groups organize their tasks, improve communication and collaboration, and complete work efficiently without wasting time on unproductive activities.

With Asana, you can start a new project from scratch or bring in existing ones from platforms like JIRA, Basecamp, or Trello. Once your project is set, you can divide it into individual tasks with deadlines and assign each task to specific team members. This setup ensures everyone knows their responsibilities, and you can easily track progress and see who’s working on what at any moment.

Designed specifically for team collaboration, this project management tool caters to everything from small tasks to large initiatives. The developers aim to make working together more effective so teams can focus on solving the most important problems. For a detailed comparison between Asana and Monday.com, check out my Asana vs Monday post.

Stay organized and meet deadlines with ease using Asana. You can categorize your work into projects and tasks, and choose from multiple views, including swimlanes. Share files, notes, or messages directly within Asana to keep everyone updated without switching to other apps. This platform allows you to create custom checklists, follow specific procedural steps, or add questions as a project advances, reducing time spent on repetitive activities. You no longer need emails to keep track of who’s working on what, as everyone’s activities are visible in one place. You can monitor your team’s overall progress and get a quick overview of upcoming tasks. Additionally, tasks can be set to repeat, team members can be added or removed anytime, and files can be attached directly to tasks to ensure nothing gets lost in the shuffle.

The basic plan is free forever, ideal for individuals or small teams just starting with project management. Premium plans cost $13.49 per user/month (or $10.99 if billed annually) and are designed for teams needing reliable project planning tools. For larger organizations with complex needs, the business plan is $30.49 per user/month (or $24.99 annually) and supports managing multiple projects across different initiatives. You can begin using Asana by visiting the link: Get started with Asana.

ClickUp is a cloud-based platform designed for seamless collaboration and task management, tailoring all your work applications into one organized space.

Focusing on simplicity, ClickUp makes it easy for teams to coordinate their work and communicate efficiently. Its interface is optimized for remote teams who need quick access to their projects and active communication. It also offers features like time tracking, resource management, comments, and chat, helping team members share updates and stay connected without relying on emails or calls.

The main goal of ClickUp is to provide an all-in-one workspace that supports your team’s focus on productivity and streamlines workflow.

Some of the key features include:

Start using Wrike now.

Celoxis is a comprehensive Kanban-based project management tool designed to streamline your workflow with an intuitive interface and advanced features. Manage requests, deadlines, and tasks seamlessly, from project initiation to completion, without stress. Its polished design and straightforward features help users stay organized and productive. This all-in-one platform combines enterprise-grade capabilities, dynamic dashboards, and extensive customization options at a budget-friendly price. Track and organize requests from multiple sources, set KPIs, and adapt plans automatically as real-world conditions change.

Celoxis allows you to gather detailed project data through fully customizable dashboards. Key functionalities include resource allocation based on availability and skills, improved stakeholder communication through shared updates and question channels, continuous visibility into ongoing projects for better governance, and real-time insights into budgets, income, and profitability to support strategic decision-making.

Celoxis offers two main options:

The cloud-based package costs $22.50 per user each month (billed annually) and includes free support, free access for clients and virtual users, and 2GB of file storage per user. Billing cycles can be monthly, yearly, or extended to two or three years. The on-premise version is available for a one-time payment of $450 per user, which includes a year of free support, free access for clients and virtual users, and all upgrades.

Start with Celoxis.

Jira Software is a versatile agile tool used by top software teams worldwide to manage projects effectively. It’s built to help your team plan, monitor, and deliver high-quality software smoothly every day.

Jira provides detailed tracking of work and live data views that give you clarity on what tasks are pending, who is responsible, and how progress is advancing. This enables you to make confident decisions based on real-time information that’s always current.

You can easily get insights into your team’s activities and boost collaboration with features like boards, sprints, Kanban views, and more. Additionally, Jira offers hundreds of pre-connected integrations that allow seamless connection to your existing tools. With all project planning and tracking capabilities centralized in one place, Jira Software is considered the top choice for agile project management.

Using Jira, you can monitor your project’s progress through various metrics to better gauge its overall health. Key features include helping your team focus on delivering constant value efficiently, and facilitating stakeholder communication through Jira’s roadmap tools that quickly link your team’s workflows. Automations help save time by handling repetitive tasks, so your team can concentrate on critical work. Moreover, the platform offers a variety of visual charts and reports that are designed to be user-friendly for everyone—from project managers to business stakeholders.

Jira offers four plans to suit various budgets and operational needs:
– Free plan, which supports up to 10 users at no cost.
– Standard plan at $7 per user.
– Premium plan at $14 per user.
– Enterprise plan, billed annually, with pricing available for organizations with 801 or more users.

All plans, except for the free option, can be paid monthly or annually, providing flexibility to scale with your organization.

In the realm of software development, Kanban methodology emphasizes the importance of task prioritization to ensure steady flow and effective delivery of work items. The aim is to create a seamless workflow where tasks move smoothly through different stages without getting delayed or stuck. This approach is straightforward enough that even team members unfamiliar with project management principles can easily understand and follow its steps.

However, implementing Kanban software might involve significant costs depending on the features you need and the plan you choose. Success with Kanban requires investing time and effort into developing a clear workflow and assigning appropriate tasks to team members. When selecting a Kanban tool, it’s crucial to evaluate which features are essential for your organization, as some tools may lack functionalities like customer relationship management if they are primarily designed for project tracking. Comparing different solutions helps in picking the software that perfectly aligns with your requirements, budget, scalability, and usability preferences. Essential features should support managing the entire workflow efficiently, including handling dependencies and tracking progress through each project phase.

To choose the right Kanban software, you need to identify your organization’s specific needs first. With many options available, it’s easy to encounter bottlenecks or inefficiencies if your system doesn’t align with your workflow. Making your decision based on the features that are most important to your team improves the chances of success. Consulting with other companies experienced in Kanban or reaching out to software providers can help you find the most suitable solution for your operational requirements.

If your organization requires a simple yet adaptable system that can grow with you, developing a custom Kanban solution might be the right route. Customization provides greater control over features and processes, but it also involves complexities. Building your own software demands technical skills and a good understanding of design principles—so it’s not recommended for beginners or those rushing to implement a solution quickly. Careful planning and expertise are essential to ensure the custom tool effectively manages workflows and fits your organizational needs.

Not quite. Kanban is more like a workflow approach that employs specific tools to help you optimize your resources. It isn’t just a single application but a methodology designed to support and improve your current working processes by integrating various tools and practices.

Kanban can be applied across a variety of projects, not only in software development. It’s often used together with techniques like Scrum, Extreme Programming (XP), and Lean to enhance project success. The main focus is on clarity—making sure everyone understands their roles and responsibilities, especially since some tasks are simple while others are more complex. Effective communication is key; without it, project outcomes can suffer, so clear information sharing helps keep everything on track.

Jira is a popular project management tool, frequently used along with Kanban, but they are different. Jira excels at managing various tasks within software projects, offering detailed tracking and organization. Meanwhile, Kanban is a visual workflow system that helps monitor work items as they progress through stages, helping teams stay organized and efficient.

When choosing the right Kanban tool, consider these features: seamless integration with Customer Relationship Management (CRM) systems, drag-and-drop task management, API access for data connectivity, mobile apps for remote access, visual tools like cumulative flow diagrams to track project status, and automation capabilities to move tasks through stages automatically. For development teams, visual tools like Gantt charts and workflow management features help prevent burnout by organizing deliverables and deadlines effectively. Using these tools helps ensure no task is overlooked, with calendar views reminding everyone of deadlines. Setting Work In Progress (WIP) limits helps manage multiple tasks simultaneously and keeps focus on high-priority items. Breaking down complex tasks into subtasks and creating clear, descriptive Kanban cards are effective strategies for reducing lead times and enhancing team clarity, regardless of team size.

As you can see, Kanban software is a widely adopted tool that helps organizations manage workloads more efficiently. It simplifies tracking work through different phases and supports project success. Here are some top picks for the best Kanban software:

Implementing top-rated Kanban software can transform how you approach project management, making your workflows more visible and efficient. This can lead to improved productivity and better results in every project you undertake.