Kanban (signboard in Japanese) is hands-down the best visualization methodology within project management.
Kanban is a card-based interface organized in columns creating a visual workflow management system that prioritizes important tasks and streamlines work processes.
Like sticky notes on a whiteboard, Kanban boards, with their intuitive design and visual organization, have become a go-to tool for teams looking to manage their projects effectively.
Here’s a list of the kanban software we are covering in this article:
- Paymo – best Kanban for project management
- Businessmap – best for technical Kanban
- Trello – best for multiple workspaces
- Kanban Zone – best for Agile
- Jira – best for Scrum
- KanbanFlow — simple Kanban with WIP
- Kanban Tool — customizable Kanban with integrations
- Wrike – best for enterprise
- ProjectManager.com – best for collaboration
- Smartsheet – best for automation
- Easy Project – a versatile tool with Kanban features
- Airtable – a spreadsheet-like tool with Kanban
- Hubstaff Tasks – lightweight solution with Kanban
- MeisterTask – light project management with Kanban
- ZenHub – Sprint Planning with Kanban features
- Podio – flexible Kanban with CRM features
- Asana – best for workflow visualization
- Taiga – an open-source Kanban tool
- Monday.com – project management tool with Kanban visualization
- Planio – a project management platform with basic Kanban
- Kanboard – a simple open-source Kanban tool
Kanban boards explained
Every Kanban is built around these core concepts: boards, lists, and cards.
Boards are digital workspaces containing the big picture of your project. Anything can be visualized on a Kanban, from building a spacecraft to organizing an event, planning a trip, or hiring employees.
Lists are the workflows inside your Kanban board. Lists are the columns on the board – these could be actual stages of your production line, the stages of your project, or all the information organized around teams. Here’s what that might look like:
- Time-driven Kanban list: This week, Tomorrow, Today/Doing
- Workflow Kanban list: To Do, Doing, Done
- Team-oriented Kanban list: Development, Support, Marketing or Dev A, Dev B, Dev C.
Cards are tasks within your lists, which are moved from left to right until complete. Each card is a task that includes all relevant information: due dates, priority, assignees, attachments, and feedback loops—card comments, notifications, email integration, and mentions.
This is just the gist.
Caveat: Kanban software is designed to be scalable and flexible, accommodating the needs of growing teams and projects over time. Whether you want to implement Lean principles or simply streamline your work processes, Kanban software is an excellent choice for agile project management. But for the sake of brevity, we won’t delve into Agile or Scrum.
I’ll focus on the main features that set Kanban apart so you know what to look for in a Kanban tool:
Main Features of Kanban software
- Visualization. Does it have a clear and intuitive visual representation of work items and workflow status?
- Collaboration. Does it allow real-time collaboration and communication between team members?
- Customization. Is it flexible to fit specific team processes and workflows?
- Card manipulation. Can users easily add, edit, move, and delete cards within the board?
- Integration. Does it integrate with other tools and systems like project management, time tracking, and source control?
- Reporting and analytics. Does it have built-in reporting and analytics features to track performance, identify bottlenecks, and measure progress?
- Mobile access. Is the software available on mobile devices for remote team members?
- User management. Does it give the ability to manage user access, roles, and permissions within the software?
- Notification and alerts. Are there automated notifications and alerts for important changes or updates to tasks or projects?
- Scalability. Does it offer support for scaling to accommodate growing teams and projects?
Most project management software already have Kanban as part of their many features and functionalities. If you need to track your work progress visually, a task management tool is probably good enough, and it’s not worth switching to a dedicated Kanban.
The hassle of adopting yet another tool can be taxing on your team; plus, there are financial considerations that small teams must keep in mind.
Conversely, if your team is fully agile, organizing work in sprints with the whole gamut of Kanban metrics, then opt for a dedicated tool.
Ultimately, you must ask yourself whether you need a dedicated Kanban or a project management tool with Kanban features. Let’s review some of the best Kanban software on the market.
Top 7 best Kanban software
93
of 100
Pros
advanced project management features
customizable Kanban view
great tool for collaboration
Cons
lacks technical Kanban metrics like Lead and Cycle Time, Throughput, etc.
89
of 100
Pros
advanced reporting and analytics
technical Kanban and Scrum
Monte Carlo Simulations
Cons
minimal project management features
overwhelming UX
not ideal for small teams
88
of 100
Pros
simple and iconic Kanban boards
Power-ups and automation for cards
multiple workspaces for collaborators/guests
Cons
lacks advanced project management features
inflexible when it comes to customization
85
of 100
Pros
technical Kanban features and metrics
swimlanes
suitable for Agile or Scrum
Cons
lacks advanced project management features
steep learning curve
84
of 100
Pros
more advanced Kanban, e.g., swimlanes
customizable boards, e.g., WIP
analytics and insights
Cons
steep learning curve
lacks advanced project management features
79
of 100
Pros
basic card manipulation
swimlanes
basic timer for time tracking
Cons
lacks advanced project management features
simplistic UX
clunky interface
77
of 100
Pros
highly customizable Kanban baords
swimlanes
automation rules for cards
technical Kanban metrics, e.g., Cumulative Flow
Cons
steep learning curve for customization and process automation
laggy and clunky at times
unfashionable user interface
PM Tools with Kanban features
Here’s a quick rundown of 14 project management software with Kanban features, in no particular order:
8. Wrike
Wrike is a full-fledged project management software that includes Kanban boards as one of its many features. As a Kanban, Wrike has customizable boards to fit users’ specific needs, with options for adding columns, renaming or hiding columns, and adjusting the layout of cards.
Wrike is also a collaboration tool, so the Kanban boards are designed to encourage team collaboration and communication, with options for assigning tasks, adding comments, and sharing files.
However, some users have noted that Wrike’s Kanban boards can be limited in customization options and may not be as user-friendly as some dedicated Kanban tools.
Wrike’s pricing is considered high, especially for small teams or individuals, starting at $9.80/user/month (maximum 25 users) or $24.80/user/month (up to 200 users). Free plan available.
9. ProjectManager.com
ProjectManager.com is a project management tool offering various features, including Kanban boards, Gantt charts, time tracking, and reporting, which can help manage complex projects.
From a Kanban standpoint, ProjectManager.com offers customizable boards (fields, tags, and colors to match specific workflows and preferences) and collaboration features such as task assignments, team chats, and file sharing, which can help team members communicate and work together more efficiently.
However, the boards can be limited in customization options and may not be as user-friendly as some dedicated Kanban tools. I’d say it may not be the best choice for users who primarily want to use Kanban for project management.
The pricing can also be high, especially for small teams or individuals, starting at $13/user/month (yearly plan). No free plan available.
10. Smartsheet
Smartsheet is a project management platform that also includes Kanban workflow visualization with strong automation and reporting features, such as completion rates and card counts.
It focuses on its customizable boards, with the ability to add custom fields, card colors, and swimlanes. This flexibility allows users to tailor their boards to their needs and workflows.
Plus, Smartsheet’s Kanban boards encourage collaboration among team members, with the ability to assign tasks, add comments, and attach files, along with a proofing feature, which allows team members to review and provide feedback on various types of files, including images, videos, and documents.
However, the app can be a bit complicated to set up and may not be as user-friendly as other project management tools with Kanban.
Price-wise, Smartsheet can be considered expensive, especially for small teams or individuals, starting at $7/user/month (up to 10 users) or $25/user/month (unlimited users), billed yearly.
11. Easy Project
Easy Project is an agile project management software suite that includes Kanban boards as one of its diverse features, from WBS to B2B CRM to Agile Resource Management.
Though not a dedicated Kanban tool, Easy Project has a visually appealing interface, versatile card customization, swimlanes, and templates with pre-populated fields, tags, and checklists.
Having said this, Easy Project’s Kanban boards can be complicated to set up and may not be as intuitive as some other dedicated Kanban tools. Since it’s a suite of tools, it might feel overwhelming for first-time adopters, especially if they are unfamiliar with Agile and Scrum.
The pricing starts at $5.90/user/month for basic functionalities—they do include Kanban.
12. Airtable
Airtable is a project management tool that looks like an elevated Excel spreadsheet. Airtable has eight views: List, Timeline, Kanban, Gantt, Calendar, Grid, Gallery, and Form view.
Ergo, Airtable is not much of a Kanban tool with all its technical aspects. Still, it is great for visualizing workflows and automating work through rules, conditional triggers, and email notifications.
You may create custom fields, collaborate, monitor your work—with the help of due dates, priority levels, and progress—and filter & sort tasks based on specific criteria, much like you would in a spreadsheet.
The learning curve for using the software’s more advanced features can be steep initially; however, the interface is somewhat intuitive and has a nice design.
The bottom line is that for experts in engineering or architecture, the best examples of suitable software include cost estimation, documentation, Kanban/Gantt, and billing.
Pricing is costly, starting at $20/user/month for Teams or $45/user/month for the more popular business plan. There’s a free plan available that includes the Kanban view.
13. Hubstaff Tasks
Part of the Hubstaff suite, Hubstaff Tasks is a lightweight task management solution with Kanban features. Built with Agile and Scrum in mind, Hubstaff Tasks markets itself as a simple Kanban software that intertwines Agile methodology with team collaboration.
Having said this, some users have noted that the software’s interface feels cluttered and that the learning curve for using some of the more advanced features can be steep.
Hubstaff Tasks has a highly customizable board view, where users can create their unique workflows by smooth drag-and-drop, manage complex projects with multiple tasks through dependencies, and automate their work with rule-based triggers and recurring tasks.
As for the pricing, Hubstaff Tasks leans on the affordable side: $5/user/month for a minimum of two users. There’s a free plan available that includes Kanban features.
14. MeisterTask
MeisterTask is a rather light project management software with Kanban functionalities. It’s great for agile-minded teams that don’t need all that bloat in their task management.
MeisterTask’s Kanban includes customizable boards, WIP limits, and multiple checklists. It’s strong on automation, such as rule-based triggers and recurring tasks, which can be used to automate repetitive tasks and reduce the workload for teams. Automation rules are based on specific criteria, such as due date, priority, or status.
Price-wise, MeisterTask is not cheap—you’re also paying in Euro since it’s a German-based PM solution—at €11/user/month if billed annually. There’s a free plan available; however, Kanban features are not included.
15. ZenHub
ZenHub is an agile project management software that integrates with GitHub and provides several Kanban features, such as custom workflows, swimlanes, and cross-team collaboration across multiple boards.
Since ZenHub is mostly agile, it offers Sprint Planning, where teams can use the Kanban board to plan and track their progress during the sprint and monitor their velocity and capacity.
It’s great for product or development teams working in an agile setting, thanks to its Release management, allowing teams to plan and track releases. Also, teams can use the Kanban board to track the status of features and bugs.
Managing releases is particularly helpful for software development teams. If that’s neither you nor your team, choose project management alternatives.
As for pricing, paid plans start at $8.33/user/month if billed yearly, which can be steep for larger teams compared to similar tools. There’s a free plan available that includes Kanban features.
16. Podio
Podio is a cloud-based project management and collaboration software that offers several Kanban-specific features, such as customizable workflows and rule-setting for moving tasks across lists.
Podio leans more on the collaborative side of task management, enabling teams to manage tasks collaboratively, including assigning tasks, setting due dates, and adding comments and files.
Overall, Podio is best for teams that need a flexible and customizable tool for project management and visual organization, with the added benefit of CRM features. CRM software with project and time management is a great example of a great tool suited for consulting work or the creative fields.
However, the user interface of Podio can be complex and challenging to navigate, which may require additional training or support to get the most out of the software.
Price-wise, paid plans start at $11.20/user/month if paid annually; for advanced workflow automation and enhanced security, the premium plan costs $19.20/user/month. A free plan supports up to five users and a limited set of features.
17. Asana
Asana is a popular project management software that uses Kanban for workflow visualization.
The Kanban board view is highly customizable – users can create columns to represent different stages of work and move tasks between them as they progress, which is fundamental to Kanban methodology. The cards allow custom fields to track additional details about tasks, such as priority level or estimated time to completion.
Asana is more of a collaborative task management tool, where teams manage tasks collaboratively, including assigning tasks, setting due dates, and adding comments and files.
Having read user reviews, some users have noted that Asana can be overwhelming for new adopters, particularly those unfamiliar with project management software. Some reported that they experience glitches and that the software can be slow to load or prone to crashes.
If you’re looking for a project management tool for creative agencies or design firms, check out this review of over a dozen tools thanks to our experience with project management solutions. We also have a selection of the best architect-focused tools with screenshots and examples.
As for pricing, Asana’s paid plans start at €10.99/user/month if paid annually. There’s a free plan that includes Kanban view, limited to a team of 15 users.
18. Taiga
Taiga is an open-source project management software that’s Scrum and Kanban-oriented.
Taiga is designed for agile project management, with features such as sprints, backlogs, and user stories, making it easy for teams to plan and track their work flexibly and collaboratively. Plus, users can create multiple boards that are highly customizable. I found Taiga to be flexible and adaptable to various workflows and styles.
Having said this, some users noted that it can be less user-friendly than other project management tools, which may require additional training or support—offered in their paid plan. Still, the onboarding was helpful, especially if unfamiliar with Scrum or Kanban.
The app integrates with various other tools, such as GitHub, Slack, Zapier, and more.
Since it’s an open-source solution, Taiga is free of charge, though it offers a (hefty!) paid plan for 24/7 support at $70/month or $600 billed annually.
19. Monday.com
Monday.com is a project management tool with Kanban visualization for improved collaboration.
Leaning on the collaborative side of project management, Monday.com enables teams to collaborate on tasks, including assigning tasks, setting due dates, and adding comments and files. Users can also use @mentions to notify team members about updates or changes to tasks. All these can be viewed on the Kanban board, which can be customized to fit user work style and flow.
Although it’s not focused on Kanban functionalities, it has a wide range of features around portfolio management, business operations, finance, HR, and many more. For this reason, it might feel like the platform can be overwhelming due to a large number of features and options available.
Pricing starts at $24/user/month if paid annually for a minimum of three users. Higher-tier plans include features such as automations, integrations, and enhanced security. There’s a free plan available for up to 2 users.
20. Planio
Planio is a project management platform with basic Kanban functionalities.
Teams can track tasks and projects on a Kanban-style board, which they can easily customize to tailor their workflows to their needs. Users can also integrate with email to receive updates and manage tasks directly from their inboxes.
Planio’s reporting and analytics features can be limited, which may make it difficult to track progress or identify areas for improvement. However, it compensates with collaboration and communication features, including task assignments, comments, and notifications.
Not going to lie; the user interface is beyond old-fashioned.
Price-wise, Planio’s Silver plan starts at €19/month for three active projects and five users. Higher-tier plans include integrations, advanced reporting, and enhanced security. The enterprise plan starts at €299/month. There’s no free plan available.
21. Kanboard
Kanboard is a simple and open-source Kanban software designed to be lightweight and easy to use, making it a great choice for small teams or individuals looking for a basic Kanban solution.
The platform is designed to be simple and intuitive, making it easy for users to start managing their tasks and projects. It lacks advanced collaboration features available in more advanced Kanban products.
Since it’s open-source, Kanboard is free to use, making it an affordable option for teams and individuals looking for a basic Kanban solution. Feel free to make a donation via PayPal.
Conclusion
Kanban is an excellent methodology for any team looking to increase productivity and streamline their workflows. By implementing a visual system that prioritizes tasks and minimizes waste, teams can work together more efficiently and achieve better results.
So if you’re ready to take your project management to the next level, we recommend trying Kanban software. With so many great options available on the market, there’s sure to be a Kanban tool that fits your team’s unique needs and preferences. That’s why we’ve reviewed 21 of the best Kanban software out there.
In the spirit of “kaizen” (constant improvement), I’ll end this article with Rule #5 of Kanban:
Analyze your workflow and processes to determine how efficiently you work, and always strive to improve them. By implementing a visual system that prioritizes tasks and minimizes waste, you and your team can work together more efficiently and achieve better results.
Start with Paymo today.
First published on March 24, 2023.
Alexandra Martin
Author
Drawing from a background in cognitive linguistics and armed with 10+ years of content writing experience, Alexandra Martin combines her expertise with a newfound interest in productivity and project management. In her spare time, she dabbles in all things creative.
Laurențiu Bancu
Editor
Laurențiu started his marketing journey over 18 years ago and now leads a marketing team. He has extensive experience in work and project management, and content strategy. When not working, he’s probably playing board games or binge-watching mini-series.
