How to Manage Multiple Projects: 6 Tools You Need in 2025

Managing one project is tough; managing several at the same time? That’s where real productivity gets tested.

In 2025, professionals across industries are leading multiple initiatives at once, often across teams, clients, and even time zones. A study shows that 85% of project managers now oversee two or more projects simultaneously. And yet, many still rely on outdated systems or scattered tools to keep it all running.

If you’re navigating this complexity daily, the right tools to manage multiple projects aren’t just helpful, they’re essential.

Before we jump into tools and features, it’s important to understand the growing demands of today’s work environment and why older approaches to managing multiple projects are falling short.

The Modern Work Reality

Project managers today are responsible not just for tracking tasks but for delivering results across interdependent workflows, shifting timelines, and limited resources, all while keeping stakeholders in the loop.

Why It Matters

Without a central system, multi-project management often leads to:

• Overlapping responsibilities
• Missed deadlines
• Poor resource planning
• Communication breakdowns

And the cost is high: organizations waste 12% of their resources due to poor project performance. That’s why using a purpose-built tool is one of the most effective ways to streamline workflows, boost accountability, and improve delivery.

So what should you actually look for in a project management tool built for 2025? Let’s break down the capabilities that separate helpful tools from game-changers.

What to Look for in Multi-Project Management Tools

To succeed in this high-stakes environment, you need tools to manage multiple projects that support both big-picture strategy and day-to-day execution, without adding more complexity to your workflow.

1. Automated Task Management

Your software should do the heavy lifting on repetitive admin assignments, updates, and notifications, so your team can focus on real work.

According to research, 54% of professionals say automation could significantly boost their daily productivity.

2. Visual Project Tracking: Gantt & Kanban

Your tool should allow teams to see work, not just list it.

• Gantt charts: Ideal for long-term planning, dependencies, and milestone tracking
• Kanban boards: Perfect for agile execution and daily progress updates

Visual tools make it easier to detect blockers, shift priorities, and align on timelines.

3. Interactive Task Calendars

A calendar view that overlays tasks across projects is a game-changer. It helps:

• Avoid deadline clashes
• Schedule realistic workloads
• Create team-wide visibility into upcoming deliverables

4. Prioritization and Flexibility

Not all projects are created equal. Your tool should help you:

• Assign business value or urgency to projects
• Filter by client, department, or OKRs
• Easily shift deadlines or reallocate resources when timelines collide

5. Team Collaboration and Stakeholder Visibility

With multiple teams involved, real-time communication is critical. Look for:

• @mentions, in-task comments, and file sharing
• Shared dashboards for clients and stakeholders
• Automated updates that reduce meeting overhead

According to a study, 56% of project failures are caused by poor communication.

6. Resource and Time Management

Your team is your most expensive (and valuable) asset.

Look for tools that offer:

• Workload visualizations to prevent overbooking
• Built-in time tracking for accountability and billing
• Capacity planning across departments or clients

7. Integration and Reporting

Disconnected systems = lost time and duplicate work. Your tool should connect to:

• Slack, Notion, Gmail, Google Calendar
• CRMs, finance, and HR tools
• BI platforms like Tableau or Power BI

And it should offer real-time dashboards so you can act on insights, not just look at them.

Now that you know the essential features to look for, let’s explore the tools that bring them to life. Each platform here excels in different ways, so consider your workflow, team size, and growth stage as you explore.

Best Project Management Tools for Multiple Projects in 2025

Now that you know what to look for, here are the top contenders, each powerful in its own way.

1. Akiflow

Unlike traditional project managers, Akiflow merges task capture from all your tools (Slack, Gmail, Notion, Trello) and lets you schedule them right into your calendar for execution. It’s built for people who plan their day like a calendar, not just a list.

Top Features:

• Instant task capture from Slack, Gmail, Notion, Trello & more
• Drag-and-drop time blocking directly into your calendar
• Keyboard shortcuts and “inbox zero” design
• Deep Google Calendar integration
• Mobile app and Mac/Windows support

Best for: High-performing individuals and small teams who prioritize time-blocking and laser focus.

Try Akiflow

2. ClickUp

ClickUp lets you build your own workflows using views, fields, docs, and automations. It’s a productivity playground that works for Agile, Waterfall, and hybrid teams.

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Top Features:

• 15+ project views including Gantt, List, Mind Map, Timeline
• Built-in Docs, Whiteboards, Goals, and Dashboards
• AI writing assistant + automation rules
• Integration with over 1,000 tools

Best for: Cross-functional teams who need flexibility, templates, and depth.

3. Wrike

Wrike excels in resource planning, departmental collaboration, and detailed reporting—making it perfect for organizations scaling multiple business units or product teams.

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Top Features:

• Request forms with auto-routing
• Gantt chart timelines and capacity planning
• Advanced user permissions and audit logs
• Real-time reporting across multiple projects

Best for: Enterprises managing complex, resource-heavy projects.

4. Asana

Asana balances usability and power, with a beautiful interface that non-technical teams love and dashboards execs trust.

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Top Features:

• Timeline, List, and Board views
• Project Portfolios to group and manage related projects
• Task dependencies and workload planning
• Auto-status updates and stakeholder-friendly reporting

Best for: Marketing and operations teams running parallel initiatives.

5. Smartsheet

Smartsheet brings Excel-style functionality to project planning, with the added benefit of workflows, forms, and BI-level reporting.

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Top Features:

• Grid, Gantt, Card, and Calendar views
• Formula logic, approval flows, and update requests
• Integration with Tableau, Salesforce, and Microsoft 365
• Custom reports and dashboards

Best for: Operations, finance, and project-heavy teams who love spreadsheets but want automation and collaboration.

6. Trello

Trello is Kanban-first, easy to adopt, and super customizable with Power-Ups.

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Top Features:

• Drag-and-drop boards with checklists and attachments
• Due dates, reminders, and team mentions
• Power-Ups for calendar sync, time tracking, CRM, and more
• Mobile-friendly and perfect for quick setup

Best for: Small teams and agile projects needing visual task management.

Now that you’ve seen what’s out there, the next step is identifying which tool actually fits your team’s needs and scales with you as you grow.

Final Thoughts

Managing multiple projects doesn’t have to mean more chaos. With the right tool, you can:

• Centralize your work
• Collaborate seamlessly
• Make smarter decisions
• Deliver with confidence

Whether you’re a solopreneur or scaling an enterprise team, choosing the right tools to manage multiple projects will help you streamline priorities, eliminate chaos, and consistently deliver results.

• Start by mapping your needs
• Trial the top contenders
• Build workflows that scale

Looking to bring calm to calendar chaos? Try Akiflow today.