Why Switching to a New Project Management Tool Is Worth It (Updated)

Project management has come a long way from the early 2000s, yet many teams are still using outdated software and clunky workflows. It may seem overwhelming to switch to newer tools. But the truth is, clinging to familiar yet outdated tools might be the reason that drags your entire project down. 

If your team is still manually updating tickets, struggling with poor visibility, missing deadlines, and wasting time on administrative tasks, it may be time to upgrade to the next generation of the best project management software.

Switching to modern project management software solutions, like Leiga, from traditional ones can help you not only manage tasks but also save time, boost your productivity, and improve the quality of your work. In this blog we discuss the benefits of upgrading to new tools and the best project management software in 2025.

Here's How Using a Traditional Project Management Tool Drags Your Team Down

In this age where it's important to manage your resources smartly, the tools you use for project management workflow can make a huge difference. You might be missing out reaping the benefits of using the right tools, from saving time, reducing errors in your work, and boosting overall efficiency of your team. 

Outdated Project Management Software Wastes Time

While traditional tools such as Excel and spreadsheets are familiar tools used for project tracking, they cannot keep up with the demands of a modern team, especially for those who follow an Agile methodology. Creating a to-do list and updating it just adds more work on top of your assigned tasks. 

Traditional project management software requires manually typing out ticket descriptions, comments, and updates. This is hugely time-consuming for team members.

They also often do not have features for resource management or ensuring that tasks are completed according to project timelines. Moreover, it takes a lot of time and effort to track and update projects, especially for those with complex task dependencies.

Traditional Task Management Software Fall Short on Risk Prediction

In 2025, using a conventional project management app falls short on providing what a modern team needs. Projects are faster and becoming more complex. Timelines are tighter, and teams have adopted a remote work setup. 

It's safe to say that traditional tools are reactive and not proactive. They are designed to react to issues once they already happen. For modern teams, this is a drawback. Having proactive insights into project performance helps prevent possible issues like delays, team member burnout, or a growing backlog. For software development teams, it's important to have proactive insights, making it easy to spot potential risks and prevent them in order to maintain the health of their workflow.

Pros of Switching to Modern Project Management Software 

The best management platform for you is the one that meets your needs and provides a comprehensive solution to your pain points. It's important to be proactive and approach team management strategically. Leiga, for example, is an all-in-one project management platform with features that boost team productivity and efficiency.

Like Leiga, a good tool must have management capabilities that help you and your team handle a complex project and offer a way to boost team collaboration. Below, we list the pros of switching to modern project management.

No More Status Scrambling

Legacy platforms lack real-time visibility into project status. Teams end up constantly asking, “What’s the status on this task?” and scrambling to provide updates. Most of these tools do not give you a full view of project progress as well, only allowing you to see which tasks are being done, completed, or pending. They do not have the capability to visualize the progress of the project or give you insight if it's slowing down.

Leiga eliminates status scramble by automatically tracking progress and aggregating status reports you can view anytime. You don’t have to manually track down answers or interrupt colleagues—just check the project dashboard.

Automate Your Workflows

Manual repetitive tasks take a huge chunk of your time and effort. Updating tasks, reminding teammates, and creating tickets only drag your productivity down and even break your momentum. Most modern tools today can automate your workflows to help tackle these issues. 

Leiga's AI capabilities, for example, enable creating flexible automated workflows that mirror your process. You don't have to suffer from clunky workflows that rely on team members manually changing ticket status anymore. As soon as a ticket hits a custom trigger, Leiga can automatically transition it to the next status, assign tasks, set due dates, and more based on your customization. This helps keep projects moving smoothly between phases without manual busywork.

Embrace AI for Project Management

Many old-school task management tools have tacked on “AI capabilities” that just scratch the surface of what’s possible. Nowadays, AI has been a force behind the shift driving agile project management to greater heights.

The leading project management software has integrated AI and used it fully to get rid of administrative work. Instead of wasting time on administrative work, Leiga’s AI lets you focus on the meaty project tasks while it handles the tedious parts. It is built with specific features aimed at developers and project managers to handle these repetitive tasks. The software also provides warnings of coming bottlenecks with live risk reports.

With Leiga’s AI capabilities, users can also simply record narration and screen video to capture tickets, removing the need for manual documentation. It even transcribes the audio into text that can be searched later. This streamlines the process of logging and communicating issues immensely.

Insights Not Just Reports

Basic project reporting shows metrics like ticket volume and completion rate. Modern tools today do not only give you the report of how the project is progressing but also insights into what the project needs. With a proactive insight report, you can adjust your workflow and even reallocate resources.

Leiga goes deeper, using AI to surface insights like which team members close tickets fastest, where bottlenecks occur, and which tasks get prioritized over others. Leiga doesn’t just report what’s happening—it spots trends and reveals opportunities so you can continually fine-tune processes.

Built for Remote Teams

Teams today are mobile and global. Making collaboration easy is a main concern when adopting new tools. What makes good software is one that adapts to different project management methodologies and setups. With more teams having a remote work setup, it's important to use a collaboration tool that makes teamwork easy.

From integration of your favorite tools like Slack and emails to even IDE for software developers. These help put all your communication and important information in one place so other team members can access them. Leiga is built as a lightweight, intuitive platform that lets members collaborate easily from anywhere, on any device.

Easy Transition and Onboarding

One of the challenges for technical teams is that some tools have steep learning curves, like Jira software. On top of tasks that you need to handle, you will also have to learn how to use project management features. For onboarding, lack of documentation is also an issue, leaving new members struggling to understand your workflow and legacy codes.

On the other hand, using project management tools like Leiga that are designed for modern teams makes it easy for individual members to learn, handle, and maximize the features of the platform. Leiga, in particular, has an easy-to-use interface that is ideal for technical and even non-technical teams.

With Leiga, it's also easy to migrate data from legacy systems like JIRA. This way you'll hit the ground running. The platform’s intuitive design accelerates onboarding so new users can quickly become productive. And Leiga’s team is available to provide onboarding assistance and get you up and running smoothly.

Best Free Project Management Software in 2025

Don't let your team fall behind by using outdated tools. Switch to the best free project management tool today. Below, we list the top 5 tools that modern teams use. Each one offers teams advantages that can help boost their team's productivity. 

Leiga for Effortless Project Management

Experience effortless project management with Leiga. The AI-powered platform automates tasks from project planning to execution. You get everything from its AI assistant that helps create professional diagrams and structured drafts for docs and PRDs to live risk reports that prevent bottlenecks. 

The free plan also offers more compared to other software. Leiga is perfect for teams who want to have a unified workspace that boosts team productivity, allows real-time collaboration, and leverages AI to reduce wasted time and human error. The premium version unlocks more features and gives you unlimited options.

Free Plan Highlights

• Integration with your favorite tools.
• AI assistant and automation runs.
• Extensive customization options for workflow and dashboard.
• Intelligent writing for docs, diagrams, charts, and PRDs.
• Live risk reports and project insights.

Trello for Visual Task Management

Trello is designed to provide visualization on your project with cards and boards. It's designed to provide a simple, visual workflow, making it ideal for teams who want the minimal drag-and-drop. A free plan is available but with limitations on reporting, dashboard, and advanced views. While this is one of the best apps out there, Trello doesn't offer a lot of advanced capabilities aside from visualizing projects.

Free Plan Highlights

• Available templates for Kanban boards.
• Unlimited cards
• Easy drag-and-drop action for tasks.

Asana for Better Collaboration

Asana is great for teams who want an easy way to organize projects and track their tasks. It has a clean interface that gives you multiple views from lists to boards and calendars. Using this app helps teams stay on top of deadlines. However, there are limitations on its free plan, including limited permissions, no full timeline on views, and no advanced reporting either.

Free Plan Highlights

• Unlimited tasks and projects but limited users.
• Several choices for view types (list, board, calendar).
• Good integration with other apps.

ClickUp for Enhanced Workflow

If you want to enhance your team's workflow, ClickUp is a good choice. It combines tasks, time tracking, and goals in one platform. It's ideal for teams who don't want to use multiple apps and would rather have everything in one workspace, like Leiga. But your team has limited storage with the free plan, and some automations are not available.

Free Plan Highlights

• Basic time tracking and sprint management.
• Teams can collaborate on docs and boards.
• Unlimited tasks and users under the free plan.

Notion for Unified Documentation

Notion is really popular nowadays for giving teams a workspace for CRM and project management. It has extensive customization that makes it a flexible workspace for documentation. Teams can build custom dashboards, manage tasks, and create documents in one place. However, it does not have all the features for analytics, advanced task dependencies, and project reports.

Free Plan Highlights

• Flexible project tracking for the team.
• Supports collaborative editing.
• Unlimited pages for individual team members.
• Basic version history.

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Revolutionizing Your Project Management Journey

Leiga represents the next generation of AI-driven project management that streamlines collaboration, provides unparalleled insights, and helps teams work smarter.

You can enjoy the benefits of using a project management platform that leverages AI. From automation to an intelligent writing assistant that gives you structured drafts, Leiga makes project management effortless.

Leiga revolutionizes your journey by simplifying decision-making and eliminating administrative tasks from your to-dos so you can focus more on strategic tasks.

If your current system feels dated and clunky, switching to Leiga will pay dividends in time savings, efficiency, and team productivity.

The platform removes the burden of manual processes so you can focus on innovation and execution. Sign up today and get 50 free AI credits just for trying Leiga or unlock more powerful features with the premium version. It’s time to take your projects to the next level.