Navigating Complexity: A User-Centered Evaluation of Project Management Tools

Yasin Ghadimi Zaker, Hamid Reza Ghaeini

In the age of digital transformation, companies are increasingly relying on specialized software to manage the complexity of projects. However, when selecting tools, features and costs often take precedence over user experience (UX), leading to low adoption rates, user frustration, and project delays. This study empirically evaluates the user experience of leading project management tools (Jira, Trello, Monday.com, Asana, and Microsoft Project) across various project scales using a mixed methods approach. The System Usability Scale (SUS) was used as the primary quantitative instrument, with data collected from 141 experienced professionals via online questionnaires. The results reveal a significant trade-off between functionality and usability. Trello achieved the highest SUS score (77.5), indicating a superior user experience for small projects and agile teams, while Microsoft Project scored the lowest (51.2), suggesting significant usability challenges despite its robust features. Jira demonstrated a balanced profile, offering powerful features with manageable complexity. Statistical analyses confirmed that the choice of the optimal tool is highly context dependent, with team…