Best Project Management Software For Small Teams

Best Project Management Software For Small Teams

When managing projects in a small team, you need software that aligns with your team’s size and workflow demands. Trello, renowned for its Kanban boards, is particularly well-suited for small team operations, providing a visual overview of your tasks and their progress.

Ideal for small teams due to its intuitive user interface and emphasis on task management and collaboration. It allows you to categorize tasks on boards, making project planning, scheduling, and reporting clear-cut and manageable.

Wrike may appeal if you appreciate spreadsheet-like features with strong customization. This tool aids in enhancing productivity through a blend of advanced task management features and user-friendly dashboards.

Asana’s strength lies in its ability to streamline workflows through tasks and subtasks while offering integrations with various other productivity apps, enhancing its value to your team.

Offering some premium features even in its free version, ClickUp is known for task customization and highly flexible dashboards, which support a variety of project management needs.

Zoho Projects
For a balance of affordability and advanced features, Zoho Projects is a standout, with flexibility in work allocation tools making it a solid pick for small teams.

If your team needs a content-centric tool with excellent task management functionality, Notion’s limitless note-taking capacity married with project management features could be highly beneficial.

Combining database functionality with a spreadsheet interface, Airtable offers an easy-to-use platform that’s flexible for managing various aspects of a project.

Serves as a single-stop solution for small teams, ProofHub brings together several project management and collaboration tools to help small teams flourish.

As you consider these options, let’s look at a summarized comparison:

SoftwareBest ForFeatures
TrelloKanban boards and task managementDrag-and-drop, Integrations, Mobile app
WrikeSpreadsheet lovers with customization needsDashboards, Advanced task management, Collaborative editing
AsanaWorkflow streamliningTask/subtask management, Timeline view, Vast integrations
ClickUpFree premium featuresCustomizable tasks, Multiple views, Robust free version
Zoho ProjectsAffordable flexibilityTime tracking, Issue tracking, Gantt charts
NotionContent & task managementNote-taking, Databases, Customizable templates
AirtableDatabase-like project managementGrid view, Calendar view, Formulas
ProofHubAll-in-one solutionDiscussions, Notes, Gantt charts

For a deeper understanding of these tools tailored for small businesses, you may further explore the best project management software for small business.

Remember, the right tool for your team should enhance your productivity without overwhelming you with unnecessary features. Consider your team’s specific needs, the nature of your projects, and how you prefer to visualize and manage tasks when choosing a project management tool.

Trello (Best For Kanban Boards)

Trello excels with its Kanban board approach, allowing for visual task management where you can create, assign, and track tasks through customizable columns that represent different stages of a project. It’s especially user-friendly with a drag-and-drop interface, making it easy to move tasks to different stages of completion.

Task Management
You can break down each task into detailed cards that can hold checklists, labels, attachments, and deadlines. Trello also allows for assigning tasks to specific team members, ensuring that everyone is aware of their responsibilities.

Collaboration Tools
The software enables real-time updates and commenting within cards, providing a platform for immediate communication. You can mention team members to grab their attention on specific cards or tasks using @mentions.

Project Planning and Scheduling
Plan your project by creating cards for each task and organizing them into lists. Scheduling is as simple as setting due dates on cards, which can be viewed on a calendar for an overview of project timelines.

Integration Capabilities
You can enhance Trello’s functionality through its Power-Ups, integrating with a wide range of other apps and services like Slack, Google Drive, and more to streamline your workflow.

Mobile Accessibility
Trello offers mobile apps for both iOS and Android, allowing you to manage your projects on the go, keeping your small team connected at all times.

Document Storage and Management
Each card in Trello can hold multiple attachments, making it easy for your team to access and manage project-related documents in one place.

Here’s a summary table of key features and considerations:

User-Friendly InterfaceIntuitive drag-and-drop Kanban boards with easy navigation
CustomizabilityBoards, lists, cards, labels, and backgrounds are customizable
SecurityBasic security features with options for enhanced security through Power-Ups
CollaborationReal-time updates, commenting, and @mentions within cards
ScalabilitySuitable for small teams, with potential to scale as your team grows
Time Tracking and ReportingTime tracking available through third-party integrations; basic reporting features for project overview
Customer SupportGuides, FAQs, and community forums for support

To effectively use Trello in a small team setting, designate boards for different projects or workflows, and employ columns to map out the project stages. Utilize Power-Ups to fit your specific project needs, enhancing Trello’s capability to manage a well-coordinated and efficient workflow for your team. offers a visual project management tool tailored to foster team collaboration and streamline task management for small teams. The interface is user-friendly, centered around a customizable board where you can quickly visualize project status at a glance.

Task Management: The platform allows you to create tasks, set deadlines, and assign ownership. Tasks can be sorted, filtered, and updated with status labels, which are fully customizable to fit your workflow.

Collaboration Tools: Real-time commenting and file sharing are integrated directly into each task, ensuring your team’s communication remains centralized. This reduces the need for prolonged meetings and lengthy email threads.

Project Planning and Scheduling: Plan your project timeline with Gantt charts, calendars, and Kanban boards.’s timeline view can help you keep track of project deadlines and dependencies.

Resource Management: Monitor your team’s workload in a dedicated view to balance tasks efficiently and avoid over-committing on resources.

Time Tracking: There’s a built-in time tracking feature that can help you monitor the hours spent on each task, which is essential for managing your team’s efficiency.

Budget Management: While doesn’t have robust budget management tools, it can be integrated with financial software to handle budget tracking.

Reporting and Analytics: Gain insights with visual data reports. Customize dashboards to showcase the metrics most relevant to your project’s success.

Integration Capabilities: integrates with various third-party applications like Google Drive, Slack, and more, enhancing its utility without leaving the platform.

User Interface & Customizability: With an intuitive design, stands out for its ease of use. The platform is highly customizable, featuring numerous templates and automation to tailor your project management needs.

Security & Data Protection: takes security seriously, offering features like two-factor authentication and compliance with various international privacy regulations.

Mobile Accessibility: Access your projects on-the-go with their mobile app, which is available for both iOS and Android devices.

Document Storage & Management: Attach files directly to tasks or store them in a designated files view.

Risk Management: While not a primary feature, you can manage risks by adapting boards to track potential issues and mitigation plans.

Customer Support & Training: Offers comprehensive customer support including webinars, tutorials, and a help center.

Below is a tabulated summary for quick reference.

Task ManagementCustomizable task boards with labels, deadlines, and owners.
Collaboration ToolsDirect commenting, file sharing on tasks.
Planning & SchedulingGantt, calendar, and Kanban views; timeline tracking.
Resource ManagementWorkload view for balanced task distribution.
Time TrackingIntegrated time-tracking capabilities.
Integration CapabilitiesWide range of third-party app integrations.
User InterfaceIntuitive, customizable, template-rich.
SecurityStrong protocols, including two-factor authentication.
Mobile AccessibilityComprehensive mobile applications.
Document StorageDirect storage and management within tasks.
Customer Support & TrainingExtensive support resources and training materials.

These features make a comprehensive tool for small teams to effectively manage and execute projects cohesively.

Wrike (Best For Spreadsheet LookAlike)

Wrike positions itself as an adaptable project management tool that resembles spreadsheets, offering a familiar interface for those who are comfortable with Excel-like environments. You’ll find its grid layout conducive to tracking tasks and projects, presenting you with a dashboard that combines file storage, project roadmaps, and more for streamlined project management.


  • Task Management: Your tasks can be easily organized, assigned, and monitored through to completion.
  • Collaboration Tools: Wrike includes collaborative features that facilitate communications and file sharing among team members.
  • Project Planning and Scheduling: Plan and adjust your project timelines and milestones with the intuitive Gantt chart interface.
  • Resource Management: Understand team workloads and distribute assignments effectively.
  • Time Tracking: Keep accurate logs of time spent on various tasks for billing and productivity analysis.


Wrike integrates with a range of tools, ensuring that you can connect to other software (like document tools and communication platforms) without friction.

User Interface & Customization:

Its interface is clear and customizable, providing a user-friendly experience that scales with your team’s needs.


With robust security measures in place, Wrike ensures that data protection is paramount.

Mobile Access & Document Management:

Access projects on the go with mobile apps, and manage documents directly within the platform.

Customer Support:

Wrike offers customer support and training resources to get your team up to speed.

Table: Wrike Overview

FeatureDescriptionRelevance for Small Teams
Task ManagementAssign and track tasks easilyCentral for daily operations
Spreadsheet InterfaceFamiliar layout for managing projectsUseful for those used to Excel
Gantt ChartsVisual project planning and schedulingSimplifies timeline adjustments
Collaborative ToolsCommunication and file sharing within the platformEssential for teamwork
Custom Fields/ViewsTailor information to your team’s preferencesEnhances focus on critical data
Mobile AccessibilityWork from anywhere on any deviceOffers flexibility

In your daily workflow, Wrike can help you stay organized and collaborate more effectively. You can customize dashboards to include all relevant information for tracking progress, and the document storage solutions allow your team to keep all necessary files in one accessible location. Additionally, with its spreadsheet-style look and feel, Wrike can make the transition to a project management tool seamless for your team.

Asana (Best For Teams That Work Independently)

When selecting Asana for your small team, you’re choosing a robust platform that offers independent workflow management coupled with task organization. Your teams can operate autonomously with Asana’s user-friendly interface and task management capabilities.


  • Ease of collaboration
  • Customizable dashboards
  • Multiple integrations


  • Potentially steep learning curve for new users
  • Advanced features require premium plans

Asana is equipped with a comprehensive set of tools for task management. You can assign tasks, set deadlines, and track progress. This organization allows each team member to focus on their responsibilities without waiting on others.

Collaboration Tools are available, including project timelines and shared calendars, facilitating project planning and scheduling without constant check-ins. Project health can be visualized at a glance, promoting incidental collaboration.

Resource management and time tracking are streamlined, although for more advanced features in these areas, external integrations might be required. Budget management is handled through integrations as well, as Asana focuses more on workflow and tasks than finances.

With reporting and analytics, Asana provides insights into team productivity and project status, allowing for real-time adjustments. Integration capabilities are robust, connecting to a wide range of third-party applications.

Asana also scales with your team. The interface is highly customizable, from workflow templates to the addition of fields. Security measures are in place to protect your data, although for advanced security features, the premium plan is necessary.

Mobile accessibility is a key feature, with Asana’s app keeping your team connected on the go. Document storage is straightforward, while risk management is managed indirectly through task tracking and reporting.

Lastly, customer support and training materials are comprehensive, ensuring you get the most out of the platform.

Task ManagementAssign, track, and manage tasks easilyAll plans
Collaboration ToolsUse timelines and calendars for autonomous scheduling and project planningAll plans
IntegrationConnect with multiple third-party apps to expand functionalityMostly premium
CustomizabilityPersonalize dashboards and workflowsPremium required
Mobile AccessibilityAccess your work on the go with the mobile appAll plans
SecurityStandard data protection with advanced options in higher-tier plansPremium required
Document ManagementOrganize and store documents within tasksAll plans
Support & TrainingAccess to help resources and customer supportAll plans

In summary, Asana suits small teams that operate independently, offering the structure required for each member to excel without frequent inter-dependencies.

ClickUp (Allows Many Unlimited Free Plan Members)

When considering project management software for small teams, ClickUp stands out for its capacity to accommodate many members within its free plan. The free plan’s breadth is especially beneficial for growing teams that need to manage multiple projects without financial constraints. Below is a breakdown of the substantial features offered by ClickUp:

Task Management: You can create, assign, and track tasks, with various views available to tailor the workflow to your team’s needs. ClickUp’s structure is flexible, enabling subtasks and checklists.

Collaboration Tools: This platform supports comments, shared calendars, and collaborative documents, fostering seamless communication among team members.

Project Planning and Scheduling: ClickUp provides features like Gantt charts and timelines for efficient project planning and scheduling, ensuring that your team meets its deadlines.

Resource Management: You can oversee your team’s workload and capacity with ClickUp’s resource management tools.

Time Tracking: The time tracking tool is integrated within tasks, allowing for precise time management and productivity analysis.

Budget Management: Although ClickUp doesn’t natively support budget management, you can integrate third-party tools for this purpose.

Reporting and Analytics: Gain insights into your team’s performance with reporting features that cover project progress and team workload.

Integration Capabilities: A broad range of integrations with other tools ensures that ClickUp fits into your existing workflow seamlessly.

User-Friendly Interface: The interface caters to both beginners and seasoned users, with a gentle learning curve.

Customizability and Scalability: Customizable options allow you to adapt the software as your team grows.

Security and Data Protection: ClickUp takes security seriously, offering robust measures to protect your data.

Mobile Accessibility: Stay on top of your projects with ClickUp’s comprehensive mobile apps.

Document Storage and Management: Centralize your documentation with integrated storage capabilities.

Risk Management: Identify and manage potential risks within ClickUp’s platform to prevent project delays.

Customer Support and Training: Access support through various channels and benefit from extensive training materials.

For small teams, ClickUp’s combination of an unlimited free plan, diverse features, and robust support makes it a compelling choice. The following table summarizes these key capabilities:

Unlimited Free Plan MembersNo cost barrier for team expansion
Task ManagementCreate and track tasks with ease
Collaboration ToolsEnhance team communication
Project PlanningUtilize Gantt charts and timelines for scheduling
Resource ManagementOversee workload and optimize resource allocation
Time TrackingIntegrated tool for productivity tracking
Reporting and AnalyticsInsightful data on team performance
Integration CapabilitiesSeamless workflow with third-party apps
User-Friendly InterfaceApproachable design for all user levels
Customizability and ScalabilityTailor and grow with your team needs
Security and Data ProtectionEnsures your data remains protected
Mobile AccessibilityManage tasks on-the-go with mobile support
Document ManagementStore and handle documents centrally
Risk ManagementTackle potential project disruptions
Customer SupportComprehensive help and learning resources

This software’s versatility in managing projects positions it as an attractive option for small teams aiming for high productivity without the added financial burden.

Zoho Projects

When assessing Zoho Projects for your team’s project management needs, you’ll find a robust set of tools designed to streamline workflow and enhance collaboration. Here’s a detailed look at the features and considerations:

Task ManagementCreate and assign tasks, set deadlines, and monitor progress.
Collaboration ToolsUtilize forums, chat, and in-built social media for team communication.
Project PlanningUse Gantt charts and milestones for visual project tracking.
Resource ManagementMonitor and allocate your team’s workloads effectively.
Time TrackingLog hours spent on tasks for accurate project accounting.
Budget ManagementControl project finances with budget tracking features.
Reporting & AnalyticsAccess comprehensive reports for in-depth project analysis.
IntegrationLink with other Zoho apps and numerous third-party tools.
User InterfaceExperience a clean, intuitive interface that simplifies navigation.
CustomizationModify functionalities to fit your team’s unique needs.
SecurityBenefit from stringent protections to keep data safe.
Mobile AccessManage projects on the go with Zoho Projects’ mobile apps.
Document ManagementStore and manage project documents in a centralized place.
Risk ManagementIdentify and mitigate project risks proactively.
Customer SupportRely on Zoho’s extensive support and training materials.


  • Zoho Projects offers extensive customization options, allowing you to tailor the software to your team’s specific processes and workflows. This adaptability makes it suitable for a range of industries.
  • The intuitive user interface ensures that you can navigate through the tool’s features with little to no learning curve. The platform enables you and your team to efficiently manage tasks and collaborate without technical hindrances.


  • One potential drawback could be the overwhelming number of features, which smaller teams might not fully utilize, potentially complicating their project management experience.
  • Another consideration is the integration with other tools, which, while comprehensive, can be complex and require time to setup properly.

Your small team can exploit Zoho Projects’ task management capabilities to effectively break down projects into manageable units, assign them to team members, and track progress with time logging for insights into productivity and focus areas. Collaboration is facilitated through direct messaging, shared feeds, and document management, ensuring that you’re always in sync and efficient, irrespective of your team’s location. Through project planning and scheduling features like Gantt charts, your team can visualize timelines and dependencies, making adjustments as needed to stay on track.

Resource management is a critical aspect, and with Zoho Projects, you can align your team’s capacity with project demands, making sure no one is under or overworked. Budget management tools afford you transparency over project costs, while comprehensive security features keep your data protected at all times. Lastly, the platform’s mobile apps ensure you can stay on top of your projects even when away from your desk, facilitating true flexibility and responsiveness to project demands.

AirTable (Best For Tracking Data)

AirTable serves as a robust project management platform especially suited for small teams that prioritize structured data management and collaboration. Its cloud-based framework allows you to organize, store, and collaborate on project data in real-time. AirTable’s user-friendly interface and customizability enable you to tailor the tool to your team’s specific workflow requirements.

Task Management

You can manage tasks efficiently using customizable fields and drag-and-drop interface design. Tasks can be displayed in grid, calendar, form, Kanban, and gallery views, ensuring that you can track progress in the format most intuitive for your team.

Collaboration Tools

Real-time collaboration is facilitated with features such as commenting and real-time editing. With AirTable, you can ensure that every team member is updated and can contribute concurrently, enhancing team synergy.

Integration and Scalability

Integrate seamlessly with various applications, allowing you to connect to other services and grow your toolset as your team expands. The platform’s low-code nature allows you to build custom apps for unique needs without extensive programming knowledge.

Mobile Accessibility and Document Management

AirTable offers apps for web, desktop, and mobile devices, ensuring you have access to project data on the go. Document storage and management are also streamlined, as you can attach files and documents directly to your records in the database.


Your data’s security is a priority with robust features in place to protect your information, giving your team the confidence that sensitive data is safeguarded effectively.

Training and Support

AirTable provides customer support and training to maximize the utility of the software, aiding in a smoother transition for your team to this system.

By harnessing AirTable’s offerings, you benefit from a project management tool designed to keep your small team’s data meticulously organized and accessible, facilitating a unified and efficient approach to project completion.

Task ManagementCustomizable views, Drag-and-drop
CollaborationReal-time collaboration, Commenting
IntegrationConnects to other services, Low-code custom apps
AccessibilityWeb, Desktop, Mobile
Document ManagementDirect attachment of files to records
SecurityData protection measures
SupportComprehensive customer support and training

AirTable is suitable for small teams looking for a flexible, scalable, and data-centric project management tool.


Nifty is a project management tool designed to cater to the needs of small teams, streamlining various aspect of project completion and team collaboration. It boasts a user-friendly interface, promoting a seamless user adoption curve.

Task Management: You can create and assign tasks, set deadlines, and track progress. Your team can use milestones to segment projects into actionable steps.

Collaboration Tools: Nifty features discussion threads, file sharing, and a direct messaging system, facilitating real-time communication across all team members.

Project Planning and SchedulingGenerate project timelines that help visualize the sequence of tasks.
Resource ManagementOptimize the allocation of your team members according to availability and skillset.
Time TrackingBuilt-in time tracking tools enable you to monitor the amount of time spent on tasks.
Budget ManagementKeep track of project budgets with integrated budgeting tools to avoid overspending.

Reporting and Analytics: Generate reports with insights on project progression, resource utilization, and time management.

Integration Capabilities: Nifty integrates with various third-party apps such as Slack, Google Drive, and Dropbox for extended functionality.

Customizability and Scalability: Customize workflows, fields, and task statuses to fit your team’s specific requirements. The platform can scale as your team grows.

Security and Data Protection: Nifty uses industry-standard encryption to ensure your data is securely stored and handled.

Mobile Accessibility: You have access to a mobile app for managing your projects on the go.

Document Storage and Management: Store and manage documents directly within the platform to keep all project materials in one location.

Customer Support and Training: Responsive customer support and resources for training new users are available to help your team utilize Nifty effectively.

Utilize Nifty’s broad array of tools to optimize your small team’s workflow, from task inception to completion, while maintaining clear and consistent communication.


Features of Basecamp

Feature CategoryDetails
Task ManagementTo-do lists, automated check-in questions
Collaboration ToolsMessage boards, real-time group chat, direct messages
Project PlanningHill charts for tracking project progress
Resource ManagementCentralized scheduling, automatic check-ins
Time TrackingIntegration with third-party tools
Budget ManagementNot native; requires integration with other tools
Reporting & AnalyticsBasic reporting on project performance
IntegrationIntegration with third-party applications
User InterfaceSimple, clean, and intuitive design
CustomizabilityLimited; prioritizes simplicity over extensive customiz.
SecurityData encryption, two-factor authentication
Mobile AccessFully-featured mobile app for iOS and Android
Document StorageDocument & file storage, automatic versioning
Customer SupportHelp guides, customer service via email

When your small team takes on a project with Basecamp, you have the advantage of a centralized and straightforward workspace. Task Management is handled via to-do lists that break down the steps needed to reach your goals. Automated check-in questions keep everyone updated without the need for constant meetings.

Collaboration Tools in Basecamp include message boards for discussions, group chats for real-time communication, and direct messages for private conversations, ensuring smooth team collaboration. Shared schedules and documents promote transparency and ensure that you stay on the same page.

For Project Planning and Scheduling, Hill charts offer a fresh visual perspective on project progression, allowing your team to anticipate potential roadblocks.

Integration capabilities allow you to connect with time tracking or budget management tools, as Basecamp does not offer these natively. Nevertheless, Time Tracking, while not built-in, can be facilitated through various third-party integrations that streamline time allocation and project billing.

Basecamp’s User-Friendly Interface is designed to be intuitive, allowing your team to adopt the platform with minimal learning curve. While customizability is limited, the trade-off is a clutter-free environment that focuses your team’s efforts on the tasks at hand.

In terms of Security and Data Protection, Basecamp ensures your data remains secure through measures like data encryption and the option to enable two-factor authentication.

The mobile app enables you to manage projects on-the-go, ensuring that you’re never out of the loop, while Document Storage and Management grants your team access to files and critical documents anywhere, anytime.

Lastly, if your team encounters any issues, the Customer Support aspect includes comprehensive help guides and responsive customer service through email.

Smartsheet (Best For Workflow Automation)

Task Management and Collaboration Tools

Smartsheet provides you with dynamic task management features, allowing you to create, assign, and track tasks effectively. You can utilize collaboration tools such as file sharing and discussions to streamline team communication.

  • Task Management
    • Create and assign tasks
    • Set deadlines and reminders
    • Attach files to tasks
    • Comment on tasks for clear communication

Project Planning, Scheduling, and Resource Management

Your project planning is facilitated by Smartsheet’s robust timelines, Gantt charts, and calendar views. You can manage resources efficiently by assigning tasks to team members based on their workload and availability.

  • Project Planning and Scheduling
    • Use Gantt charts for visual project timelines
    • Apply calendar views for deadline tracking
  • Resource Management
    • View team availability
    • Allocate tasks according to team capacity

Time Tracking and Budget Management

Keep track of time spent on tasks with Smartsheet’s time tracking capabilities, and manage your budget by setting up cost reporting and expense tracking.

  • Time Tracking
    • Log hours directly within tasks
    • Generate time reports
  • Budget Management
    • Track project expenses
    • Create budget reports

Reporting, Analytics, and Integration

Smartsheet allows you to create custom reports and analyze project performance. Its integration capabilities enable you to connect with other tools like CRMs and file storage services.

  • Reporting and Analytics
    • Customize reports to track progress
    • Analyze data with dashboards
  • Integration Capabilities
    • Seamless connection with popular apps
    • Automate workflows across platforms

User Experience and Customizability

Smartsheet offers a user-friendly interface with customizable templates and scalable solutions that grow with your team’s needs. Its strong security protocols ensure data protection.

  • User Interface
    • Intuitive design
    • Customizable views and templates
  • Customizability and Scalability
    • Tailor workflows to team’s processes
    • Scale with team growth
  • Security and Data Protection
    • Robust security measures

Mobile, Document, and Risk Management

With mobile flexibility, Smartsheet keeps your team connected on the go. Document storage is streamlined, and risk management features help you anticipate and mitigate project issues.

  • Mobile Accessibility
    • Access and update from anywhere
  • Document Storage and Management
    • Centralize documents and files
  • Risk Management
    • Identify and address potential risks

Support and Training

You are provided with comprehensive customer support and training to ensure smooth adoption and ongoing use of the software.

  • Customer Support and Training
    • Access to support resources
    • Training materials and webinars
FeatureDescriptionRelevance to Workflow Automation
Task ManagementAssign and track tasks with ease.Central to daily workflow management
Gantt ChartsVisual project timelines.Essential for planning and scheduling
Time TrackingLog hours for accurate time management.Crucial for project accountability
Budget ReportsTrack expenses and manage budget.Key for financial oversight
Custom ReportsAnalyze and share project data.Vital for informed decision-making
IntegrationConnect with other tools seamlessly.Broadens workflow capabilities
Mobile AccessUpdate on the go for flexibility.Supports dynamic work environments
Document ManagementMaintain files centrally.Streamlines access and control
Risk ManagementAnticipate/address issues.Reduces potential workflow disruptions
Support and TrainingEnsure smooth software use.Promotes effective software utilization

JIRA (Best For Development Teams)

JIRA, developed by Atlassian, is tailored for Agile software development teams, offering robust features to support various agile methodologies like scrum, kanban, or hybrid models.

Key Features:

Task ManagementCustomize issues, track progress with agile boards, manage backlogs, and sprints.
Collaboration ToolsIntegrate with Confluence for creating and sharing content, comment threads, and @mentions for in-context communication.
Project PlanningPlan with roadmaps, estimate stories, organize sprints and distribute tasks across your team.
Time TrackingLog work, track time spent on tasks, and integrate with calendars for better scheduling.
Reporting and AnalyticsGenerate burndown charts, velocity charts, and other custom reports to keep an eye on team performance and project progress.
Integration CapabilitiesExtensive integration options with tools such as Confluence, Bitbucket, Zapier, and numerous marketplace add-ons.


  • Customizability: Create custom workflows, fields, and issue types to fit the specific needs of your team.
  • Scalability: Suitable for small teams that may grow over time.


  • Complexity: Can be overwhelming for new users due to its array of features and settings.
  • Cost: While there is a free plan, scaling up requires subscribing to a paid tier.

Using JIRA in Small Teams:

As part of your team, you’ll engage in seamless task assignments and progress tracking. JIRA’s agile boards visualise workflow, allowing you to monitor tasks from ‘To Do’ to ‘Done’. The platform’s resource management capabilities let you allocate tasks effectively, ensuring balanced workloads.

Security and Data Protection:

Expect enterprise-grade security with options for data encryption and compliance with industry standards.

Mobile Accessibility and Document Management:

Access JIRA on the move with mobile applications, and manage documents by linking issues to Confluence pages or integrating with Google Drive.

Training & Support:

Leverage extensive documentation, online community, and training resources to get the most out of JIRA.

TeamGantt (Best For Visual Project Timelines)

TeamGantt stands out for its interactive Gantt chart capabilities, positioning itself as a valuable asset for small teams aiming for clear visual project timelines. With a Gantt chart-centric design, you can map out project schedules and allocate tasks effectively.


  • Intuitive Interface: Maneuver through planning with a user-friendly platform.
  • Flexibility: Adaptable to various project methodologies.
  • Affordability: Cost-effective for small businesses.


  • Limited Advanced Features: May not have some high-end capabilities of larger platforms.

In terms of task management, TeamGantt enables teams to efficiently lay out tasks on a timeline, fostering transparent workflows. Collaboration tools in the software include task assignment, discussions, and file sharing, ensuring that communication is streamlined.

Project Planning and Scheduling are at the heart of TeamGantt’s utility, offering drag-and-drop capabilities for scheduling adjustments. Meanwhile, resource management is made simpler with bird’s eye views of workload distribution, aiding in avoiding team overcommitment. Time tracking features could be better, but they meet the basic necessities of recording hours against tasks.

The platform may not be the strongest in budget management or risk management, but it provides fundamental reporting and analytics for reviewing project progress.

Integrations with other tools are possible, extending integration capabilities for a cohesive toolset. TeamGantt scores high on user-friendly interface and mobile accessibility, ensuring you can manage projects on the go. Document storage is straightforward, enabling easy document management, while security and data protection meet industry standards.

Support and training materials are available to get you up to speed quickly, highlighting TeamGantt’s commitment to user enablement.

Below is a table summarizing TeamGantt’s key features:

Task ManagementTimeline-based task scheduling and tracking
Collaboration ToolsTask discussions, file sharing, and assignments
Project Planning & SchedulingGantt chart focus with interactive timelines
Resource ManagementVisual workload views to prevent overcommitment
Time TrackingBasic functionality for logging task hours
Integration CapabilitiesSupports integration with various platforms
User-Friendly InterfaceIntuitive navigation and planning tools
Mobile AccessibilityMobile-friendly design for on-the-go access
Document ManagementCentralized document storage and management
Security & Data ProtectionStandard security practices to protect data
Customer Support & TrainingAccessible support and comprehensive learning resources

For small teams, TeamGantt offers a concise yet powerful suite of tools that emphasize visual project management. Its ease of use and intuitive navigation allow for a hassle-free adoption, ensuring you maintain focus on delivering projects successfully.

Office 365 Project Management Apps

When managing projects within small teams, Office 365 offers a suite of apps geared towards increasing productivity and collaboration.

Microsoft Planner is designed for task management. You can create, assign, and organize tasks in visually appealing and interactive ways. It integrates seamlessly with other Office 365 apps, fostering cooperation.

Microsoft To Do is suitable for personal task management. You can capture daily to-dos, set reminders, and keep track of deadlines. Combine it with Planner for a comprehensive task management system.

Microsoft SharePoint is valuable for document management and intranet portals. Build project sites, store project documents, and collaborate in real-time. SharePoint’s integration with Office 365 streamlines document workflows.

Microsoft Teams functions as a hub for teamwork. Utilize chat, meetings, notes, and attachments for collaborative work. Teams’ connectivity with Office 365 tools, including Planner, enhances project communication.

Microsoft Power Automate helps to create automated workflows between apps. Automate repetitive tasks to save time and minimize errors, increasing project efficiency.

Microsoft OneNote is excellent for uncomplicated note-taking. Capture ideas, meeting notes, or research, easily accessible to your team. While not a project management tool, it aids in information gathering.

AppPurposeProject Management Uses
Microsoft PlannerTask organization & managementAssign tasks, set deadlines, visualize progress
Microsoft To DoIndividual task managementDaily to-dos, reminders, integrate with Planner for more robust management
Microsoft SharePointDocument & intranet managementStore and collaborate on project documents, build project sites
Microsoft TeamsCommunication & collaborationCentralize project communication, integrate with other Office 365 apps
Microsoft Power AutomateWorkflow automationCreate automated processes to streamline project tasks
Microsoft OneNoteNote-takingRecord and share meeting notes and ideas, supporting information management

Utilizing these Office 365 applications, your small team can bolster project management efficiency, communication, and collaboration, driving projects to successful completion.



  • Sync across unlimited devices (Personal plan)
  • Document storage and management
  • User-friendly interface


  • Limited collaboration tools for project management
  • No native time tracking or budget management

Task Management: You can use Evernote to capture tasks and organize notes with to-do lists that help break projects into manageable parts.

Collaboration Tools: Evernote provides basic collaboration features, but it is not specifically designed for detailed project management teamwork.

Project Planning and Scheduling: While not a traditional project management tool, Evernote can be used for scheduling and planning through note-taking and checklists.

Integration Capabilities: Evernote offers integration with third-party applications, enhancing its capabilities to fit into your workflow.

Document Storage and Management: A key feature of Evernote is its ability to store various types of documents, allowing easy access and management of project-related files.

Mobile Accessibility: Evernote’s mobile app ensures you can access your information and manage tasks on the go.

Security and Data Protection: Evernote has robust security features to protect your data, including encryption and secure access options.

Customer Support and Training: Evernote provides customer support, but it’s focused on the tool’s use rather than on project management training.

Below is a table that summarizes Evernote’s features and suitability for small team project management:

FeatureDetailsSuitability for Small Teams
Task ManagementTo-do lists, note categorizationGood for individual task tracking
Collaboration ToolsNote sharing, document managementLimited compared to dedicated PM tools
Planning & SchedulingChecklists, notes with remindersBasic planning, lacks Gantt charts/kanban boards
IntegrationThird-party app integrationCan improve workflow with other tools
Document StorageRobust storage optionsExcellent for centralized document management
Mobile AccessCross-platform syncHigh accessibility for on-the-go management
SecurityStrong encryption practicesSecure for sensitive project information
Customer SupportSupport availableFocus on technical support, not PM training

In your day-to-day operations, Evernote can act as a centralized hub for your notes, documents, and tasks. Its ease of use and ability to sync across multiple devices make it a valuable tool for personal organization within a project management context. However, if you are seeking comprehensive project management features like Gantt charts, time tracking, and budget management, you may need to integrate Evernote with other specialized software or consider a different solution tailored more towards project management needs.

Celoxis LiquidPlanner

Review of Celoxis LiquidPlanner Celoxis and LiquidPlanner are both project management software options. They have distinct features suitable for small teams. There is no combined “Celoxis LiquidPlanner” software; however, they each offer unique advantages to small teams.

Task ManagementOffers priority-based schedulingDynamic scheduling optimizes tasks automatically
Collaboration ToolsCustomizable client portal for team communicationDiscussions, comments, and shared workspace
Resource ManagementDetailed resource allocation & forecastingResource workload is balanced automatically
Time TrackingIntegrated time tracking toolsBuilt-in time tracking capabilities
Reporting and AnalyticsAdvanced reporting with real-time insightsAnalytics with project data visualization
Customizability and ScalabilityHighly customizable dashboards and reportsAdapts to changing priorities and scales with team

Pros and Cons

  • Celoxis: It offers comprehensive project management for midsize businesses and diverse portfolios. Extensive collaboration features make it favorable for teams. Scalability and customizability are robust, however, it may require a steep learning curve for some users.
  • LiquidPlanner: Known for impressive automatic work scheduling, and its ability to adapt to changing conditions. The complex system offers a powerful set of features but could be overwhelming for very small or less complex teams.

Integration and Accessibility Celoxis and LiquidPlanner allow integration with various third-party applications, enhancing the workflow for small teams. Both offer mobile accessibility to ensure you can manage projects on the go. Document storage is efficient, providing your team with a centralized data repository.

When considering these tools for your small team, weigh how these features align with your teamwork and collaboration needs. For small teams, streamlined communication, efficient task handling, and straightforward project planning are critical. Both Celoxis and LiquidPlanner offer these, with different levels of customization and automation that can fit your workflow. Examine the balance of manual input versus automated scheduling to ensure the chosen software complements your team’s working style.

ActiveCollab (Best For Freelancers And Billing)

ActiveCollab offers a comprehensive solution for project management with an emphasis on billing and handling freelance work. The software includes a range of tools and features tailored to aid small team collaboration, ensuring smooth project execution from planning to payment.

Task Management: You can organize tasks using Column, List, or Timeline views, which is particularly useful for adopting Kanban or Gantt chart methodologies. This versatility allows you to adapt the tool to your team’s workflow preferences.

Collaboration Tools: ActiveCollab simplifies communication within your team through direct messaging and discussion threads linked to specific tasks or projects, ensuring all collaboration stays in context.

Project Planning and Scheduling: Schedule projects and set milestones to keep your team on track. With ActiveCollab’s scheduling features, deadlines become visible to all team members, promoting accountability and structured progress.

Time Tracking & Budget Management: Integrated time-tracking tools allow you to record time spent on tasks directly within the platform, facilitating accurate client billing and budget oversight.

Reporting and Analytics: Create reports that give insight into your team’s performance and project progression. This data helps in making informed decisions and adjusting strategies when necessary.

Integration Capabilities: ActiveCollab can be integrated with other tools to streamline your workflow, such as Slack for communication, or QuickBooks for accounting, increasing the software’s utility within your tech stack.

User-Friendly Interface: The platform is designed to be intuitive, minimizing the learning curve and helping your team to quickly adapt.

Customizability and Scalability: Customize your workflow and scale the software as your team grows, thanks to ActiveCollab’s flexible feature set.

Security and Data Protection: ActiveCollab implements security measures to protect your data, giving you peace of mind when handling sensitive information.

Mobile Accessibility: With its mobile app, you and your team can stay updated and connected even on the go.

Document Storage and Management: All your important files can be stored and managed within the platform, linked directly to relevant tasks or projects.

Here’s a summary table highlighting the key features of ActiveCollab:

Task ManagementVaried views for tasks to fit different workflows.
Collaboration ToolsIn-context communication with messaging and discussions.
Project Planning & SchedulingMilestones and deadlines to keep projects on track.
Time Tracking & Budget ManagementTools for measuring work hours and managing finances.
Reporting and AnalyticsData insights for performance assessment and decision-making.
Integration CapabilitiesConnects with other services for a centralized workflow.
User-Friendly InterfaceEasy-to-navigate interface for quick team adaptation.
Customizability and ScalabilityAdaptable features that grow with your team.
Security and Data ProtectionMeasures in place to ensure data safety.
Mobile AccessibilityAccess to project updates on mobile devices.
Document Storage and ManagementCentralized file management linked to tasks/projects.

ActiveCollab shines for freelancers and small teams requiring robust billing and financial management, alongside its powerful project management capabilities. It assists you in managing your projects efficiently, keeping communication centralized, and ensuring that your team can focus on delivering quality work while the software takes care of the administrative overhead.

Trello (Best For Kanban Boards)

Trello excels as a project management tool for small teams with its intuitive Kanban board approach. You can create boards for various projects, add lists to represent different stages of work, and move cards representing tasks through each stage.


  • User-Friendly Interface: Trello’s simplicity makes it ideal for team members to collaborate without extensive training.
  • Customizability: With power-ups (add-ons), you can tailor boards to fit your team’s needs.
  • Mobile Accessibility: Access your boards on-the-go with Trello’s mobile applications.


  • Limited Reporting: Native reporting and analytics are not as robust as other tools.
  • Basic Free Plan: Some key features are locked behind higher-tier plans.

Key Features:

Task ManagementAssign and track tasks with ease.
Collaboration ToolsComment, attach files, and tag members.
Project PlanningVisualize workflows with Kanban boards.
Integration CapabilitiesConnect with other apps like Slack, Drive.
CustomizabilityPower-ups add functionality as needed.
SecurityData is encrypted, offering security.

For task management, Trello enables you to assign specific tasks to team members, set deadlines, and monitor progression. With collaboration tools including comments, attachments, and member tagging, your team stays in sync.

Despite Trello’s focus on simplicity, project planning and scheduling are straightforward. You can visualize your project’s entire workflow, making it easy to prioritize tasks and manage timelines.

Trello offers integration capabilities that can extend its use, connecting with a wide range of other apps and services to streamline your workflow.

As for mobile accessibility, Trello’s responsive mobile apps ensure you can manage your projects from anywhere, fostering a flexible work environment for your team.

However, it does not have in-built time tracking or complex budget management, which may require integration with other tools for comprehensive project management.

Concerning security, Trello employs robust encryption measures for data protection. Although Trello has a relatively open platform with a focus on collaboration, these security features help in keeping your project information safe.

Document storage and management in Trello allows you to attach files directly to cards, centralizing your resources and information for easy retrieval.

Furthermore, while Trello may lack dedicated risk management tools, its simple interface and notification system can help teams to quickly identify and address potential project bottlenecks or risks.

Finally, Trello’s customer support includes extensive documentation and an online community that can be leveraged for problem-solving and best practices. Training materials are also readily available, making it easy for your team members to get up to speed with using Trello.

Free Project Management Software For Students

When managing group projects, you need software that’s accessible, user-friendly, and cost-effective. As students, you may have significant budget constraints, which make free project management tools particularly attractive.

Notion is a versatile workspace where you can write, plan, collaborate, and get organized. It offers templates suited for educational purposes, allowing you to manage your projects with ease. With its capabilities, you can create a centralized hub for your group assignments, lecture notes, and schedules.

Trello is known for its visual Kanban boards, which can help you organize tasks by different stages of completion. Its intuitive drag-and-drop interface is perfect for visualizing project workflows.

Asana is another powerful tool that enables task assignments, deadlines, and progress tracking. It’s excellent for team communication and keeps everything aligned with your project goals.

Airtable combines the simplicity of a spreadsheet with complex database functions, making it suitable for managing more data-intensive projects.

Zoho Projects is an option that provides a wide range of features including task lists, milestones, and issue tracking, which can facilitate project planning and coordination within a team environment. might be on the higher end of complexity for smaller projects but is worth considering for its comprehensive feature set and user-friendly interface.

The table below summarizes the options available to you:

SoftwareBest ForKey Feature(s)
NotionOverall UseTemplates, All-in-One Workspace
TrelloVisual Task ManagementKanban Boards, Drag-and-Drop
AsanaTask AssignmentsProgress Tracking, Team Communication
AirtableData ProjectsSpreadsheet-Database Hybrid
Zoho ProjectsDetailed PlanningTask Lists, Milestones
Monday.comComplex ProjectsComprehensive Features

As a student, you’re encouraged to start with Notion due to its adaptability and education-focused features that can centralize your academic and project management endeavors without financial burden.

Top 10 Project Management Software

When managing projects for smaller teams, selecting the right project management software is crucial. Explore a breakdown of the top 10 options available to help streamline your workflow, improve collaboration, and manage tasks effectively:

SoftwareBest ForNotable Features
ClickUpAgile TeamsCustom Views, Versatility
Monday.comBudget-Conscious StartupsIntuitive Interface, Scalability
AsanaStreamlined CommunicationRobust Collaboration Tools
Zoho ProjectsSeamless IntegrationsExtensive Integration Options
Microsoft ProjectComplex Project ManagementComprehensive ERP Integration
NotionContent ManagementIntegrated Notes, Tasks, Wikis
AirtableData OrganizationHybrid Database and Spreadsheet Functions
Teamwork.comClient-Focused FirmsCollaborative Client Features
SAP Project SystemFull Lifecycle ManagementDeep SAP Integration
WrikeAI AutomationIntelligent Risk Prediction

By leveraging, you can manage and organize tasks smoothly, thanks to its user-friendly Gantt charts, effective resource allocation, and straightforward planning tools. Real-time collaboration makes it easier for your team to stay on top of deadlines and communicate more effectively. The platform’s capability for integration ensures that your workflow remains in sync, even as your projects grow and become more complex.

With ClickUp, you can invite an unlimited number of free plan members, making it highly accessible for any team size. It provides essential task management and planning features in its free offering, though some advanced tools will require a paid plan. Its intuitive interface is primed for simplifying your projects and task handling.

As you explore the world of project management software, be sure to assess your team’s specific needs to ensure that the choice you make will be a perfect fit for your project demands. For a deeper examination of top project management software, visiting recommended online resources can offer additional insights into each option’s pros and cons. Your selection should accommodate your team’s workflow and promote efficiency and productivity.

Best free project management software for small teams

SoftwareBest ForKey FeaturesLimitations
NotionAPI capabilitiesFlexible, integrates with many toolsLess focused on traditional project management
TeamworkMilestonesMilestone tracking, time tracking, task managementSome features reserved for premium plans
SmartsheetWorkflow automationAutomation, reporting, multiple viewsLimits on free plan
ClickUpUnlimited free plan membersUnlimited users, real-time reportingSome advanced features are premium
JiraDevelopment teamsAgile reports, customizable workflowsCan be complex for new users
AirtableTracking dataSpreadsheet-database hybrid, blocks for app enhancementAdvanced features require payment
TodoistPersonal productivitySimple interface, task prioritizationMore individual-focused than team
monday.comBrainstormingVisual project boards, integrated automationAdvanced features are paid
TeamGanttVisual project timelinesDrag-and-drop Gantt charts, dependency setupLimited tasks on free plan
TrelloKanban boardsFlexible boards, power-upsPower-ups limited in free version

As a small team, you require project management software that optimizes your workflow without straining your budget. Notion is advantageous for its API capabilities, assisting you in integrating various tools seamlessly into your workspace.

For marking progress with milestones, Teamwork stands out. Small teams can track their project milestones alongside tasks to gauge their progress, although the free version does have limitations.

Smartsheet is excellent for teams looking into powerful workflow automation, as it offers a variety of view options and high-level reporting, but be mindful of the restrictions on their free plan.

ClickUp boasts an unlimited number of free plan members, making it ideal for growing teams, and although it offers extensive features, the most advanced ones are premium.

If your team is centered around development, Jira provides agile reporting and customizable workflows tailored to software development, even though it may present a steeper learning curve.

For those who need a blend of data management with project tracking, Airtable offers a unique spreadsheet-database combination, but you’ll need to pay for more advanced functionality.

While Todoist excels in personal productivity, it’s also useful for small teams emphasizing simple task management. It remains more individual-centric but still helps in maintaining team to-do lists.

For an interactive brainstorming experience, allows teams to collaborate visually and innovate through their boards, but again, some features require upgrading from the free plan.

Visual thinkers may find TeamGantt invaluable for crafting project timelines through intuitive drag-and-drop interfaces, yet the free plan restricts the number of tasks you can manage.

Lastly, teams that thrive on Kanban methodology will appreciate Trello for its simplicity and customizability, though the number of power-ups (add-ons) is curtailed in the free offering.

We found the best project management software for different business requirements, the curated top 10. Project management software for construction, and for architects specifically. Other classification is related to the project dimensions: software for a single individual in a business venture, for small teams like a start up, and others for a small business.

There is no need to spend: there is free project management software to enjoy an extended trial or a community version. Furthermore, there are open source software options that we analyze as well.

We have studied the complete suite for project management from Microsoft, which can be used on-premise, or cloud based.

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