In today’s fast-paced world, effective project management is critical for the success of small teams. With numerous tasks to juggle, the right project management software can make all the difference in ensuring projects are completed efficiently and on time. In this article, we review the best project management tools tailored for small teams, offering insights into their features, benefits, and suitability. Whether you’re looking for easy Gantt chart integration or advanced automation capabilities, our guide highlights the best solutions available on the market.
Our Top Recommended Tools
GanttPro
GanttPro is a user-friendly platform renowned for its intuitive Gantt chart capabilities. It allows teams to easily visualise project timelines and dependencies, providing a clear roadmap for successful project completion. Key features include customisable templates, task collaborations, and drag-and-drop scheduling.
While GanttPro excels in simplicity and ease of use, it may not offer extensive integrations compared to other tools. However, its focus on visual project planning makes it an excellent choice for teams seeking straightforward project management solutions.
Teamwork
Teamwork is designed to enhance collaboration and communication among small teams, making it a top choice for maintaining robust client relationships. Its comprehensive suite includes features like time tracking, billing, and real-time chat, streamlining project workflows.
Despite its many advantages, Teamwork can pose a learning curve for complete beginners. Nonetheless, its extensive range of functionalities makes it a powerhouse tool for projects that rely on tight-knit collaboration.
Zoho Projects
Zoho Projects shines as a cost-effective solution for emerging and small teams. It offers essential project management features, including task automation and time-tracking, at a budget-friendly price point. Zoho Projects facilitates seamless integration with other Zoho apps, enhancing its functionality significantly.
While Zoho Projects is feature-rich, it might seem complex for absolute novices. However, with its affordable pricing and comprehensive suite of tools, it is ideal for teams that are just starting to take on more complex projects.
Celoxis
For teams prioritising value for money, Celoxis stands out with its robust features at competitive pricing. It offers advanced capabilities, such as resource management and project tracking metrics, ensuring no detail goes unnoticed.
It’s worth noting that Celoxis might feel overwhelming to users who require more simplistic solutions. However, the depth of its features makes it an attractive option for teams looking to maximise their project management investment.
ProofHub
ProofHub is the go-to for teams needing a platform that excels in proofing and feedback management. Its features facilitate the review and approval process with ease, giving users the ability to manage tasks, discussions, and documents effortlessly.
Though it boasts essential functionalities, ProofHub might lack the in-depth financial tracking tools present in other applications. Still, its streamlined task approval processes make it indispensable for agencies and creative teams.
Smartsheet
Recognised for its prowess in automation, Smartsheet simplifies workflows and routine tasks, enhancing team productivity. Its spreadsheet-like interface provides familiarity, making it easy to adopt for users accustomed to Excel-based management.
However, the challenge some face is its sometimes convoluted interface which might demand time to master. Despite this, its ability to automate complex workflows ensures it’s valuable for teams seeking efficiency.
TeamGantt
TeamGantt is perfect for those who need seamless Gantt chart integration without complications. It simplifies project scheduling, fosters product management, and encourages team collaboration with its straightforward interface.
The simplicity of TeamGantt, however, might mean fewer customisation options. Still, its focus on core project management needs makes it best for teams looking for simplicity and effectiveness in Gantt chart use.
Wrike
For managing ongoing projects, Wrike delivers comprehensive tools for scalable project management. It offers a multitude of integrations, along with visualisation options like Kanban boards and time tracking.
Wrike may require a learning curve due to its extensive features, yet its scalable nature and robust management capabilities suit dynamic teams looking to handle ongoing projects efficiently.
Designed for New Users
GanttPro
GanttPro’s simplistic design and user-friendly dashboard make it the perfect tool for beginners seeking to dive into project management. Its evolving timeline tool offers an intuitive layout for planning and tracking project progress.
Beginners will appreciate the clear visual guidance offered by GanttPro, although its limited integration options might be a drawback. Despite this, it’s an excellent entry-point into effective project management.
Advantages & Disadvantages
Advantages:
- Simplified interface for easy adoption
- Visual timeline for clear project understanding
Disadvantages:
- Fewer integration options compared to competitors
- Limited advanced features
Why We Chose This Tool
GanttPro stands out for its intuitive Gantt charts ideal for beginners, offering features that are easy to learn and implement. This tool allows beginners to manage projects without needing extensive training.
By focusing on simplicity and clarity, GanttPro helps new users quickly become effective project managers.
Target Audience
The ideal users of GanttPro are teams and project managers who are new to project management, especially those seeking a straightforward solution for task scheduling and progress tracking.
Smaller teams with limited project management experience will find GanttPro’s accessibility aligns with their initial needs.
Specifications & Configurations
GanttPro is browser-based, ensuring compatibility with major operating systems like Windows, macOS, and Linux, making it accessible to a broad range of users.
With cloud-based storage, GanttPro supports team collaboration and easy project access from any location, enhancing flexibility for remote teams.
Best for Strengthening Client Connections
Teamwork
Teamwork provides robust tools for team collaboration and client project management. With features like time tracking and billing, Teamwork is designed to enhance client communication and streamline operations.
While it is feature-rich, some users may find the interface and features overwhelming at first. However, these capabilities are indispensable for teams prioritising client satisfaction and project delivery.
Advantages & Disadvantages
Advantages:
- Comprehensive tools for client and team collaboration
- Integration capabilities with various third-party applications
Disadvantages:
- Complex interface for new users
- Pooled task management can be overwhelming
Why We Chose This Tool
Teamwork is chosen for its ability to facilitate efficient client management, making it suitable for agencies and service providers. Its comprehensive features align perfectly with teams that require structured workflows and enhanced client interactions.
Its adaptability across industries makes it a versatile choice for fostering client relationships and conducting project reviews effectively.
Target Audience
Aimed at agencies and service teams, Teamwork serves those who prioritise efficient client communication and collaboration. Its suite tailors excellently for service-oriented business environments.
The tool benefits teams that demand robust client-focused project execution, from invoicing to project updates.
Specifications & Configurations
Teamwork is available across multiple platforms, including Windows, macOS, and mobile, ensuring on-the-go access and real-time project updates.
The software’s flexibility in configuring different user permissions and roles supports tailored solutions adaptable to any team’s workflow.
Best for Emerging and Small Teams
Zoho Projects
Zoho Projects offers an affordable yet robust solution perfect for small and emerging teams. Its integration with Zoho’s suite of business tools amplifies its effectiveness, providing comprehensive solutions for task and document management.
While it supports a range of features, new users can find its complexity challenging without proper guidance. However, for teams seeking an end-to-end project management system, Zoho Projects is a game-changer.
Advantages & Disadvantages
Advantages:
- Cost-effective with a wealth of features
- Seamless integration within the Zoho ecosystem
Disadvantages:
- May appear complex to newcomers
- Some users report a steep learning curve
Why We Chose This Tool
We selected Zoho Projects due to its comprehensive offerings tailored for growing teams looking to expand their project management capabilities while maintaining a tight budget.
Its integration with other Zoho services provides a cohesive platform that supports various business processes, making it a versatile selection.
Target Audience
Zoho Projects is geared towards small to mid-sized teams ready to scale operations and enhance efficiency. Teams transitioning from basic to more structured project management methods will find this tool invaluable.
Its broad feature set supports different sectors, offering flexibility and support for diverse project requirements.
Specifications & Configurations
Ensure accessibility with Zoho Projects, available on Windows, macOS, and mobile devices, offering flexibility and convenience.
The platform provides options to configure projects, assignments, and workflows while enabling custom reports, keeping project leaders informed of progress and roadblocks.
Excellent Value for Money
Celoxis
Celoxis provides rich features suitable for teams looking to optimise their project management investment. Beyond just task management, it offers tools like dynamic scheduling, resource management, and financial tracking.
However, its feature density may intimidate new users or those looking for simple solutions. Nevertheless, its comprehensive solution is unmatched for teams needing detailed project controls on a budget.
Advantages & Disadvantages
Advantages:
- Detailed project tracking and management features
- Excellent reporting and analytics capabilities
Disadvantages:
- Potential complexity for newcomers
- Requires commitment to learn and maximise its features
Why We Chose This Tool
Celoxis stood out for its exceptional value for money, providing teams with extensive tools without the hefty price tag. Its ability to manage resources and financial tracking makes it a strategic choice for cost-conscious teams.
Offering structured project management for long-term growth, Celoxis is invaluable for teams focused on strategic development.
Target Audience
Designed for teams prioritising budget efficiency while exploring rich features, Celoxis is perfect for project managers and team leads wishing to introduce sophisticated project management without extensive costs.
Its detailed tracking and financial capabilities cater to industries where precise planning and analytics are crucial.
Specifications & Configurations
Celoxis supports various platforms, ensuring versatility in deployment, and provides cloud-based and on-premise solutions according to team preferences.
With options for configurable metrics and dashboards, teams can tailor insights and data for strategic decision-making.
Designed for Automation Needs
Smartsheet
Smartsheet excels in automation, offering tools that enhance work cycles and reduce manual efforts. Intuitive automation features foster productivity, streamlining repetitive tasks into simplified workflows.
Though some users might find its interface complex initially, with proper setup, the platform’s automation power aids substantially in efficient project handling.
Advantages & Disadvantages
Advantages:
- Powerful automation features reducing manual workloads
- Spreadsheet-like interface appeals to Excel users
Disadvantages:
- Complexity in mastering its automation potential
- Initial setup requires dedication to unlock full benefits
Why We Chose This Tool
Smartsheet made our selection for its superior automated capabilities and machine learning integration, suitable for increasing team productivity and minimising errors.
Its familiar grid-based format aligns with user-friendly principles, benefiting those preferring spreadsheet layouts for project management tasks.
Target Audience
The target users for Smartsheet include teams focusing on routine tasks and repetitive workflows that benefit from automation to enhance productivity.
It is beneficial for industries requiring data management with automated cleaning, sorting, and reporting tools.
Specifications & Configurations
Support for Smartsheet includes both web-based and mobile app deployment, ensuring versatility across devices and ensuring productivity on-the-go.
Customisation options include timetable configurations and workflow automation rules, making it adaptable for various industry-specific needs.
Best For Gantt Chart Integration
TeamGantt
Valued for its simple Gantt chart integration, TeamGantt simplifies project scheduling, providing clear path outlines and task dependencies effortless for team usage.
Lack of deep customisation might deter users needing specialised features, yet, the focus on core project necessities keeps it effective for various team collaborations.
Advantages & Disadvantages
Advantages:
- Efficient and straightforward Gantt chart feature
- Simple drag-and-drop scheduling
Disadvantages:
- Limited customisation power
- Sparse integrations compared to competitors
Why We Chose This Tool
TeamGantt was a choice tool for its specialised Gantt scheduling view, advantageous for users focusing purely on device-linked project timelines without the need for complex extras.
Its simplistic design promotes cohesive schedule management, ensuring clarity and effective task allocation.
Target Audience
Teams needing enhanced Gantt visualisation, particularly smaller groups focused on single project views, will benefit significantly from TeamGantt’s reduced complexity.
The platform suits project managers needing a straightforward approach to timeline and resource management.
Specifications & Configurations
Running on both web and app platforms, TeamGantt supports synchronisation across locations, maintaining updated project tracks.
User configurations include basic timeline edits, suitable for lean project management without oversaturating features.
Best for Continuous Project Management
Wrike
Wrike offers a sophisticated suite for continuous project management, suitable for complex teams exploiting project interconnectivity and timeline tracking.
Despite initial complexities, its wide-ranging features enable multidimensional visualisation through Kanban views and Gantt charts, assisting teams with extensive projects.
Advantages & Disadvantages
Advantages:
- Robust suite with multiple cross-platform integrations
- Comprehensive capabilities in managing project lifecycles
Disadvantages:
- Complex setup for new users
- Could be overwhelming for minimal projects
Why We Chose This Tool
Wrike ’s choice emanates from its reliable management capabilities, presenting extensible project management services enhancing ongoing project tracks.
It supports multidimensional project portfolios, making consolidative and comprehensive management equally feasible.
Target Audience
The tool is ideal for managerial teams with a focus on extensive project portfolios, providing the depth necessary for ongoing management.
Wrike suits industries requiring continuous oversight and detailed planning.
Specifications & Configurations
Compatible with web-based and mobile platforms, Wrike secures enduring insight with project updates maintained through cross-device synchronisation.
It empowers users with detailed project oversight through customisable dashboards, facilitating strategic insights.
Understanding Project Management Software
The purpose of project management software is to streamline and enhance project execution, providing teams with the tools necessary for efficient collaboration, task management, and timeline tracking. By leveraging these solutions, teams can confidently tackle projects with clarity and precision, reducing error rates and expediting project completion.
Effective project management software encompasses features like task automation, Gantt chart dependency tracking, and stakeholder reporting tools, ensuring all project aspects are thoroughly covered. These tools aid project managers in allocating resources, defining project scopes, and addressing unforeseen challenges, fostering a harmonious project environment.
Our Project Management Software Selection Process
The selection of tools in this guide is based on extensive research and evaluation of the top-performing project management software solutions. Our assessments cover essential aspects such as user-friendliness, cost, functionality, and adaptability to diverse team needs, ensuring informed recommendations.
We aim to consider insights from industry experts, user reviews, and real-world application scenarios, maintaining relevance to small teams. These selections cater to various project demands, aligning with different project scopes and complexities, offering flexibility in project execution.
Capabilities of Project Management Software
Project management software supports numerous features crucial for modern business operations, including task assignments, milestone management, and real-time progress tracking. These solutions integrate seamlessly with various tools and applications, ensuring workflows remain consistent and synchronised.
These platforms enhance team collaboration through task sharing, document management, and communication channels, ensuring all associated members remain in the loop. By automating routine tasks and generating insightful analytics, project management software refines operations and maximises efficiency.
Top Free Project Management Tools
For teams on a tight budget, numerous free project management tools offer essential features without the burden of costs. Solutions like Trello, Asana, and ClickUp provide robust project tracking capabilities and team collaboration features, accessible free of charge with options to upgrade for more sophisticated functions.
These tools offer a gateway into structured project management techniques without sacrificing fundamental capabilities, ideal for startups or small teams testing management software before committing to paid solutions.
Easy-to-Use Project Management Apps
Ease of use is a critical factor for teams adopting new software, and tools like Monday.com, Trello, and Asana excel in providing user-friendly interfaces. These applications prioritise simplicity without losing key functionalities in project management.
Designed for intuitive navigation, these platforms guide users through project setups, encouraging swift adaptation and seamless execution, serving to minimise the time spent on learning curves.
Top Project Management Tools for Small Businesses
Editor’s Picks
Small businesses benefit from project management software like Zoho Projects, Teamwork, and Basecamp due to their scalability, affordability, and feature-rich offerings. These tools can grow alongside businesses and adapt to increasing project demands and team expansions.
Considering budget constraints and diverse needs, these tools are designed to offer comprehensive features and flexible configurations, providing small businesses with reliable frameworks for efficient project management practices.
Engage team members in selection processes, allow trials or demonstrations, and evaluate feedback to ensure the decision aligns project strategy and team convenience. A well-aligned tool enhances productivity, collaboration, and efficiency within projects.
Next Steps
| Tool | Ideal For | Key Features |
| GanttPro | Beginners | Simple Gantt charts, visual project planning |
| Teamwork | Client Relations | Collaboration, Time Tracking, Real-time Chat |
| Zoho Projects | Emerging Teams | Cost-effective, Task Automation, Time-tracking |
| Celoxis | Value for Money | Resource Management, Financial Tracking |
| ProofHub | Proofing Tasks | Feedback Management, Task Discussions |
| Smartsheet | Automation | Workflow Automation, Familiar Grid-interface |
| TeamGantt | Gantt Charts | Drag-and-drop Scheduling, Simplicity |
| Wrike | Ongoing Projects | Project Lifecycle Management, Integrations |
FAQ
What is the best project management software for small businesses?
The best project management software for small businesses often depends on specific needs and preferences, but some popular and highly rated options include Trello, Asana, and Monday.com. These tools are known for being user-friendly, flexible, and reasonably priced, making them great choices for small businesses.
