24 Best Project Management Software For Small Teams In 2025
10 Best Project Management Software for Small Teams Shortlist
Here are my picks for the best project management software suited for small teams.
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Project management software is essential for coordinating tasks, facilitating effective communication, and keeping projects on track. Finding the right fit for your small team can be difficult, and there are so many options available.
Here are my picks for the best project management software for small teams. I've used my experience navigating these challenges and running projects with small teams to test and review the available options. My reviews will help you find the right tool to boost productivity and execute projects successfully.
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Compare Specs Side-by-Side
Use this table to compare pricing and specs for each of the tools on my shortlist.
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best for milestone-driven planning | 14-day free trial | From $5/user/month (billed annually) + free plan available | Website | |
| 2 | Best for intuitive task management | Free trial available | From $8.25/user/month (billed annually) + free plan available | Website | |
| 3 | Best for budget-conscious teams | 14-day free trial | From $1.49/user/month (billed annually) + free plan available | Website | |
| 4 | Best for visual project tracking | 14-day free trial | From $5/user/month (billed annually) + free plan available | Website | |
| 5 | Best for client work management | 30-day free trial | From $10.99/user/month (min 3 users, billed annually) | Website | |
| 6 | Best for simplified planning | 14-day free trial | From $45/month (billed annually) | Website | |
| 7 | Best for workflow automation | Free plan available | From $11.20/month (billed annually) | Website | |
| 8 | Best for integrated workspaces | 14-day free trial + free plan available | From $10/user/month (billed annually) | Website | |
| 9 | Best for project, resource, and workflow management | 14-day free trial + free plan available | From $7/user/month | Website | |
| 10 | Best for customizable project planning | 30-day free trial | From $9/user/month (billed annually) | Website |
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Monitask
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.4 -
monday.com
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.6 -
Smartsheet
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.4
Best Project Management Software For Small Teams Reviews
Here are my overviews of the best project management tools for small teams. Each review highlights the ideal use cases, key features, and pros and cons of each tool.
NiftyPM functions as a comprehensive project management tool for small teams by offering a unified platform for managing projects, tasks, documents, and communications.
Why I picked Nifty: I chose Nifty for its comprehensive approach to project management, which consolidates multiple tools into a single platform, reducing the need to switch between different applications. It features customizable workflows, milestone tracking, and real-time collaboration, allowing team members to streamline operations and stay aligned on project goals. Nifty is best for milestone-driven planning because it automates progress tracking as tasks are completed. This keeps teams aligned and motivated, ensuring that project goals are met efficiently.
Standout features and integrations:
Features include AI-driven automation, task management with multiple views, roadmaps via Gantt charts, integrated discussions with chat and video calls, collaborative document handling, customizable forms, and automated reporting.
Integrations include Asana, Basecamp, ClickUp, Jira, Trello, Wrike, Slack, Dropbox, G Suite, and Jira.
Pros and cons
Pros:
- Provides native integrations with popular tools
- Offers real-time progress reporting with milestones
- Unifies multiple project management tools into one platform
Cons:
- Specific functionality limitations in task management
- Can be expensive for large teams
MeisterTask is a task and project management software that offers a Kanban-style board for visual task management, allowing teams to see tasks move from start to finish. It enhances collaboration through its task-centric communication system and supports workflow automation to streamline repetitive processes.
Why I picked MeisterTask: I selected MeisterTask for its emphasis on an intuitive user experience, crucial for small teams needing straightforward task management. Its clear task visualization sets it apart from other project management tools. I judge MeisterTask as best for intuitive task management due to its easy-to-use platform that facilitates quick adaptation and effective workflow management for teams.
Standout features and integrations:
Features include customizable dashboards, Kanban-style boards, time tracking, and project documentation, enhancing team productivity. It also boasts communication tools that support team collaboration.
Integrations are not mentioned on MeisterTask's official website.
Pros and cons
Pros:
- Time tracking and project documentation aid in project oversight
- Customizable dashboards and Kanban boards enhance project visibility
- User-friendly interface for easy task management
Cons:
- The free plan restricts the number of projects and collaborative notes
- Limited information on native integrations
Freedcamp works as a project management software for small teams by offering a comprehensive, customizable platform that includes tasks, due dates, milestones, discussions, file management, and time tracking, all integrated with a variety of tools to enhance workflow efficiency and collaboration.
Why I picked Freedcamp: I selected Freedcamp for the list due to its ability to deliver a wide range of project management functionalities without imposing financial burdens on teams. This tool is particularly suitable for budget-conscious teams because it offers a robust free tier, ensuring that even small teams or startups can manage their projects effectively without worrying about expenses.
Standout features and integrations:
Features include task and project organization, milestones tracking, time tracking, unlimited file storage, discussions for asynchronous communication, customizable project views and permissions for tailored workflow management. Additionally, it provides a CRM system for managing customer interactions and invoicing tools to streamline billing processes.
Integrations include Google Drive, Google Calendar, Dropbox, OneDrive, and Zapier.
Pros and cons
Pros:
- A wide range of integrations for enhanced collaboration
- A comprehensive set of project management features
- Unlimited users, projects, and tasks on the free plan
Cons:
- Custom integrations may require technical expertise
- Limited file size upload on the free plan
Trello is a project management tool that simplifies task organization and workflow management for teams. It is renowned for its visual project tracking capabilities, making it a great choice for teams that rely on visual cues to stay organized and on track.
Why I picked Trello: I chose Trello for this list because of its intuitive visual interface and its ability to adapt to various project management styles. Its unique card and board system allows teams to see the progress of tasks at a glance, which is why I believe it is best for visual project tracking. The visual aspect of Trello sets it apart from other project management tools, as it provides a clear and immediate overview of project status, which is essential for small teams that need to quickly adapt and respond to changes.
Standout features and integrations:
Features include customizable boards, lists, and cards, which can be used to represent tasks and their stages. It also offers powerful automation with Butler, various views for different perspectives on projects, and a vast array of Power-Ups to enhance functionality.
Integrations include Slack, Outlook, Gmail, Salesforce, InVision, and Jira.
Pros and cons
Pros:
- Wide range of integrations with other tools and services
- Automation features to streamline workflows
- Visual project tracking with boards, lists, and cards
Cons:
- No built-in Gantt chart feature
- Limited features on the free plan
Teamwork is an all-in-one project management platform designed to optimize client work operations, offering features for managing projects, tracking time, and enhancing team collaboration, all aimed at boosting efficiency and profitability for small teams and also streamlines project planning, and resource allocation.
Why I picked Teamwork: I chose Teamwork for its comprehensive suite of features that specifically cater to the needs of small teams managing client projects. Its ability to provide a centralized platform for all aspects of client work, from task management to time tracking, makes it stand out from other project management tools. I believe Teamwork is best for client work management because it offers a unique blend of tools that are essential for maintaining client relationships, delivering projects on time, and managing resources effectively.
Standout features and integrations:
Features include time tracking, resource management, and customizable project templates.
Integrations include Slack, Zapier, MS Teams, Google Drive, QuickBooks, and HubSpot.
Pros and cons
Pros:
- Integrates with a wide range of popular tools
- Time tracking and resource management features
- Customizable project templates
Cons:
- Limited storage on the free plan
- The starting price requires a minimum of 3 users
ProofHub is designed as an all-in-one project management platform for small teams, offering features such as task assignment, collaboration tools, custom workflows, and comprehensive reporting to plan, organize, and deliver projects effectively.
Why I picked ProofHub: I chose ProofHub for its straightforward approach to project management, which makes it easier for small teams to plan and execute their work. It's best for simplified planning because it provides an intuitive interface and a set of tools that streamline the planning process, making it accessible for teams of any size.
Standout features and integrations:
Features include task lists, Kanban boards, Gantt charts, and calendar views, which are crucial for project planning and tracking. It also includes time tracking, file sharing, and note-taking capabilities.
Integrations include Google Drive, OneDrive, Box, Dropbox, FreshBooks, QuickBooks, and Slack.
Pros and cons
Pros:
- Multiple integrations with popular tools
- Variety of project views (list, board, Gantt, calendar)
- Unlimited users and projects in pricing plans
Cons:
- No built-in invoicing tool
- Limited storage space on the Essential plan
Podio operates as a project management tool for small teams by providing a customizable platform where tasks, files, and communications are centralized in a single workspace. This setup enhances transparency and streamlines workflow, helping teams stay aligned and focused by reducing the need for frequent status meetings and lengthy email threads.
Why I picked Podio: I selected Podio for this list because of its distinct ability to automate complex workflows, which distinguishes it from other project management software. I judge Podio to be best for workflow automation due to its customizable features that enable teams to automate tasks and streamline their processes, significantly reducing the need for manual input and oversight.
Standout features and integrations:
Features include task management, automated workflows, data visualization, and integrated chat.
Integrations include Google Drive, Dropbox, Evernote, Zendesk, and GoToMeeting.
Pros and cons
Pros:
- Offers features for communication and collaboration
- Integrates with many other tools
- Customizable to fit various workflows
Cons:
- May be overwhelming for smaller or less tech-savvy teams
- Can be complex to set up
Notion serves as a project management tool for small teams by offering a highly flexible and customizable workspace where teams can manage tasks, documents, and timelines all in one platform. It integrates the functionalities of databases, note-taking, wikis, and task management into a single system that supports a variety of project management needs.
Why I picked Notion: I chose Notion for its ability to provide a highly configurable environment that adapts to various team sizes and functions. Its standout feature is the connected workspace that brings together documents, wikis, and projects, allowing for seamless collaboration and project tracking. I believe Notion is best for integrated workspaces due to its capacity to centralize all aspects of work in one place, which is particularly beneficial for small teams that require a versatile tool to manage their diverse tasks.
Standout features and integrations:
Features include customizable workflows, task automation, and multiple views such as timelines, tables, and calendars to manage projects effectively. It also offers AI assistance to generate project docs and automate tedious tasks.
Integrations include Figma, Slack, GitHub, Amplitude, Canva, Calendly, Dropbox, Jira, Loom, Miro, Typeform, Zoom, and Zapier.
Pros and cons
Pros:
- Offers a free plan for individuals and students
- Integrates with a variety of tools
- Highly customizable and flexible
Cons:
- Limited offline functionality
- Steep learning curve for new users
ClickUp is not just a project management software but a one-stop work management platform. It combines project and task management features with resource, workflow, and knowledge management, and comes with collaboration tools built in.
Why I picked ClickUp: This software earned its spot on my list for its versatility and how it centralizes various aspects of work management in a single solution. Team members can track their time and managers can assign tasks efficiently in the same system everyone uses to monitor project progress and work together. This is especially helpful for small teams seeking to simplify their tech stack and avoid app-switching.
ClickUp Standout Features and Integrations:
Features include the platform's AI capabilities, which can automatically assign tasks, predict deadlines, and provide insights into team performance. The AI can also suggest optimal times for meetings, help with workload balancing, and even generate reports based on project data. These features help your team stay on top of their workload and improve overall efficiency.
Integrations include Slack, Google Drive, Microsoft Teams, Dropbox, GitHub, Zapier, Trello, Asana, Jira, Evernote, Zoom, HubSpot, Salesforce, Outlook, and OneDrive.
Pros and cons
Pros:
- User friendly and easy to navigate
- Free-forever plan available
- Centralizes several elements of work management
Cons:
- Resource management not included in freemium
- AI features not included in freemium
Smartsheet is a cloud-based platform that helps teams plan, manage, and report on projects in real-time. Its familiar spreadsheet-like interface makes it accessible to users, allowing for efficient collaboration and work management.
Why I picked Smartsheet: One reason to choose Smartsheet for your small team's project management is its customizable project planning capabilities. You can build project plans, break down tasks, and visualize them using Gantt charts, Kanban boards, and calendar views. This flexibility lets your team work in the way that suits them best, enhancing productivity and clarity.
Smartsheet Standout Features and Integrations:
Features include workflow automation and real-time dashboards that provide up-to-date insights into project status, enabling informed decision-making. Additionally, Smartsheet offers resource management tools to help you allocate and track team members' workloads effectively.
Integrations include Power BI, Tableau, Adobe Creative Cloud, Salesforce, Microsoft Dynamics 365, ServiceNow, Jira, Slack, Microsoft Teams, DocuSign, Zapier, and UiPath.
Pros and cons
Pros:
- Wide range of templates
- Advanced automation capabilities
- Flexible and customizable to various workflows
Cons:
- Resource management is only available as an add-on
- AI features limited to higher-tier plans
Other Project Management Software For Small Teams
Here are some additional project management software for small teams that didn’t make my top list. Check these out if you didn’t find what you’re looking for above.
- Shortcut
For Kanban boards
- Zoho Projects
For versatility
- Ravetree
For structured project workflows
- Wrike
For scaling organizations
- Basecamp
For team communication
- Airtable
For database-driven projects
- Asana
For goal alignment
- Paymo
For freelancers and consultants
- ProjectManager
For real-time data lovers
- Kanban Tool
For Kanban board enthusiasts
- Todoist
For simple to-do lists
- Bitrix24
For CRM integration
- Jira Service Management
For agile development teams
- Redbooth
For visual task tracking
Related Project Management Software Reviews
If you still haven't found what you're looking for here, check out these other project management tool reviews we've curated for you:
- Gantt Chart Maker
- Productivity Tools
- Project Tracking Software
- Project Scheduling Software
- Project Management Software
- Resource Management Software
- PR Project Management Software
- Project Management Software for Startups
Selection Criteria for Project Management Software for Small Teams
Having personally tried and researched various project management tools, I've developed a set of criteria that align with the needs of small teams and the purposes for which you're using project management platforms.
Core Functionality (25% of total score)
To be considered for inclusion in this list, each solution had to fulfill these common use cases:
- Task assignment and tracking so team members know their responsibilities and progress can be monitored
- Time tracking to record the time spent on tasks for billing or productivity analysis
- File sharing and document management in order to centralize documents for easy access and collaboration
- Communication tools to facilitate discussions and updates within the team
- Reporting and analytics to provide insights into project status and team performance
Additional Standout Features (25% of total score)
To help me narrow in on the best software, I also took note of any unique or less common services, including:
- Innovative collaboration features that allow instant updates and feedback
- Integration capabilities with other software to create a cohesive workflow
- Mobile accessibility for managing projects on the go
- Customization options to tailor the platform to the team's specific workflow
- Advanced security features to protect sensitive project information
Usability (10% of total score)
To evaluate usability, I looked for the following from each tool:
- Intuitive interface design that minimizes the learning curve
- Clear and logical navigation to quickly find features
- Visual project timelines, such as Gantt charts or Kanban boards, for easy planning and tracking
- Drag-and-drop functionality for scheduling and task management
Onboarding (10% of total score): To get a sense of each provider's customer onboarding process, I considered whether each tool had the following available:
- Comprehensive training materials, such as video tutorials and how-to guides
- Pre-built project templates to jumpstart the project setup process
- Interactive product tours or walkthroughs to familiarize new users with the platform
- Access to customer service or a knowledge base for immediate assistance
Customer Support (10% of total score)
To evaluate the level of customer support each company offered, I considered whether the tool had the following:
- Support through multiple channels (e.g., email, phone, live chat)
- Fast responsiveness and resolution times of the support team
- Access to a community forum for peer-to-peer assistance
- Regular updates and maintenance to keep the platform reliable
Value For Money (10% of total score)
To gauge the value of each software, I considered whether each tool offered the following:
- Transparent pricing models that align with the features offered
- Scalability to grow with the team's needs without excessive cost increases
- Free trials or demos to evaluate the platform before committing
- Comparison of the cost-benefit ratio with similar platforms in the market
Customer Reviews (10% of total score)
To get a sense of overall customer satisfaction, I considered whether customer reviews highlighted the following:
- Overall satisfaction ratings from current and past users
- Feedback on the platform's reliability and performance
- User testimonials about the impact on team productivity and project outcomes
- Analysis of common praises and criticisms to gauge strengths and weaknesses
How To Choose Project Management Software for Small Teams
It’s easy to get bogged down in long feature lists and complex pricing structures. To help you stay focused as you work through your unique software selection process, here’s a checklist of factors to keep in mind:
| Factor | What to Consider |
|---|---|
| Scalability | Choose software that grows with your team. Look for flexible pricing plans, user limits, and features that won’t force a migration as your team expands. |
| Integrations | Make sure the software connects with the tools you already use, like Slack, Google Drive, or accounting software, to improve your workflows and avoid having to switch between platforms. |
| Customizability | Your team has unique workflows, so the software should let you customize task views, dashboards, and project structures to fit how you work. |
| Ease of Use | A complex system will slow your team down. Opt for intuitive navigation, drag-and-drop functionality, and minimal training requirements. |
| Budget | Balance cost and value. Compare free plans, monthly fees, and hidden costs like add-ons or user limits. Make sure you're only paying for what you need. |
| Security Safeguards | Protect your data with encryption, role-based permissions, and compliance with standards like GDPR. If you're handling sensitive info, prioritize vendors with strong security policies. |
| Collaboration Features | Small teams thrive on communication. Look for in-app messaging, file sharing, and real-time updates to keep everyone aligned. |
| Task & Workflow Automation | Reduce repetitive tasks with automation features like recurring task scheduling, auto-assignments, and deadline reminders. |
Trends in Project Management Software for Small Teams
Here are some emerging trends in project management software for small teams this year.
- Artificial intelligence integration: Project management software is increasingly offering artificial intelligence features that can automate tasks, generate insightful reports, and offer real-time analytics. It allows small teams to prioritize strategic work over routine tasks.
- Virtual reality (VR) collaboration: Some project management apps are beginning to experiment with VR capabilities that facilitate immersive collaboration experiences. VR allows team members to interact in a virtual space, which can improve remote teamwork and engagement.
- Blockchain for security and transparency: Some project management solutions are incorporating blockchain technology to improve security, transparency, and trust in project data and communication. This makes sure project activities are securely recorded and verifiable, and provides accountability and data integrity. This trend is expected to grow as the demand for secure and transparent project management increases.
- Voice-activated task management: Vendors are offering voice recognition technology that lets you manage tasks and projects using voice commands. This improves task management and accessibility, especially for on-the-go team members.
- Predictive analytics: Advanced predictive analytics help you forecast project outcomes and identify potential risks. By analyzing historical data and current project metrics, these tools let you proactively address issues before they escalate.
What is Project Management Software for Small Teams?
Project management software for small teams is a digital tool that helps you organize, plan, and execute projects within a small business or team environment. It's used by project managers to coordinate tasks, track progress, and manage deadlines. It also serves as a centralized platform for small teams to communicate about their work.
Project management software for small teams typically includes task management, scheduling, file sharing, and communication tools. These components provide a clear overview of project timelines, responsibilities, and progress, so teams can collaborate effectively and meet project objectives.
Features of Project Management Software for Small Teams
Here are the most important features to look for when selecting project management software for a small team.
- Task management: Lets you assign, track, and manage tasks. This makes sure everyone knows their responsibilities and deadlines and prevents tasks from being overlooked or delayed.
- Collaboration tools: Facilitates communication and file sharing among team members. This improves teamwork and information sharing, which can help overall project cohesion and productivity.
- Project tracking: Allows real-time monitoring of project progress. This helps teams stay on track and meet deadlines by providing visibility into the status of tasks and projects and allowing for timely adjustments.
- Resource management: Helps allocate and manage resources efficiently. This makes sure the team can meet project demands without taking on too much work, optimizes productivity, and balances workloads.
- Time tracking: Tracks the time spent on tasks and projects. This is essential for billing, productivity analysis, and making sure project timelines are adhered to. It also provides a clear picture of how time is utilized.
- Gantt charts: Provides a visual timeline of project tasks and milestones. Gantt charts help with project planning and scheduling by offering a clear view of the project timeline, which makes it easier to coordinate tasks and deadlines.
- Integration capabilities: Connect the tool with other software. This improves workflows, reduces the need for manual data entry, and boosts efficiency.
- Mobile access: Allows team members to access project information and collaborate from anywhere. This means more flexibility, and team members can stay connected and productive even when not at their desks.
- Customization options: Offers customizable workflows and interfaces to match the unique needs of a small team. This means you can adapt the software to your specific processes and preferences and improve usability and effectiveness.
- Reporting and analytics: Generates detailed reports and analytics. The right insights into project performance help with decision-making and identifying areas for improvement.
Benefits of Project Management Software for Small Teams
Here are five primary benefits that project management software for small teams can provide to users and organizations:
- Improved collaboration: Project management software facilitates better communication among team members and allows for real-time updates and information sharing. This helps small teams stay aligned and informed.
- Better organization: With features like task lists, calendars, and file storage, these tools help small teams keep project details organized in one central location and reduce the risk of lost information and missed deadlines.
- Increased accountability: By assigning tasks and tracking progress, project management software helps make sure team members know their responsibilities, which leads to increased ownership and accountability for their work.
- Better time management: Time-tracking features and deadline reminders help small teams manage their time more effectively, so projects move forward on schedule and within budget.
- Data-driven decision making: Comprehensive reporting tools provide valuable insights into project performance, so small teams can make informed decisions based on real-time data and analytics.
Costs and Pricing of Project Management Software for Small Teams
Here is a table that outlines the various plan options and their associated costs for project management software designed for small teams:
| Plan Type | Average Price | Common Features |
|---|---|---|
| Free | $0 | Basic task management, limited users, essential collaboration tools, access to community support |
| Basic | $10 - $20/user/month | Improved task management, expanded user access, project templates, email support |
| Standard | $25 - $35/user/month | Full project planning tools, advanced reporting, integrations with other software, phone support |
| Premium/Pro | $50 - $65/user/month | Comprehensive analytics, priority support, custom integrations, increased security features |
| Enterprise | Custom Pricing | Customizable features, dedicated account manager, enterprise-grade security, unlimited integrations |
FAQs About Project Management Software for Small Teams
Here are some answers to frequently asked questions you may have about project management software for small teams and how it works:
Can free project management tools be effective for small teams?
Yes, free project management tools can be effective for small teams, especially those with limited budgets or simple project needs. These tools often offer basic features such as task management, collaboration, and sometimes time tracking. However, they may have limitations on the number of users, projects, or the amount of storage available. Assess your project requirements and compare them against the features and limitations of free tools.
How does project management software improve team collaboration?
Project management software improves team collaboration by providing a centralized platform where team members can communicate, share files, and update project statuses in real time. Collaboration features may include discussion boards, chat functions, and the ability to comment on tasks or documents. This reduces the need for lengthy email threads and makes sure team members have access to the latest information.
What is the easiest project management software to use for small teams with no prior experience?
For small teams with no prior experience, the easiest project management software to use would be one with an intuitive interface and straightforward functionality. Software that offers simple drag-and-drop features, easy task creation, and clear navigation can significantly reduce the learning curve. It’s also beneficial if the software provides helpful tutorials, customer support, and a strong online community for additional guidance.
Are there project management tools that integrate with other apps and services?
Many project management tools offer integrations with a wide range of other apps and services. These integrations can include email platforms, cloud storage services, client database software, and more. The ability to integrate with other tools allows for a more connected workflow and can help automate certain processes, which saves time and reduces the need for manual data entry.
What kind of support can I expect from project management software providers?
Support offerings from project management software providers can vary, but most tools typically offer online resources such as FAQs, user forums, and tutorial videos. Many providers also offer email support, live chat, and sometimes phone support. The level of support may depend on the pricing plan you choose, with more comprehensive support often available to premium subscribers.
How secure is project management software?
The security of project management software is a top priority for providers, as many projects involve sensitive data. Reputable software typically includes security features such as data encryption, secure data centers, regular backups, and compliance with industry standards. Review the security measures of any software you’re considering and make sure it aligns with your security requirements.
Can project management software scale with my business as it grows?
Many project management software options are designed to scale with your business. They offer various paid plans and tiers that accommodate different team sizes and project complexities. As your team grows and your project needs become more sophisticated, you can upgrade your plan to access additional features and add more users. Choose software that offers this flexibility to avoid the need for a major platform change as your business expands.
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