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Choosing the right team task management software can be a daunting task. You know you need to streamline project coordination and enhance teamwork, but determining which tool suits your needs best is tough. That's where I come in! With extensive experience as a software expert, I understand the nuances of different tools in the market. Team task management software helps manage tasks, deadlines, and communications in one centralized platform. Here are my picks for the best team task management software.

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We’ve been testing and reviewing team task management software since 2012. As digital project managers ourselves, we know how critical and difficult it is to make the right decision when selecting software. 

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How To Choose Team Task Management Software

As you work through your own unique software selection process, keep the following points in mind:

  • Scalability: Choose software that can grow with your team and projects. As project sizes and team numbers increase, the software should be able to handle more complex workflows and a greater volume of tasks without compromising performance. For instance, if you expect your startup to double in size within a year, ensure the tool supports this growth
  • Integration capabilities: Look for software that integrates seamlessly with other tools your team uses. Integration with email platforms, file sharing services, and other project management tools ensures that workflow remains uninterrupted and all information is centrally accessible. For example, a marketing team might need software that integrates well with CRM systems and email marketing tools.
  • User experience: Opt for software with an intuitive interface. The ease of use directly impacts adoption rates among team members. A simple, clean interface reduces training time and helps maintain focus on tasks rather than on navigating the software. Consider whether new team members can easily understand the tool without extensive training.
  • Customization: Ensure the software allows you to customize workflows and reports to fit your team's specific needs. Customizable dashboards and the ability to modify workflows mean that the software can adapt to various project management styles, be it agile, scrum, or waterfall. This is crucial for teams in creative industries where project types frequently change.
  • Security features: Prioritize software with robust security measures to protect your data. This includes data encryption, secure data storage, and compliance with international data protection regulations, which is vital for teams handling sensitive information, such as those in healthcare or financial services.

Overviews Of The 10 Best Team Task Management Software

Here are my detailed thoughts on each software on this list, including what they do best and where they struggle.

Best for agile project management

  • Freemium plan available
  • From $7/user/month
Visit Website
Rating: 4.7/5

ClickUp is a project management software designed for teams of all sizes looking to organize their work more efficiently and keep everyone aligned on project goals.

Why I picked ClickUp:

I chose ClickUp for its features that support agile project management and effective team collaboration. ClickUp's ability to handle complex workflows with ease is a major advantage, allowing teams to create custom task statuses, set priorities, and manage sprints seamlessly. Its built-in agile tools, such as burndown charts, sprint management, and agile dashboards, help teams adapt quickly to changes and maintain a steady workflow. 

Standout features & integrations:

Standout features include time tracking, Gantt charts for a visual timeline of project tasks, and recurring task workflows to allow teams to automate repetitive activities. Its workload management features help balance team members’ tasks while the custom fields feature offers the flexibility to tailor task and project attributes.

Integrations include Zoom, GitHub, Dropbox, Slack, Google Drive, Trello, Outlook, Microsoft Teams, Evernote, HubSpot, Calendly, Jira, Toggl, Zendesk, and Asana. 

Pros and cons

Pros:

  • Different ways to visualize project progress
  • Team collaboration features
  • Highly customizable platform

Cons:

  • Initial setup can take time
  • Extensive customization may be overwhelming

Best for detailed project schedulers

  • 30-day free trial
  • From $10/user/month (billed annually)
Visit Website
Rating: 4.7/5

Microsoft Project provides robust tools for project planning, scheduling, and resource management, catering to detailed and complex project needs. It is particularly suited for professionals who require detailed control over every aspect of project scheduling and resource allocation.

Why I picked Microsoft Project:

I chose Microsoft Project for this list because it offers comprehensive project management features that cater to meticulous, detailed project planning requirements. Its ability to manage complex timelines and resources effectively makes it stand out from less detailed tools. This precision in scheduling and resource management makes it the best choice for large enterprises or industries like construction and software development where detailed timelines are critical.

Standout features & integrations:

Standout features include detailed Gantt charts, project timelines, resource allocation tools, and built-in customizable templates. These features provide project managers with the tools they need to plan, monitor, and adjust their projects precisely.

Integrations include Microsoft Teams, Microsoft Power BI, Microsoft Azure, Microsoft 365, SharePoint, OneDrive for Business, Skype for Business, Excel, and Outlook.

Pros and cons

Pros:

  • Advanced reporting capabilities
  • Deep integration with Microsoft products
  • Extensive project planning tools

Cons:

  • Slight learning curve
  • Primarily suitable for large or complex projects

Best for database-driven task management

  • 14-day free trial + free plan available
  • From $20/user/month (billed annually)
Visit Website
Rating: 4.6/5

Airtable combines the flexibility of a spreadsheet with the power of a database to manage projects and tasks efficiently. It excels in adapting to complex, data-intensive workflows.

Why I picked Airtable:

I selected Airtable for this list due to its unique ability to handle task management through a database-driven approach. Its versatility in configuring and linking databases makes it ideal for teams that require a high level of customization and data depth. This capability is especially valuable for projects that involve tracking large volumes of information across multiple dimensions.

Standout features & integrations:

Standout features include a rich field type selection from text to attachments, a customizable grid view, and powerful filtering, sorting, and grouping options, allowing teams to manage tasks in a highly visual and interconnected way. Its block system, which includes apps like Gantt charts and pivot tables, enhances its utility and adaptability for various project needs.

Integrations natively supported include Slack, Google Calendar, Gmail, Microsoft Teams, Dropbox, Box, Zendesk, GitHub, Jira, Trello, and Asana.

Pros and cons

Pros:

  • User-friendly interface with spreadsheet familiarity
  • Robust integration capabilities
  • Highly customizable views and fields

Cons:

  • Limited reporting features in base version
  • Can be complex to master for non-technical users

Best for visual project planning

  • 14-day free trial + free plan available
  • From $5/user/month (billed annually)
Visit Website
Rating: 4.4/5

Trello uses boards, lists, and cards to organize projects and track progress visually. It excels in visual project planning, offering an intuitive layout that simplifies complex tasks.

Why I Picked Trello:

I selected Trello for this list due to its standout visual interface, which makes it easy for teams to grasp project workflows at a glance. Its simplicity and effectiveness in displaying tasks visually make it the best choice for teams that rely on visual cues for project management. This visual approach is especially beneficial in environments where clarity and immediate understanding of task status are critical.

Standout features & integrations:

Standout features include customizable Kanban boards, card-based task management, and easy drag-and-drop editing, which together provide a flexible way to manage projects. It also supports power-ups to enhance functionality, such as calendar views and automation.

Integrations include Slack, Google Drive, Dropbox, GitHub, Salesforce, Evernote, Mailchimp, Microsoft Teams, Jira, and Confluence. 

Pros and cons

Pros:

  • Wide range of integrations
  • Flexible card and board system
  • Intuitive visual interface

Cons:

  • Can get cluttered with large volumes of tasks
  • Limited features for complex project management

Best for simple to-do lists

  • 30-day free trial
  • From $4/user/month (billed annually) + free plan available
Visit Website
Rating: 4.4/5

Todoist organizes tasks and projects in a straightforward, easy-to-use list format, making daily management seamless and efficient. It excels at providing a clear and concise interface for managing daily tasks and personal projects, which is why it stands out as the best option for simple to-do lists.

Why I picked Todoist:

I chose Todoist for this list for its unparalleled simplicity and effectiveness in handling to-do lists, which makes it an ideal tool for individuals and teams looking to manage tasks without complexity. Its focus on core task management functionalities rather than an overload of features makes it perfect for those who need straightforward task tracking.

Standout features & integrations:

Standout features include task prioritization, intuitive scheduling options, and progress tracking, which help users stay organized and focused. It also offers features like recurring tasks and reminders that enhance productivity through routine and timely notifications.

Integrations include Google Calendar, Dropbox, Zapier, Slack, Amazon Alexa, Google Assistant, IFTTT, Trello, and more.

Pros and cons

Pros:

  • Extensive cross-platform support
  • Affordable pricing
  • Intuitive user interface

Cons:

  • No native time tracking capabilities
  • Limited customization options

Best for workflow customization

  • 14-day free trial
  • From $10.99/user/month (billed annually) + free plan available
Visit Website
Rating: 4.3/5

Asana optimizes task management with project visualization and team collaboration tools. It stands out for allowing extensive workflow customization to fit various project needs.

Why I picked Asana:

I chose Asana for this list because of its strong reputation for flexibility in workflow management. Its ability to be tailored to different project requirements and management styles makes it particularly effective for diverse teams. I believe Asana is best for workflow customization because it enables teams to create and modify workflows that perfectly match their operational style and project demands.

Standout features & integrations:

Standout features include task dependencies, custom fields, and visual project timelines, which enhance clarity and tracking. It also offers automated workflows that save time and reduce the risk of human error.

Integrations include popular tools such as Slack, Microsoft Teams, Google Drive, Salesforce, Adobe Creative Cloud, Tableau, Jira, GitHub, and Mailchimp.

Pros and cons

Pros:

  • Intuitive user interface
  • Comprehensive integration options
  • Highly customizable workflows

Cons:

  • Slight learning curve for new users
  • High cost at enterprise levels

Best for real-time project dashboards

  • 30-day free trial
  • From $13/user/month (billed annually)
Visit Website
Rating: 4.4/5

ProjectManager.com provides powerful, online project management tools designed to offer real-time visibility into project performance and resource levels. It is particularly effective due to its dynamic, real-time dashboards that allow managers and teams to track progress instantly.

Why I picked ProjectManager.com:

I selected ProjectManager.com for its exceptional real-time dashboard capabilities, which set it apart from other team task management software by offering live data updates across tasks, resources, and budgets. This real-time tracking is crucial for managers needing up-to-the-minute project data to make informed decisions quickly and efficiently. It's especially useful in fast-paced environments where conditions and requirements can change rapidly.

Standout features & integrations:

Standout features include real-time dashboards, online Gantt charts, workload management, and time tracking. These tools are pivotal for maintaining an accurate overview of project health and for adjusting strategies promptly based on current project data.

Integrations include Google Apps, Microsoft Project, Microsoft Excel, and other popular tools through Zapier.

Pros and cons

Pros:

  • Easy integration with major software
  • Comprehensive project planning tools
  • Real-time updates on dashboards

Cons:

  • Limited advanced reporting features for the base plan
  • May be complex for small teams or simple projects

Best for team communication tools

  • 14-day free trial
  • From $45/month (billed annually)
Visit Website
Rating: 4.3/5

ProofHub offers comprehensive project management and team collaboration features designed to streamline communication and coordination across teams. It excels due to its integrated communication tools that support both real-time and asynchronous interactions, making it ideal for teams looking to boost productivity through enhanced communication.

Why I Picked ProofHub:

I selected ProofHub for this list because of its robust set of communication tools, which includes discussion boards, chat, and custom workflows, essential for effective team collaboration. It stands out in facilitating smooth and efficient team interactions, which are crucial for fast-paced project environments. This focus on communication tools makes it the best choice for teams that prioritize clear, continuous communication within their project management framework.

Standout features & integrations:

Standout features include task management with multiple views, custom workflows, real-time chat, and file sharing capabilities, which all enhance teamwork. Additionally, its proofing tool streamlines the feedback process by allowing team members to comment directly on tasks and files, thereby reducing the number of revisions and accelerating project delivery.

Integrations include Google Drive, OneDrive, Dropbox, Box, and FreshBooks.

Pros and cons

Pros:

  • Customizable project workflows
  • Integrated communication features
  • Flat pricing for unlimited users

Cons:

  • May not scale well for very large teams
  • No native time tracking

Best for remote team collaboration

  • 30-day free trial
  • From $15/user/month
Visit Website
Rating: 4.1/5

Basecamp centralizes project management tools to streamline communication and organization for remote teams. It excels in creating a unified space for distributed teams to work effectively together.

Why I picked Basecamp:

I chose Basecamp for its comprehensive set of features designed specifically for remote team collaboration. It stands out by providing a single platform that combines discussions, tasks, schedules, and files, which is ideal for teams spread across various locations. This platform facilitates seamless communication and coordination, making it best for remote teams that need to stay connected and productive.

Standout features & integrations:

Standout features include to-do lists, file storage, deadlines, calendars, and real-time group chat, all integrated into one clean interface. Its automatic check-in questions also help keep team members aligned and accountable without constant direct monitoring.

Integrations include Zapier, which connects Basecamp with over 1,000 other apps like Gmail, Slack, Trello, and more.

Pros and cons

Pros:

  • Optimized for remote teams
  • Comprehensive project management features
  • Flat pricing structure

Cons:

  • Limited external integrations without using third-party tools
  • No native time tracking

Best for integrated notes and tasks

  • Free plan available
  • From $8/user/month (billed annually)

Notion combines notes, tasks, databases, and calendars into a single, flexible collaboration platform. It excels at integrating multiple functions to streamline personal and team productivity.

Why I Picked Notion:

I chose Notion for its unique ability to merge note-taking with task management, creating a unified workspace that supports a wide array of workflows. It stands out among team task management software for its modular setup, which allows users to build custom workspaces. This adaptability makes it ideal for teams and individuals who manage complex projects and want to integrate detailed documentation with their task lists.

Standout features & integrations:

Standout features include its powerful note-taking capabilities, embedded databases, Kanban boards, and integrated calendars, all customizable to fit various workflow needs. The tool’s versatility is further enhanced by its clean, minimalist design that encourages organization and focus.

Integrations include Slack, Google Drive, Figma, GitHub, Jira, and more through the use of the Unofficial Notion API.

Pros and cons

Pros:

  • Strong document organization features
  • Combines notes with task management
  • Highly customizable interface

Cons:

  • Some features require third-party integrations for full functionality
  • Limited offline capabilities

The Best Team Task Management Software Summary

Tools Price
ClickUp From $7/user/month
Microsoft Project From $10/user/month (billed annually)
Airtable From $20/user/month (billed annually)
Trello From $5/user/month (billed annually)
Todoist From $4/user/month (billed annually) + free plan available
Asana From $10.99/user/month (billed annually) + free plan available
ProjectManager From $13/user/month (billed annually)
ProofHub From $45/month (billed annually)
Basecamp From $15/user/month
Notion From $8/user/month (billed annually)
Preview Image - <h2 class="c-block__title b-summary-table__title c-listicle__title h3" > Compare Software Specs Side by Side</h2>

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Other Team Task Management Software To Consider

Below is a list of additional team task management software that we shortlisted, but did not make it to the top list. Definitely worth checking them out.

How I Select Team Task Management Software Based On Functionality And Meeting Specific Use Cases

Team task management software encompasses a variety of features aimed at improving collaboration, task tracking, and project management across teams. From my personal experience trying and researching these tools, I’ve developed specific criteria to evaluate them, ensuring they meet the distinct needs and pain points of their users.

Core team task management software functionality: 25% of total weighting score

  • Efficient task delegation and tracking
  • Seamless team collaboration and communication
  • Effective project timeline visualization
  • Comprehensive reporting and analytics
  • Integration with other business tools

Additional standout features: 25% of total weighting score

  • Identification of unique collaboration features that facilitate better team interaction, such as integrated chat or video conferencing
  • Advanced reporting and analytics tools not commonly found in other team task management software, providing deeper insights into team productivity and project status
  • Innovative use of AI and automation to streamline task management and reduce manual input
  • Customization options that allow the software to adapt to the specific workflows of a team or project
  • Examples of tools leveraging these innovative features include nTask for risk management and MeisterTask for agile team adaptation

Usability: 10% of total weighting score

  • Evaluation of the software's interface design for clarity, simplicity, and modern aesthetics
  • Balance between powerful features and user-friendly operation
  • Assessment of learning curve required for new users to become proficient

Onboarding: 10% of total weighting score

  • Availability of comprehensive onboarding resources such as training videos, user manuals, and quick-start guides
  • Access to interactive product tours and live webinars to facilitate understanding and use
  • Evaluation of customer support during the onboarding phase, including responsiveness and helpfulness

Customer support: 10% of total weighting score

  • Responsiveness of the support team to user inquiries and issues
  • Availability of various support channels such as live chat, email, and phone
  • Quality of documentation and self-help resources available to users

Value for money: 10% of total weighting score

  • Comparison of pricing models against the features and capabilities offered
  • Evaluation of different pricing tiers to assess affordability for small to large teams
  • Consideration of the software's scalability and the costs associated with upgrading

Customer reviews: 10% of total weighting score

  • Analysis of overall user satisfaction and feedback on functionality, usability, and support
  • Examination of recurring praises or complaints that indicate strengths or areas for improvement
  • Consideration of the frequency and context of negative reviews to understand potential issues

These criteria are designed to ensure that the selected team task management software not only includes standard capabilities but also stands out through unique features, ease of use, and excellent customer support, providing real value for money.

Here are some current and interesting trends I'm noticing in team task management technology. 

Evolving Features and Technology

  • Integration with AI and Machine Learning: Many team task management platforms are incorporating AI to automate task prioritization, resource allocation, and risk assessment. This trend addresses the need for dynamic project management that can adapt to changes in real-time, enhancing decision-making processes.
  • Enhanced Real-Time Collaboration Tools: As remote work persists, the demand for better real-time collaboration tools within team task management software has grown. Updates include more sophisticated chat tools, integrated video conferencing, and real-time document collaboration, reflecting the ongoing need for tools that support seamless communication across geographies.

Novel and Unusual Functionalities

  • Virtual Reality (VR) Meetings and Workspaces: Some cutting-edge team task management tools are beginning to experiment with VR capabilities, where team members can interact in a virtual space. This novel feature is designed to enhance the feeling of presence in remote meetings, aiming to bridge the gap between remote and in-person collaboration.

Most Important and In-Demand Features

  • Comprehensive Dashboards and Analytics: There is a high demand for advanced dashboards that provide comprehensive analytics on project health, team performance, and budget status. These features are critical for managers who need to keep track of multiple project variables and forecast outcomes effectively.
  • Cross-Platform Accessibility: Ensuring that team task management software functions seamlessly across different devices and platforms remains a high priority. This feature is essential for supporting today's mobile and flexible workforce.

Declining Features

  • Email-Based Notifications: With the rise of integrated real-time notifications and more direct communication tools within platforms, reliance on email notifications for task updates is decreasing. Teams are shifting towards more immediate and less cluttered forms of communication.

These trends reflect a broader movement towards creating more integrated, intuitive, and flexible management tools that can support the complex, varied needs of modern teams. By focusing on these areas, software developers are directly addressing the challenges faced by today's project managers and team leaders.

What Is Team Task Management Software?

Team task management software is a digital platform designed to facilitate the organization, tracking, and completion of tasks within a team or across multiple teams. This type of software is primarily used by businesses and organizations to enhance team collaboration, improve task visibility, and streamline project workflows. Common users include project managers, team leaders, and members who need a centralized system to manage daily tasks, project deadlines, and team assignments effectively.

The core components of team task management software include task creation and assignment features, progress tracking tools, communication and collaboration functionalities, and reporting capabilities. 

Features Of Team Task Management Software

When selecting a team task management app, it’s essential to identify features that support effective task assignment, streamline communication, and enhance project visibility. Below, I detail the top features that contribute to these goals in team task management environments.

  • Task Prioritization and Scheduling: Helps manage projects by allowing teams to set priorities and deadlines for tasks and subtasks, ensuring important project milestones are met on time.
  • Real-Time Collaboration Tools: Essential for streamlining communication to facilitate instant discussion and updates between team members and stakeholders, regardless of their location.
  • File Sharing and Document Management: Centralizes project docs in one accessible location, simplifying the process of sharing information and maintaining version control.
  • Time Tracking: Enables teams to record the time spent on tasks, providing insights into productivity and resource allocation for better project management.
  • Customizable Dashboards: Offers personalized overviews of projects and tasks, allowing users to quickly gauge progress and make informed decisions.
  • Mobile Accessibility: Ensures team members can access the platform and remain productive while on the go using iOS, Android, and other popular devices. 
  • Integration Capabilities: Allows for great integration with other software tools such as email, calendar, CRM systems, and more, enhancing functionality and reducing the need for multiple disparate systems.
  • Automated Notifications: Keeps team members informed of updates and changes, ensuring everyone is aware of new tasks, due dates, , or adjustments.
  • Reporting and Analytics: Provides valuable data on project performance and team productivity, helping managers make data-driven decisions to improve project outcomes.
  • Security Features: Protects sensitive project data with robust security measures, an essential aspect for any organization to maintain confidentiality and integrity of information.
  • User Permissions: Ensure the most sensitive data can only be accessed by those with company approval. 
  • Timeline View: Ability to organize your tasks in an ‘over time’ perspective so you can set deadlines and see priority levels across the week, month, and quarter. 
  • Roadmap: Visual indication of how a project and tasks will progres overtime, including and dependencies. 
  • Color-coded tags/fields: Color code data according to who is working on what, what project a task it tied to, or even priority flags. 

These features form the backbone of effective team task management software, ensuring that teams can operate efficiently and projects can proceed without delays. The ability to quickly adapt to changes, communicate effectively, and access critical data from anywhere at any time empowers teams to meet their project objectives successfully.

Benefits Of Team Task Management Software

Team task management software is a transformative tool for businesses aiming to boost productivity, enhance communication, and streamline project management. Here’s how the right team task management software can revolutionize your operations:

  • Enhanced Collaboration: Fosters a collaborative environment by providing tools for messaging, file sharing, and real-time updates. This makes it easier for team members to work together effectively, regardless of their physical locations.
  • Increased Productivity: Automates routine tasks and organizes work processes which helps reduce the time spent on managing task assignments and deadlines. Teams can focus more on executing tasks rather than planning them.
  • Improved Project Visibility: Offers dashboards and reporting tools that provide a clear overview of project statuses and milestones. This visibility helps managers and team members stay informed about project progress and potential bottlenecks.
  • Better Resource Allocation: Includes features for tracking time and analyzing workload distribution among team members. This ensures that resources are used efficiently and helps prevent burnout and overallocation.
  • Scalability: Adapts to the growth of your business by accommodating an increasing number of projects and team members without sacrificing performance. The flexibility to scale helps ensure the longevity and continued relevance of the software within the organization.

By centralizing task management, enhancing communication, and providing key insights into project and team dynamics, organizations can achieve more structured and effective operations.

Costs And Pricing Of Team Task Management Software

Understanding the cost structure of team task management software is crucial for businesses aiming to integrate these tools effectively into their operations. Each paid plan can vary significantly based on features, scalability, and support options. Here's a breakdown of typical plan options you might encounter when selecting team task management software:

Plan TypeAverage PriceCommon Features
Free Plan$0Basic task management, limited users, essential integrations
Basic$5 - $10/user/monthEnhanced task management, additional integrations, more users
Professional$10 - $20/user/monthFull project planning, advanced reporting, priority support
Enterprise$20 - $50/user/monthCustom features, unlimited projects, personal account manager

When considering which plan to choose, reflect on the specific needs of your organization and the scale at which you operate. Pricing should align not only with your current requirements but also accommodate future growth and complexity.

Team Task Management Software FAQs

Here are some commonly asked questions about team task management software:

What is team task management software used for?

Team task management software helps organize, track, and prioritize tasks within a team or across multiple teams. It facilitates project management, enhances collaboration, and improves productivity by providing tools to manage deadlines, share documents, and communicate effectively.

How does team task management software improve productivity?

This software automates repetitive tasks, centralizes information, and provides real-time updates. It simplifies project tracking and reduces the likelihood of errors, allowing team members to focus more on their core responsibilities and less on administrative tasks.

Can team task management software be integrated with other tools?

Yes, most team task management platforms offer extensive integration capabilities with popular tools such as email clients, calendar apps, file sharing services, and CRM systems. This integration helps streamline workflows and keeps all project-related information in one accessible place.

Is team task management software suitable for small businesses?

Absolutely. Many solutions offer scalable features and flexible pricing plans that can fit the needs and budgets of small businesses. Some even offer free versions that can adequately support the project management needs of smaller teams.

Does team task management software support remote teams?

Yes, it is designed to support remote teams by providing tools that facilitate communication and collaboration across different locations. Features like cloud-based access, real-time updates, and integrated communication tools are particularly beneficial for remote team coordination.

Are there security risks with using team task management software?

Like any online platform, there are potential security risks, but most reputable providers implement robust security measures, including data encryption, secure servers, and regular audits to protect user data. Always check the security credentials of a software before adoption.

What Next? 

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Hermann Fink
By Hermann Fink

Hermann Fink is a technology enthusiast and the co-founder of Rünna Advertising, a multinational digital agency that has been active for over a decade and served clients like Ford, AstraZeneca, Disney, and Didi. In addition to being a business owner, Hermann gathered corporate experience in project management during his time at Hewlett Packard in the mid-2010s.