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Small businesses face constant challenges managing projects with limited resources.
Project management (PM) softwareoffers tools for task management, collaboration, and the visibility needed to keep projects on track. It helps deliver projects on time and on budget, optimize resource coordination, and promote alignment across the organization.
To help you find the right PM tool for your small business, we'll share the top-ranked systems, the features users rate most important, and specific benefits–all backed by our research, advisors, and insights from over 34,800 recent user reviews.
According to 34,800 verified Capterra reviews
All the tools listed below are featured in the 2024 Capterra Shortlist for Project Management, each earning an overall score of 80 or above. These tools have received more than 20 reviews in the past two years, with ratings consistently above 4.5. Our analysis of thousands of user reviews highlights key insights about user experiences with these platforms, offering valuable feedback on functionality, ease of use, customer support, and value for money.
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Based on our analysis of 1200+ verified user reviews and with an overall rating of 4.74/5, Notion is the highest-rated project management tool for small businesses. Users say it helps with note-taking and collaboration and allows teams to organize projects, track progress, and manage workflows. It also allows them to create documents to outline project requirements and organize knowledge bases.
Notion’s Collaboration Tools, rated 4.6/5 make teamwork effortless with real-time editing, commenting, and sharing. The Multiple Projects feature, with a rating of 4.5/5, allows for endless document, project, and page creation, complete with built-in templates that save countless hours. Additionally, Notion’s advanced Access Controls and Permissions, rated 4.1/5, ensure sensitive information is securely managed while still enabling efficient team collaboration. information is securely managed, while still allowing for efficient collaboration within teams.
CC
Chelsea C.
Graphic Design, 1 employee
Used the software for: Less than 6 months
Cédric O.
Computer Games, 51 - 200 employees
Used the software for: I used a free trial
ED
Eric D.
Computer Software, 1 employee
Used the software for: Less than 6 months
Leah W.
Computer Software, 2 - 10 employees
Used the software for: Less than 6 months
Notion has a forever-free plan that offers a collaborative workspace and basic page analytics. It allows users to invite up to 10 guests, making it ideal for businesses with small teams. If the team size increases, they can also consider investing in the Plus plan of the tool which costs $10 per user per month when billed annually. Plus plan supports unlimited file upload and up to 100 guests which can be suitable for growing businesses.
Abel Y.
Software Developer, Computer Software, 2-10 employees
Used the software for: 2+ years
"It comes with affordable pricing, and even offers a free plan that provides sufficient functionality for solopreneurs."
Learn more about Notion pricing plansPopular Integrations
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Nifty simplifies team collaboration, task tracking, and project planning. Users leverage this tool to create project roadmaps on a Gantt chart and manage tasks using multiple views, including kanban, list, timeline, and calendar. As per our analysis of 200+ verified user reviews and with a rating of 4.61/5, Nifty provides the best value for money.
Nifty’s Multiple Projects feature, rated 4.6/5, excels in providing a centralized hub for managing multiple projects simultaneously, ensuring efficient organization and easy navigation. The Task Management feature, with a rating of 4.6/5, allows for effortless creation, assignment, and prioritization of tasks, with an intuitive interface that tracks progress, adds comments, and attaches files. Additionally, Nifty’s Reporting and Project Tracking features are rated 4.0/5, enhancing overall project oversight.
Nicole F.
Arts and Crafts, 2 - 10 employees
Used the software for: 6-12 months
Demetri K.
Marketing and Advertising, 11 - 50 employees
Used the software for: 1-2 years
JK
Joel K.
Marketing and Advertising, 2 - 10 employees
Used the software for: Less than 6 months
Ajesh S.
Health, Wellness and Fitness, 51 - 200 employees
Used the software for: Less than 6 months
Nifty has a forever-free plan that supports unlimited users and offers 100MB of storage space. Small businesses working on up to two projects can consider opting for this plan. If the projects increase, they can go for the Starter plan priced at $39 per month when billed annually. It supports up to 10 members but allows teams to manage 40 projects.
Grant M.
Financial Adviser, Financial Services, Self-employed
Used the software for: 6-12 months
"There's a generous free plan for people who don't have complex needs or just want to try it out, but the subscription cost isn't excessive for full features."
Learn more about Nifty pricing plansPopular Integrations
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Trello uses boards, lists, and cards to enhance team productivity. Each board represents a project, while lists are used to track different stages of progress. Cards within lists hold tasks, which are assigned to team members, set with due dates and supplemented with additional details. This tool is considered easy to use based on our analysis of 2000+ verified user reviews and a rating of 4.58/5.
Trello’s Project Planning and Scheduling features, rated 4.5/5 help create structured workflows by detailing tasks, deadlines, and dependencies, clarifying project timeframes, detecting bottlenecks, and efficiently allocating resources. The Collaboration Tools, with a rating of 4.5/5, offer real-time updates and various integrations for seamless teamwork. Additionally, Trello’s Billing and Invoicing feature, rated 4.1/5, helps businesses track and manage finances effectively, ensuring accurate and timely billing.
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Ezzy S.
Design, 1 employee
Used the software for: 2+ years
Mark M.
Market Research, 11 - 50 employees
Used the software for: 1-2 years
AM
Agnishwar M.
Logistics and Supply Chain, 11 - 50 employees
Used the software for: 6-12 months
Kalin S.
Media Production, 11 - 50 employees
Used the software for: 6-12 months
Trello has a free plan which offers 10 boards per workspace and unlimited storage space and activity logs. Small businesses can leverage this plan to organize their projects. If the number of projects increases, they can consider investing in the Standard plan of the tool at $5 per user per month when billed annually. In this plan, users get unlimited boards.
Byron L.
Blogger, Internet, 201-500 employees
Used the software for: 1-2 years
"There are free plans with unlimited boards and lists, paid plans starting at $5 per user with unlimited storage, custom fields and advanced checklists, and the ability to attach Slack conversations to cards and change due dates directly in Slack."
Learn more about Trello pricing plansPopular Integrations
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Basecamp centralizes project communication, task management, and file sharing. Users say it offers separate spaces to visualize the project timeline, organize tasks, post announcements, store files, and chat with the team in real time. Based on our analysis of 500+ reviews and with a rating of 4.43/5, Basecamp is considered best from customer support by the verified reviewers of the tool.
Basecamp’s Multiple Projects feature, rated 4.5/5, handles tasks effortlessly, facilitating collaboration and ensuring clarity across different projects. The Access Controls and Permissions, with a rating of 4.5/5, ensure that the right people have access to the necessary information and workspaces, making it easy and effective. Additionally, Basecamp’s Reporting and Project Tracking feature, rated 4.4/5, provides valuable insights into project performance, facilitating decision-making and keeping teams aligned, enhancing overall project management efficiency.
Emily D.
Logistics and Supply Chain, 51 - 200 employees
Used the software for: 2+ years
MD
Maria Paulina D.
Marketing and Advertising, 11 - 50 employees
Used the software for: 6-12 months
JG
Jonathan G.
Real Estate, 2 - 10 employees
Used the software for: 6-12 months
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wazina S.
Arts and Crafts, 2 - 10 employees
Used the software for: 1-2 years
Basecamp has a pricing plan, ideal for startups and small teams, starting at $15 per user per month, billed monthly. It includes all the features offered by the tool and 500GB of storage for files and documents. Basecamp also offers a 30-day trial which small businesses can leverage to try the tool before committing.
Abby C.
Digital Marketing Manager, Real Estate, 11-50 employees
Used the software for: 1-2 years
"It is much more affordable than any paid project management software on the market and it integrates with the tools we use most."
Learn more about Basecamp pricing plansPopular Integrations
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Miro allows teams to brainstorm, plan, and visualize projects in real time on a whiteboard using sticky notes, mind maps, and flowcharts. Users leverage this tool to create and organize tasks, track progress, and collaborate across devices. Based on our analysis of 500+ reviews and with a rating of 4.54/5, Miro is considered a tool with the best functionality by verified software reviewers.
Miro’s Collaboration Tools, rated 4.7/5, excel in facilitating team collaboration with features like easy presentation control and simultaneous editing. The Project Planning and Scheduling feature, rated 4.5/5, offers a variety of templates and intuitive tools for organizing frames and creating tables. Additionally, Miro’s Task Management, rated 4.4/5, is highly flexible, allowing users to visualize project management content from simple Kanban boards to detailed project roadmaps.
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Sarah N.
Management Consulting, 1 employee
Used the software for: Less than 6 months
Simran A.
Internet, 51 - 200 employees
Used the software for: 6-12 months
MD
Magdalena D.
Design, 1 employee
Used the software for: 6-12 months
CM
Cinthya M.
Retail, 2 - 10 employees
Used the software for: Less than 6 months
Miro has a forever-free plan for unlimited users. In this plan, users get one workspace with three editable boards. It includes customizable templates and allows users to deliver presentations, making it ideal for small teams to collaborate. If the project management requirement increases, users can invest in the Starter plan of the tool at $8 per user per month, which comes with unlimited editable boards.
Issifou S.
Customer Management, Broadcast Media, 11-50 employees
Used the software for: less than 6 months
"I really like the flexibility of its free plan and its ease of use with powerful features like integrations, clients model."
Learn more about Miro pricing plansPopular Integrations
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Based on our analysis of 600+ verified user reviews and with the rating of 4.61/5, Asana is considered best for its task management capabilities. Users say it offers a centralized dashboard that helps them monitor project progress, track task status, and create specialized workflows. They also leverage Asana’s time tracking and workload rebalancing capabilities to monitor staff capacity.
Asana’s Project Planning feature, rated 4.8/5, excels in managing time, workload, and deadlines, with the ability to view tasks and projects on a calendar. The Billing and Invoicing feature, rated 4.4/5, ensures accurate invoices reflecting completed work, reducing billing errors and client disputes. Additionally, Asana’s Project Reporting Feature, rated 4.4/5, provides excellent real-time visibility into project progress, allowing users to see task completion rates, identify potential roadblocks, and adjust workloads as needed.
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Dan G.
Law Practice, 2 - 10 employees
Used the software for: 2+ years
Rhina Z.
Religious Institutions, 11 - 50 employees
Used the software for: 6-12 months
Xorla A.
Information Technology and Services, 11 - 50 employees
Used the software for: 2+ years
Laura P.
Marketing and Advertising, 2 - 10 employees
Used the software for: 6-12 months
Asana offers a free plan that allows small businesses to manage unlimited projects, tasks, and activity logs. The free plan includes three project views (list, board, and calendar) and some basic reporting capabilities. If the feature requirements increase, SMBs can consider upgrading to the Starter plan which costs $10.99 per user, per month when billed annually.
Verified Reviewer
Marketing Designer, Information Technology and Services, Self-employed
Used the software for: 6-12 months
"The price point is very fair and the functionality it offers will surely help you get your work done quicker and easier. Plus, there's not many features to confuse you or make it tricky to learn."
Learn more about Asana pricing plansPopular Integrations
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Based on 350+ verified user reviews and with a rating of 4.61/5, Smartsheet is considered best for its project planning and scheduling capabilities. Users say it allows them to create, share, and manage projects with task dependencies, resource management, Gantt charts, and project scaling tools. It also automates repetitive workflows, such as monitoring project status and sending updates.
Smartsheet’s Project Scheduling features, rated 4.6/5, provide comprehensive tools for managing project timelines, tasks, and resources. The Prioritization capabilities, rated 4.5/5, make it easy to identify critical and time-sensitive tasks with deadlines and importance fields. Additionally, Smartsheet’s Access Controls and Permissions feature, rated 4.3/5, ensures secure and efficient management of user access.
Via Laine L.
Information Technology and Services, 51 - 200 employees
Used the software for: 1-2 years
David G.
Utilities, 51 - 200 employees
Used the software for: 6-12 months
SV
Suzanne V.
Computer Software, 51 - 200 employees
Used the software for: 1-2 years
Andrea K.
Law Practice, 51 - 200 employees
Used the software for: 2+ years
Smartsheet’s base plan (Pro) starts at $9 per member, per month when billed annually. This plan supports up to 10 members (users) and unlimited viewers, making it a viable option for small teams. If the team size increases, they can consider investing in the Business plan which costs $19 per member, per month (billed annually). The Business plan supports unlimited free guests and viewers which can be suitable for growing businesses
Christine A.
Caoch, Professional Training & Coaching, 1-10 employees
Used the software for: 1-2 years
"It is easy to use the basic version and very cost-effective without resources."
Learn more about Smartsheet pricing plansPopular Integrations
Free Trial
NP
Based on our analysis of 150+ verified user reviews, monday.com has received an overall rating of 4.6/5 for its ability to manage multiple projects simultaneously. Its agile capabilities allow users to visualize project tasks and milestones within a defined timeline. Users can generate real-time reports on project progress, backlog, and continuous improvement efforts to make informed decisions.
monday.com’s Project Tracking features, rated 4.8/5, help identify potential bottlenecks and delays, ensuring projects stay on track and are managed effectively. The collaboration capabilities, rated 4.7/5, facilitate seamless interaction with colleagues, management, and clients, allowing everyone to contribute as needed. Additionally, monday.com’s Task Management feature, rated 4.6/5, integrates easily with Gmail and Slack, making it simple to set reminders and complete team tasks efficiently.
Martin H.
Marketing and Advertising, 11 - 50 employees
Used the software for: 1-2 years
Faruk A.
Information Technology and Services, 51 - 200 employees
Used the software for: Less than 6 months
Alex T.
Marketing and Advertising, 2 - 10 employees
Used the software for: 6-12 months
Tony L.
Retail, 51 - 200 employees
Used the software for: 6-12 months
monday.com offers a free plan that supports up to two users (or seats), making it suitable for individual contributors or small teams. The free plan lets users create up to three project boards and store up to 500 MB of files. If the feature requirements increase, SMBs can consider upgrading to the basic plan which costs $9 per seat, per month when billed annually.
Sai Nirmal A.
Student, Higher Education, 201-500 employees
Used the software for: 6-12 months
"The feature that make monday.com unique is that the price is low (based on features) when compared to others and it makes the workflow easier which is much needed element in completing the project in stipulated time."
Learn more about monday.com pricing plansPopular Integrations
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Based on our analysis of 150+ verified user reviews and with a rating of 4.58/5, Jira is considered best for its prioritization capabilities. This tool allows users to prioritize IT tickets based on urgency, impact, complexity, dependencies, and other criteria. It offers a weighted scoring system that helps users assign weights to each of these metrics and calculate a total score for each issue.
Jira’s Multiple Projects management feature, rated 4.5/5, allows teams to centralize tasks, prioritize workloads, and maintain visibility across various initiatives. The Reporting and Project Tracking feature, rated 4.4/5, provides comprehensive insights into project progress. Additionally, Jira’s Time and Expense Tracking feature, rated 4.3/5, offers valuable insights into resource management by tracking how team members allocate their time.
Ahmed A.
Information Technology and Services, 51 - 200 employees
Used the software for: 2+ years
SA
Sarai A.
Management Consulting, 2 - 10 employees
Used the software for: Less than 6 months
Kayla O.
Non-Profit Organization Management, 51 - 200 employees
Used the software for: 2+ years
AS
Alexandria S.
Retail, 2 - 10 employees
Used the software for: 2+ years
Jira offers a free plan that allows small businesses to manage unlimited goals, projects, issues, and tasks. The free plan supports up to 10 users per site and offers 2GB of storage with up to 100 email notifications per day. If the feature requirements increase, SMBs can consider upgrading to the standard plan which costs $7.16 per user, per month when billed monthly.
Arindam P.
Brand Manager, Marketing and Advertising, 11-50 employees
Used the software for: less than 6 months
"Jira is a unified solution that allows managing multiple projects from a single platform.- Jira is really simple to setup and pricing is affordable for businesses."
Learn more about Jira pricing plansPopular Integrations
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JP
ClickUp is known for its workflow management capabilities according to our analysis of 100+ verified user reviews and a rating of 4.33/5. It allows users to build custom workflows for teams, facilitating better organization and process optimization. Users leverage the tool to automate tasks and workflows to speed up their processes. ClickUp also offers pre-built templates for common workflows.
ClickUp’s Collaboration Tools, rated 4.6/5, enable seamless teamwork across time zones, shifts, and multiple countries. The Billing and Invoicing feature, rated 4.4/5, simplifies the process of creating and sending invoices, making it easy to manage customer billing. Additionally, ClickUp’s Prioritization capabilities, rated 4.3/5, help users clearly define the order of tasks, ensuring effective prioritization and workflow management.
Joel H.
Information Technology and Services, 1 employee
Used the software for: 6-12 months
MM
Marcin M.
Design, 2 - 10 employees
Used the software for: Less than 6 months
MA
Matthias A.
Design, 2 - 10 employees
Used the software for: Less than 6 months
Nell V.
Consumer Goods, 51 - 200 employees
Used the software for: Less than 6 months
ClickUp offers a free plan that is best for personal use. The free plan allows SMBs to manage unlimited tasks with collaborative documents, white boards, and real-time chats. This plan offers a storage space of 100 MB and 24/7 customer support. SMB’s can upgrade to the paid plan, starting $7 per user, per month (billed annually), to access advanced features, such as unlimited Gantt charts, agile reporting, and resource management.
Zac L.
Owner, Consumer Goods, 1-10 employees
Used the software for: 6-12 months
"Great app, the free version has everything you need as a small/startup company, with room to grow and great prices for their other plans."
Learn more about ClickUp pricing plansPopular Integrations
To be considered for this list, products had to:
Feature in 2024 Capterra Shortlist for Project Management with an overall score of 80 and above.
Include task management, project planning, reporting, and collaboration as the core features.
Meet our market definition for project management software: “Project management software automates task assignment, resource allocation, scheduling, and milestone tracking for all phases of a project.”
Have more than 20 reviews in the past two years (January 1, 2022 to December 31, 2023) with more than 4.5 review ratings for one of these parameters:
Best overall
Best value for money
Best ease of use
Best customer support
Best functionality
Task management
Project planning/scheduling
Multiple projects
Prioritization
Workflow management
Most valued features selection: Our research team analyzed verified project management software reviews on Capterra (as of October 2024) to identify the features that users value the most in each of the listed tools. Features that received the highest rating were then included in the list.
Review excerpts selection: Review excerpts are passages extracted from longer reviews written by verified reviewers. We obtain these excerpts by applying an algorithm that considers factors including, but not limited to, length, sentiment, topic coverage, and thematic relevance. Excerpts represent user opinion and do not represent the views of, nor constitute, an endorsement by Capterra or its affiliates. Excerpts are not edited for clarity or grammar.
Popular integrations selection: We identified integrations from our internal database and selected products considered as “most popular”.
Project management software is a tool designed to organize, plan, and track project work. It allows users to break projects into tasks, assign them to team members, and set deadlines to provide clarity and accountability. Team members can collaborate by sharing files, tagging others, and providing updates within the platform. Many tools also support time tracking, resource allocation, and automated reminders that help streamline workflows and handoffs.
Most project management solutions include visual tools such as Gantt charts and calendars to help manage project timelines. Additionally, reporting features provide real-time insights into project progress and performance, enabling better decision-making and keeping projects on track.
Unlike large businesses with dedicated project coordination teams, small businesses rely on fewer employees to manage multiple tasks and even run large, complex projects. No matter the size of your business, the scope of projects can range from straightforward to complex and from relatively small to enormous. Project management software standardizes workflows, ensuring tasks aren’t overlooked and improving efficiency without adding administrative overhead. This helps small teams stay organized and productive, even with fewer resources.
Other key reasons project management software is important for small businesses are:
Provides visibility and alignment:
Manages tasks, deadlines, and project updates in a centralized, visible place, giving everyone access to the same, up-to-date information. When individuals manage their own spreadsheets or use manual methods to track their work, there is a lack of consistency and visibility. This leads to errors, misaligned priorities, and delayed decision-making, as managers struggle to get a clear view of what’s happening across different tasks and projects.
Optimizes resource allocation:
Provides a clear overview of available resources, such as team members, budget, and tools. It assigns tasks based on availability and skills, preventing overloading and under-using resources. The software tracks resource usage in real time, helping managers adjust workloads and reallocate resources as needed to maintain efficiency and prevent bottlenecks.
Supports flexibility:
Offers customizable workflows, allowing small businesses to adapt processes to fit their unique needs. Teams can modify task priorities, timelines, and responsibilities as projects evolve. Automation features, such as task reminders and status updates, reduce the drag of repetitive tasks. This flexibility helps the team adjust to changing project demands without disrupting progress.
Keeps project on budget:
Offers tools to set financial limits, track spending, and manage resources. The tool provides real-time visibility into expenses and compares them with initial budgets, alerting teams when costs exceed expectations. Centralizing financial data allows businesses to forecast future costs, avoid unexpected expenses, and maintain better control over project finances.
Small businesses need to be nimble and flexible, which often means spinning up projects quickly. By providing a PM system where teams can collaborate, communicate, and manage their work, team members, even from different locations and time zones, can access the same information, stay updated on project progress, and contribute without the need for constant check-ins or lengthy email threads.
Essentially, project managers can spend less time herding cats and more time leading the team when supported by PM software.
Project management software includes features that facilitate project planning, organizing, and tracking. We asked users to rate, on a scale of “low importance” to “critical”, how important different features are for project management software. The features listed below are those that the highest percentage of reviewers rated as “highly important” or “critical” over the past two years as of Sept. 27, 2024.
Allows users to break down projects into individual tasks, assign them to team members, set deadlines, and prioritize work. The software provides an overview of each task's progress, promoting accountability. Real-time updates help users monitor workloads, adjust timelines, and reassign tasks if needed, keeping the project on schedule. 91% of software reviewers rate this feature as highly important.
Helps users map the project's entire timeline, from start to finish by defining goals, setting deadlines, assigning tasks, and establishing dependencies. Visual tools such as calendars and kanban boards provide a clear view of milestones and deadlines. 90% of software reviewers find this feature highly important.
Allows team members to share information, files, and updates in a unified platform. It includes tools such as real-time chat, file sharing, and commenting and notes that keep communication organized and accessible to all stakeholders. These tools help everyone be on the same page, promote faster decision-making, and reduce the need for lengthy email chains or meetings. 79% of software reviewers find this feature highly important.
When choosing a project management solution for your small business, it's important to carefully evaluate a variety of options. Taking the time to assess each tool ensures you select one that meets your needs, such as it supports the number of users and projects you have within your budget, giving you confidence in the solution you ultimately choose.
Ask yourself and your team: What are the key project management challenges that you face? How large is the team? What features are must-haves? What are the business growth plans? Having answers to these questions will help you understand your key pain points, such as task management, collaboration, or resource allocation. You’ll know which features to look for and how many users the tool should support. This process will help see what your business requires so that you can pick the right tool that supports your business growth.
As a small business, you can avoid overspending on tools with features that may not be necessary or scalable by conducting a thorough budget evaluation. It also helps in choosing a cost-effective option that meets the business’s needs while leaving room for other essential expenses. A clear budget assessment allows for comparing pricing plans, understanding long-term costs (such as subscriptions or upgrades), and ensuring the software aligns with the business's financial capabilities.
The tool you invest in should be straightforward for your team to adopt and use. A tool that's too complex or unintuitive can slow down productivity, require extensive training, and create frustration among employees. User-friendly software helps teams learn the system, manage tasks efficiently, and collaborate without a steep learning curve. An accessible and straightforward system helps avoid wasting time and resources on troubleshooting or underutilization.
When it comes to software implementation, having a clear plan and approach is essential for a smooth transition and maximizing the tool's benefits. These tips can help you plan a successful project management software implementation at your small business:
Proper training is needed so your team can use the project management software effectively. Offer hands-on training sessions and provide resources such as guides or videos to help them learn the tool's features. Equipping your team with the right knowledge can help avoid confusion, reduce errors, and promote smooth adoption of the software across all users.
To get the most out of your project management software, verify that it integrates with your existing processes. Align the tool with your current workflows, communication methods, and reporting systems to minimize disruption. Customizing the features of the tool to fit your business model can enhance productivity rather than create additional complexity.
To gauge the effectiveness of your project management software, establish clear metrics for success from the beginning. Track key performance indicators (KPIs) such as task completion rates, project timelines, and resource usage. Regularly review these metrics to see if the tool is improving efficiency and achieving the intended goals, making adjustments as needed for continuous improvement.
AI and automation are becoming a key part of project management as they simplify repetitive tasks, such as scheduling, resource allocation, and progress tracking. For small businesses, AI-driven project management tools offer data-driven insights, allowing more informed decision-making and predictive analytics to foresee potential challenges. Automation also reduces manual effort, giving teams more time to focus on strategic work.
As AI becomes more accessible, small businesses can use these tools to level the playing field with larger competitors, improving productivity and efficiency. They can integrate AI to handle everyday processes which will allow project managers to concentrate on creativity, innovation, and problem-solving.
Check out, More Than Half of Project Managers Find AI-Powered Software Benefits in Three Key Ways, to learn what our latest project management research says about how PMs are using AI today for risk management, task automation, and more.
With remote and hybrid teams becoming the norm, project management tools must integrate features such as real-time collaboration, video conferencing, and cloud-based file sharing. These tools help manage teams and tasks across different locations and time zones.
For small businesses, this trend allows access to a global talent pool while reducing overhead costs. Effective remote work integration requires clear communication, transparency, and tools that support flexibility. Moving forward, project management solutions will focus heavily on keeping remote teams aligned and productive through enhanced digital collaboration.
Sustainability is becoming a core focus in project management, as businesses are increasingly held accountable for their environmental and social impact. Small businesses can integrate sustainability into their projects by prioritizing eco-friendly practices, reducing waste, and using resources efficiently.
Project management tools now offer features that track sustainability metrics, such as carbon footprints or energy consumption. Adopting sustainable practices not only helps meet regulatory requirements but also appeals to eco-conscious consumers and partners.
For small businesses, managing projects with sustainability in mind can strengthen brand reputation, reduce costs, and promote long-term growth, all while contributing positively to environmental goals.
Since the project management profession is constantly evolving with the upcoming trends, small businesses need to equip themselves with effective change management strategies to prepare for these changes.
Implementing new technologies, processes, or business models requires careful planning and communication to minimize disruption. Small businesses often face resistance when introducing change, so project managers need to guide teams through transitions by offering support, training, and clear communication.
Change management strategies ensure that new tools or workflows are successfully adopted and understood. As the pace of change accelerates, businesses that master change management will be better positioned to stay agile, foster innovation, and continuously improve their project outcomes.
Check out our deep dive into how project managers drive successful change initiatives for small to midsize businesses (SMBs), Don't Try To Transform Your Business Without a Project Manager: Here's Why
Pricing for project management software for small businesses typically range from free to $30/ per user, per month for basic functionality. For more advanced features, such as automations and document storage, price averages can range from up to $45 to $70. Monthly, flat rate pricing models average up to $500 for basic functionality, and increase based on capabilities and other factors.
Here's a comparison of current pricing available for popular PM tools. “Basic” includes core features of the product, such as task management and project tracking. “Premium” and “Advanced” generally have basic features plus premium features, such as customization and support for large teams or enterprises.
Note: Only products with publicly available pricing information were included in this comparison table. We summarized publicly available pricing sources including vendor websites as of November 2023 beginning with the lowest monthly pricing (not including annual discounts) for packages that include the core functionality for this software category. As always, your company’s specific needs may differ, and final pricing will vary.
The difference between project management for small and large businesses comes down to scale, resources, and complexity.
For small businesses, project management is typically more hands-on, focusing on immediate, tangible goals with fewer layers of complexity. Limited resources mean teams need to stay flexible, often juggling multiple roles, making agility a key strength.
In contrast, large businesses operate on a grander scale. Projects span multiple departments and often require a more formalized approach with dedicated project managers. These businesses have the luxury of more resources, but that also means navigating more bureaucracy and rigid processes. While small businesses thrive on adaptability, large enterprises focus on structure and efficiency.
Mistakes in project management, especially for those new to the processes, are common. However, with the right preparation, small businesses can avoid these challenges. Below are some key project management pitfalls that teams should be ready to tackle head-on.
Without clearly defined project goals, teams can lose focus and direction, resulting in wasted time and resources. Lack of clear objectives can lead to confusion about deliverables, misalignment with business goals, and overall project failure.
A project management tool provides a centralized platform where clear objectives and milestones can be set, tracked, and communicated to the entire team. Features such as task assignment, progress tracking, and goal visualization (such as Gantt charts) help keep everyone aligned with the project’s purpose, reducing ambiguity and keeping the team focused on achieving well-defined outcomes.
Inconsistent use of PM tools across a team creates confusion, communication gaps, and inefficiencies. When some team members fail to fully adopt the tool, project updates and important information may get lost in emails or informal channels, leading to missed deadlines and miscommunication.
A properly implemented PM tool keeps team members working within the same framework for task management, communication, and reporting. Offering a single platform for collaboration, document sharing, and progress tracking via PM tools standardizes workflows, making it easier for teams to stay coordinated and accountable throughout the project.
Overloading a team with too many tasks or unrealistic deadlines can lead to burnout, poor performance, and decreased morale. It’s a common pitfall when managers lack visibility into team capacity and workload distribution.
A PM tool helps prevent this by offering resource management features, which allow managers to track workloads and balance task assignments based on team capacity. It provides insights into how much each team member is handling, allowing for adjustments to avoid overburdening anyone. This promotes a more sustainable workflow, increases productivity, and improves overall project performance without overextending team resources.
Failing to prioritize tasks can cause confusion, with teams focusing on less important tasks while critical deadlines slip. This pitfall leads to inefficiencies and delays, as resources are misdirected.
A PM tool can help avoid this by offering features such as task prioritization and dependency tracking. Managers can set clear priorities for tasks, helping teams focus on what’s most urgent or impactful. Tools such as Kanban boards or Gantt charts visually display task importance and order, making it easy for teams to see what needs immediate attention and preventing less critical work from derailing progress.
When it comes to the most widely-used project management software for small businesses, tools like Jira, Notion, and monday.com stand out. These platforms have had the most user reviews with high overall ratings submitted by small businesses, indicating their popularity and widespread use. Jira is ideal for agile project management, monday.com provides highly-rated task management features, and Notion is highly-rated for project planning and scheduling. Be sure to document your specific needs and then demo multiple options to find the best fit for your requirements.
The “most widely used” PM tools were identified based on products having the highest number of user reviews from small businesses (1 - 200 employees) from October 2022 - October 2024, and have a minimum average overall rating of 4.0.
The best project management software for small businesses depends on your specific needs, but tools like Notion, Jira, and monday.com are highly-rated among businesses with 200 and fewer employees, and are featured in Capterra's Shortlist of PM Software. It’s crucial to thoroughly evaluate your options—consider top-rated features such as task management and project planning/scheduling to verify the tool fits your team’s workflow. Take time to test a few systems to see which works best for your projects and budget.
The “best” PM tools were identified based on products with at least 200 reviews from small businesses (1 - 200 employees) published from October 2022 - October 2024, and sorted based on average overall rating.
For a small business, a project manager brings leadership, structure and focus, ensuring that deadlines are met, resources are used efficiently, and projects stay on track. They coordinate efforts, manage risks, and keep communication clear. Even if your projects are smaller in scale, a PM can help prevent costly mistakes and improve productivity. If hiring a full-time project manager isn't feasible, consider part-time or outsourced options to get the benefits without stretching your budget.
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