Best Project Management Tools for Small Teams
Author
El Miller
Last Update
May 11, 2025
Published
June 26, 2024
Table of Contents
Table of Contents
About the author
El Miller is a software advisor and product researcher at ToolAdvisor. She’s spent the last decade helping early-stage companies build out their tech stacks efficiently and affordably.
At ToolAdvisor, one of the biggest lessons we’ve learned from onboarding in hypergrowth, scaling from 0 to almost 7,000 team members in six years, is this: it doesn’t matter how good your workflows are if people don’t show up for them.
One of the most important mindset shifts we’ve made as a People team is that onboarding isn’t something we “own” in isolation. Yes, we build the infrastructure. But the real onboarding experience is a shared responsibility—a team sport. And the team isn’t just HR. It’s the hiring manager, the new hire’s peers, IT, leadership, and sometimes even legal or finance.
When those players are aligned, onboarding becomes something greater than the sum of its tasks. It becomes the first expression of what it means to work at your company.
Here’s how we’ve approached this shift at Deel—and how you can do the same, no matter your company size or budget.
Why small teams need tailored
project management tools
Big teams often have the budget and headcount to adopt bulky enterprise tools. Small teams? They need lean, intuitive platforms that get the job done without a steep learning curve.
Tool overload is a real problem. According to a recent TechStack Pulse survey, 64% of small teams report using more than one tool to manage projects—yet 41% feel their tools create more confusion than clarity.
At ToolAdvisor, we've worked with hundreds of agile startups and growing teams. One insight we see consistently? The best tools are the ones that flex around how you work, not ones that force a new workflow.
What to prioritize when evaluating software
Not all "project management" means the same thing. Here’s what we suggest keeping top-of-mind when choosing a tool for your small team:
Ease of adoption: Can your team start using it without a training manual?
Collaboration features: Is it built for async communication and cross-functional collaboration?
Pricing scalability: Does the pricing make sense for 3 people? For 15?
Customization: Can it fit your unique processes without heavy configuration?
Reporting & visibility: Does it help surface progress and blockers without micromanagement?
Our top 5 project management
tools for small teams
Based on user feedback, expert insights, and real-world deployment across thousands of teams, here are the five tools we recommend most:
ClickUp
Best for: Teams that want a highly customizable all-in-one platform.
Key features: Task views, document sharing, goals, integrations.
Why we love it: Offers enterprise-grade features at a price point small teams can manage.
Trello
Best for: Visual thinkers and Kanban-first workflows.
Key features: Drag-and-drop cards, automation rules, checklists
Asana
Best for: Teams balancing multiple projects and timelines.
Key features: Timelines, project templates, integrations with Slack and Google Workspace. Why we love it: Clean UI, solid mobile experience, and great for deadline-driven teams.
Notion
Best for: Teams who want project management + internal docs in one space.
Key features: Databases, templates, synced pages.
Why we love it: Combines knowledge base and task tracking seamlessly.
Basecamp
Best for: Teams that prefer simplicity and structure.
Key features: Message boards, task lists, schedules, client access.
Why we love it: Minimalist but effective, especially for agencies and consultants.
A key takeaway for you: Even without a platform like ToolAdvisor, any company can create this kind of clarity. Start with a shared RACI or even a basic checklist. What matters most is that ownership is visible, and people know their role in delivering a great experience.
Real-world scenarios where these tools shine
ClickUp for sprint-based development: A dev team of 7 used ClickUp’s sprint templates and automations to reduce planning time by 30%.
Trello for editorial calendars: A small content agency uses Trello to plan, review, and publish across multiple clients.
Notion for founder-led teams: A 4-person startup tracks OKRs, hiring, fundraising, and product backlog all inside a single Notion workspace.
A key takeaway for you: None of these actions require a big budget—but they do require intention. A short Loom, a Slack message, or a team coffee can leave a lasting impression.
Common pitfalls to avoid
Over-customizing: Some tools allow endless tweaks, but that can lead to chaos. Stick to core workflows first.
Ignoring team input: What works for the founder may not work for the rest of the team. Demo tools together.
Choosing the most popular tool, not the right one: Popular doesn't mean better. Choose what fits your work, not what’s trending.
A key takeaway for you: Even in a scrappy setup, this kind of behind-the-scenes clarity is possible:
Use one doc or tool to track onboarding ownership by function
Share a timeline with key tasks and touchpoints
Flag blockers clearly (e.g., device not provisioned, contract not signed).
Final recommendations based on your workflow
Need structure without complexity? Go with Basecamp.
Prefer visual workflows? Try Trello or ClickUp.
Want internal docs + tasks in one place? Notion’s your best bet.
Managing multiple timelines and priorities? Give Asana a look.
Key takeaway for you:
Don’t assume the most popular tool is the best fit—match features to your real workflow.
Get the team involved in the evaluation process so adoption is smooth.
Avoid over-customizing too early. Set core workflows before layering on complexity.
Look for tools that can grow with your team and support new use cases.
Key takeaways
Don’t assume the most popular tool is the best fit—match features to your real workflow.
Get the team involved in the evaluation process so adoption is smooth
Avoid over-customizing too early. Set core workflows before layering on complexity.
Look for tools that can grow with your team and support new use cases.
If you’re just starting out, start small:
Use one doc to define onboarding roles by team
Give managers a simple first-week checklist
Redesign orientation to create conversation, not just compliance.
When you do these things, you’ll find that onboarding isn’t just about getting people up to speed. It’s about setting the tone for how your company works together—and who it’s for. Because onboarding done right isn’t just a process. It’s a first impression of your culture in action.
Explore more tools with ToolAdvisor
Choosing software is hard. At ToolAdvisor, we combine expert reviews, real user insights, and personalized guidance to help you find software that actually fits.
Want help picking your next project management tool? Start your free match today.
Deel HR
All-in-one HR management solution for global teams
Deel HR brings everything together—planning, hiring, performance, compensation, and more—so you can manage your global workforce in one intuitive system. Onboard in minutes, automate tasks, and stay compliant in 150+ countries.
More resources
1. How Long Should Onboarding Take? Best Practices and Ideal Timeline
2. How to Make Onboarding More Engaging: 17 Fun Onboarding Ideas
3. How to Use AI in Employee Onboarding: 7 Key Use Cases to Drive Success
4. 11 Companies with the Best Onboarding Programs: Find Inspiration for Your Strategy
5. How Google Onboards New Hires (And How You Can Easily Replicate It)
About the author
El Miller is a software advisor and product researcher at ToolAdvisor. She’s spent the last decade helping early-stage companies build out their tech stacks efficiently and affordably.
