Best Project Management Software For Small Business | Expert Recommendations

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2 years ago

This article showcases our top picks for the Best Project Management Software For Small Business. We reached out to industry leaders and experts who have contributed the suggestions within this article (they have been credited for their contributions below).

We are keen to hear your feedback on all of our content and our comment section is a moderated space to express your thoughts and feelings related (or not) to this article This list is in no particular order.


This product was recommended by Brandon Roudebush from Pixelab Studios

As the owner of Pixelab Studios, a creative video production company in Pittsburgh, we have streamlined our creative workflow and elevated our customer service with Dubsado. The platform can be overwhelming to new users, but unlocking its full potential can help small businesses get more done with their automated workflows, client portals, meeting scheduler, and simple project and client management system. Dubsado has helped make our small team more efficient and productive and that has resulted in a better experience for everyone.


This product was recommended by Jim Powell from My Speech Class

HeySpace combines task management functionalities with communication features to provide a platform where you can communicate and collaborate with ease. It includes communication with fellow colleagues.


This product was recommended by Marcus R

Indy’s project management software has been designed from the ground up to help small businesses gain better control over their work. Kick off projects quickly with business proposals, contracts, and form templates that make it easy to generate new leads. You can collaborate with ease by using version control on any project work files. Collaborators can leave comments right on the draft, making it easy to make changes to projects and get approvals. You can also manage the entire project timeline with board and list-style task management, automatic time tracking, file storage, and an intuitive calendar to schedule meetings. When it’s time to wrap up a project, Indy’s simple but powerful invoicing system helps you get paid fast and manage which invoices are yet to be paid. Indy has a free forever plan that gives you limited access to its nine tools, so you can see if it’s a great fit for you.


This product was recommended by Zac Houghton from Loftera Limited is a project management software that helps teams to plan, manage, and track their projects and everyday work. This SaaS solution is easy to use, offers full customizable features, prioritizing workloads, provides real time reporting and insight analysis allowing you to make intelligent decisions for your business.


This product was recommended by David Wurst from WebCitz

Asana is a great project management software for small businesses because not only is it free for up to 15 users, but it also offers a variety of features such as task assignment, project timelines, and file sharing. Asana lets you manage and monitor the progress of all your projects from a single dashboard. You can create tasks, subtasks, and assign them to different team members. Plus, you can set due dates and receive email notifications when tasks are due. You can also easily see which tasks are overdue, which ones are in progress, and which ones have been completed. This gives you a clear overview of your project status at any given time. Asana can also be integrated into other software to help manage and accomplish tasks even faster. It can be integrated with Slack, for example, to help manage communication within a team, and with Google Drive to help manage files and documents.


This product was recommended by Jim Powell from My Speech Class

The Wrike platform is noteworthy for its simplicity. It is a cloud-based collaboration and project management system offering bunches of helpful features as well as iPhone and Android mobile apps. Wrike features time tracking options, support for Gantt charts, sprint tasks, and more. One of Wrike’s biggest time-savers is the ability to quickly transform an email into a task.


This product was recommended by Jim Powell from My Speech Class

With a user-friendly interface and pricing plans which cater to all budget restrictions, nTask is a great choice for small businesses.


This product was recommended by Nisha Vora from Rainbow Plant Life

ClickUp allows small businesses to keep all their work in one place. You can streamline projects and workflows, organize tasks, track changes, and manage your team. ClickUp also includes chat and docs functionality, so you don’t need to pay for additional software just to access those features. Having everything in one place makes it easy to not only visualize & plan projects but also to make sure we see them through to completion..


This product was recommended by David Latimer from Petzyo

Paymo is pretty much a one-stop shop when it comes to project management software. It features things like task management tools, time tracking, team scheduling and collaboration, as well as invoicing, estimates, and proofing of files. Best of all there’s a free plan available and paid plans start at only $9.95 per user/month.


This product was recommended by Rohan Kadam from Biking KnowHow

I am a marketing professional and an established entrepreneur. I operate a successful Niche website called BikingKnow How. To manage and execute my work projects successfully, I use the Jira project management tool, and I would like to share some pros that make me love this tool even more. Pros Of Jira: – I use Jira to build practical project prototypes. Jira has fantastic features that allow my team to communicate my plans and broadcast and share project roadmaps with my team’s everyday tasks. – I love working in the agile format. Jira allows me to make a single cohesive view of all user stories. Jira will enable me to generate critical reports for all the sprint tasks. – Jira very seamlessly blends with almost all major third-party software. I use Slack for team communication, and I can use Jira with Slack very easily.

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This product was recommended by Steven Walker from Spylix

It is also great software. It will combine all the bask management and time tracking into a well-defined app which can be very useful for your business. This software will also give complete protection to your sensitive data.


This product was recommended by Shiv Gupta from Incrementors

Fiix is a cutting-edge asset maintenance software that streamlines the move from reactive to preventative maintenance. With an extensive set of capabilities, the solution enables maintenance teams to easily manage, schedule, and monitor all maintenance work. Furthermore, the software enables facilities to easily manage work orders, track inventories, and arrange assets. From a single comprehensive dashboard, you can add equipment, construct asset hierarchy, categorize assets, and clone data. It streamlines asset maintenance, enhances asset performance, and boosts organizational efficiency. Furthermore, Fiix enables you to connect with numerous business systems to gather and exchange data, as well as to ease work across any enterprise system. Most importantly, you can produce complete maintenance reports to help you make decisions.


This product was recommended by Whitney Hill from SnapADU

We find Buildertrend’s scheduling functionality to be indispensable because it allows us to template out our jobs, saving time when we start each new project. This schedule then serves as the backbone for other items and tasks in our system, effectively making our timing on payments, invoicing, and job to-dos dynamic based on job progress. Using this schedule at a detailed level also allows us to: – Determine how many jobs will be in any given phase at a future date, facilitating staffing for our jobs – Assess when each trade will be mobilizing so material can be ordered to arrive on time – Keep our entire team and subcontractor base updated on the current phase of work and projected deadlines for all subsequent phases – Communicate delays and adjust schedule with the click of a button – Memorialize job shifts, along with a reason for the delay, for broader analysis so we can manage performance


This product was recommended by Lauren Schneider from Compt

Compt is the number one employee stipends platform that gives people the freedom to choose the lifestyle perks that they really want. Founded by a five-time CFO and COO, Compt’s employee stipend and rewards software is fully customizable to a company’s needs, IRS-compliant, and can support global teams. Compt is the modern way to offer perks. We streamline monthly payroll reimbursements and automate employee communications, so supporting your people feels more like fun and less like work. We take care of tax compliance for you, keeping your records super tidy for your finance team. Companies of all sizes are able to create a unified and equitable culture by giving everyone on the team the same support, no matter where they are in the world. In fact, we already help customers reimburse team members in over 14 countries!


This product was recommended by Anne-Marie Faiola from Bramble Berry

Notion really works well for us. It’s helpful that you can customize the tool to suit your needs and include everything from project trackers, content calendars, and spreadsheets to employee handbooks and training materials. It’s easy to use once you’re used to it, and they just improved the text editing functionality so it’s even better than before. Whenever new features or updates are released it’s really clear and simple to understand exactly what has changed. Highly recommend trying it!


This product was recommended by Ouriel Lemmel from WinIt

Airtable is great for small businesses because it’s intuitive and user-friendly and can work with your team members who have different comfort levels with technology. It offers multiple ways of visualizing and organizing projects, including grid, Kaban, and gallery views. It’s the perfect software to introduce to your small business, and user-friendly enough for everyone to use.


This product was recommended by Ryan Cantor from Thryv

Thryv takes project management to the next level for over 45,000 businesses daily. Specifically designed to the needs of service based small- to medium-businesses (SMBs), Thryv automates key project milestones by providing a customer-facing portal to ensure that the back-and-forth between the business and its customer throughout the project lifecycle is managed effortlessly and remains centralized. Everything – from document management, communication, appointments, payments, notes – can all be centrally managed, often making a significant difference when delivering a smoother customer experience on their projects.


This product was recommended by Su Roberts from Beliebis

Kintone is one of the all-in-one project management software that can be used to create custom project workflows. Like Monday, Kintone also integrates with various other apps such as Slack, Gmail, Outlook, Tableau, etc. Kintone comes with a 30 days free trail and thereafter charging $24 per user per month.


This product was recommended by Harriet Chan from CocoFinder

Blocksted is a simple and straightforward, project management tool for small businesses that focuses on the most critical aspects of a project. It only takes a few clicks to keep track of all the processes that are currently running with this tool, which was designed specifically for small businesses. Some of the tasks you can keep track of in this software include; analytics and data reporting, project scheduling, delegation and deadline tracking.

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Agile development stands at the forefront of the software industry, championing an iterative, high-speed approach reliant on effective team communication and collaboration for success. This piece underscores the indispensable role played by dedicated development teams in agile projects, shedding light on their significance, advantages, challenges, and vital management techniques. Engagement Models in Software Development As businesses embark on software development endeavors, they confront a pivotal decision in choosing the most suitable engagement model for collaborating with skilled teams. Fixed-Price Model Ensures project completion within set timelines and budgets, but may lead to increased costs for desired changes, limiting customization options. Time and Material Approach Offers flexibility by compensating teams based on hours dedicated to the project, allowing for easy adjustments and ideal for projects needing intermittent attention. Dedicated Team Model Balances fixed-price and time & material models, employing specialized teams for adaptable project scopes, ensuring reliability and flexibility in long-term delivery. The Importance of Dedicated Teams in Agile Development Agile development relies on dedicated teams, diverging from traditional project management methods. These teams prioritize frequent collaboration and communication to swiftly adjust requirements and task priorities. Comprised of professionals fully committed to the project, dedicated development teams collaborate to deliver innovative solutions and top-tier results. This section explores their crucial role in agile development and essential strategies for effective team management. Success in agile development depends on the expertise and cooperation of dedicated teams. Efficient communication, coordination, and excellence from every member are crucial for timely results, highlighting the necessity of dedicated software developers. Clear alignment with core business goals and expectations is essential for project success. The Advantages of Employing a Dedicated Team in Agile Development Using a dedicated development team in agile projects has many benefits. Firstly, their commitment ensures excellent results, boosting project success. Secondly, their teamwork increases productivity. Lastly, having a dedicated team improves oversight and control over the project's progress, aiding in accurate outcome estimation. Improved Collaboration and Communication Engaging a dedicated development team in agile projects also yields enhanced collaboration and communication advantages. This dedicated group fosters close cooperation among remote team members, bolstering comprehension of roles and responsibilities and accelerating progress towards business objectives. Establishing dedicated software development teams helps alleviate miscommunication and ensures alignment towards shared goals. Employing a dedicated team also fosters transparency, encouraging open expression of thoughts, seeking advice, and addressing concerns. Quality Assurance and Timely Delivery A dedicated development team in agile development leads to enhanced quality assurance, expedited delivery times, and early issue detection. Collaborative efforts enable swift and effective resolution of such matters, facilitating prompt progress to subsequent tasks. Implementing a dedicated software development team helps minimize delays and ensures alignment with quality expectations. Furthermore, dedicated teams operate with heightened productivity, enabling swift completion of development tasks and adherence to project deadlines. Flexibility and Scalability By enlisting a dedicated development team, projects become more adaptable and scalable. This enables easy adjustment to changes in market conditions or requirements. Businesses can readily modify the team size to match project needs without interrupting ongoing work, ensuring projects remain on schedule and are delivered punctually. Comparing In-House and Outsourced Development Teams In-House Development Team: An in-house dedicated team comprises full-time employees working solely for one company. They have deep knowledge of the company's culture, practices, and technology, smoothly handling projects from start to finish. However, there are challenges with in-house teams: Cost Concerns: Maintaining an in-house team can be expensive, including expenses like recruitment, training, salaries, and benefits, which may strain smaller companies or startups with limited budgets. Expertise Limitations: Internal teams may lack specialized knowledge, technical skills, or industry-specific expertise compared to external teams, particularly in niche industries or specific skill sets. Scalability Issues: In-house teams may struggle to adjust their capacity swiftly to meet changing project demands or priorities. Flexibility Constraints: Internally-based teams may find it challenging to accommodate varying working hours, meet project deadlines, or adapt to different methodologies compared to outsourced teams. Outsourced Development Team: External dedicated development teams, sourced from third-party providers, focus solely on the organization's projects. These professionals offer numerous advantages: Cost Savings: Outsourced teams often provide competitive pricing, reducing expenses on infrastructure, technology, and overhead costs. Access to Expertise: Engaging with a software outsourcing company grants access to specialists from a global talent pool with the required skills and experience. Scalability: Outsourced teams can adjust their workforce to match fluctuations in project scope and priorities, making them valuable for businesses. 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