Managing multiple tasks, deadlines, and responsibilities can quickly become overwhelming without the right systems in place. The right project management tools not only help you organize workflows but also improve team communication, boost productivity, and ensure that nothing slips through the cracks.
13 Entrepreneurs share the project management tools they use for their small businesses
From task tracking and real-time collaboration to resource planning and progress monitoring, the right tools can transform how small businesses operate. We asked entrepreneurs and business owners to share the project management platforms that keep their operations running efficiently, and here’s what they said:
1. Trello
As Founder and Managing Director of The Outlier Group, I’ve learned how the right project management tool can drive a small business’s momentum. I often recommend Trello for its simplicity, flexibility, and scalability. Its Kanban boards make workflows visual, enabling teams to track progress, assign tasks, and integrate with tools like Slack or Google Drive. Trello strikes a balance between big-picture strategy and daily details, offering clarity, speed, and adaptability without the need for costly software or extensive training, making it ideal for small businesses that aim to work smarter and thrive.
Thanks to Jasmine O'Reilly, The Outlier Group!
2. Trello for streamlining small business projects
3. ClickUp to boost efficiency
After testing multiple project management platforms, ClickUp has become our small business powerhouse. Its flexibility handles everything from game development sprints to marketing campaigns without overwhelming the team. By combining tasks, docs, goals, and chat in one place, developers, designers, and marketers avoid juggling multiple apps. Customizable views like Kanban boards and Gantt charts suit different work styles, while automations help meet deadlines without micromanaging. For small businesses, ClickUp ensures smooth collaboration, increased efficiency, and cost-effective project management.
Thanks to Cristian-Ovidiu Marin, OnlineGames.io!
4. ClickUp to streamline small business workflow
At Corcava, we’ve learned that the best project management tools for small businesses aren’t the ones with the most features, but those that centralize communication, task tracking, and client interaction in one platform. Tools like ClickUp and Corcava’s integrated system reduce app fatigue, letting teams manage projects, invoices, and outreach without context switching. When software adapts to workflows, small businesses scale efficiently, save administrative hours, and keep teams and clients aligned in real time, boosting productivity and revenue.
Thanks to Gregory Shein, Corcava!
5. Different tools
For small businesses, project management tools should simplify workflows without overwhelming teams. Asana’s intuitive interface helps track tasks, deadlines, and priorities efficiently, saving time and streamlining processes. Trello’s visual, drag-and-drop boards provide clarity, while ClickUp offers flexibility, customization, and detailed reporting for growing teams. Beyond task management, these tools create systems that enhance team cohesion, improve organization, and ensure smooth operations, helping small businesses scale efficiently and keep projects on track with minimal friction.
Thanks to Matt Woodley, International Money Transfer!
6. Several tools
Managing multiple projects efficiently is a top challenge for small businesses. Tools like Trello, Asana, ClickUp, and Monday streamline task tracking, communication, and accountability. Trello’s visual Kanban boards, Asana’s timelines, ClickUp’s automation, and Monday.com’s dashboards help teams prioritize, meet deadlines, and reduce confusion. For example, at ClinicSpots, these tools enabled seamless hospital website launches and marketing campaigns, accelerating timelines and ensuring high-quality results. Using the right project management tool creates clarity, efficiency, and scalable workflows, helping small businesses stay organized and grow.
Thanks to Pankaj Srivastava, ClinicSpots Digital Services!
7. Trello and Google Workspace
At ecoATM, Trello and Google Workspace have transformed project management. Trello offers a clear view of cross-departmental projects, kiosk rollouts, and marketing campaigns, showing at a glance what’s moving and what’s stalled, critical when managing promotions across 6,500 locations. Google Workspace centralizes content, budgets, and reports with real-time edits, reducing back-and-forth from days to minutes. Unlike complex tools teams avoid, this setup works because it’s simple, fast, and actively used for small business operations.
Thanks to Alec Loeb, EcoATM!
8. Notion for several reasons
For small businesses, there’s truly no alternative to Notion. I’ve tried Asana, JIRA, Monday, Linear, you name it, but nothing matches its flexibility. Notion is easy to customize, non-opinionated, and allows you to create pages exactly how you want or need. Its adaptability makes managing workflows, projects, and notes seamless, letting teams structure their work without constraints. For small teams seeking a versatile, intuitive tool that grows with their needs, Notion remains the top choice.
Thanks to Jeff Tilley, Muncly!
9. Monday to streamline project management
At Regional Business HQ, our seven-member team relies on Monday to efficiently organize and track tasks, assign responsibilities, and keep everyone aligned. Visual boards provide a clear overview of priorities, while built-in updates, notes, and file attachments ensure all critical information stays with each task, eliminating the need to search through emails or documents. This approach streamlines project management, enhances team communication, and ensures small business projects stay organized, on schedule, and fully coordinated.
Thanks to David Wise, Regional Business HQ!
10. Three tools
For small businesses, Trello, Monday, and Asana each offer unique advantages. Trello’s visual boards, lists, and cards suit small teams seeking simplicity, clear progress tracking, and flexible scaling. Monday provides advanced task management, time tracking, and workflow automation, ideal for complex projects. Asana excels at managing tasks, sub-tasks, and dependencies, supporting larger teams or multiple clients. All three tools are free to try, helping businesses choose the platform that best fits their workflow, communication, and growth needs.
Thanks to Ryan McCallister, F5 Mortgage!
11. Asana for various reasons
Asana is a top project management tool for small businesses due to its affordability, short learning curve, and robust free-tier capabilities. It’s easy for team members and clients to use, creating a central hub for communication, project updates, transparency, and reporting. With multiple views, task lists, Gantt charts, calendars, and features like document storage, dependencies, and automatic reminders, Asana streamlines workflows. When set up properly, it drives productivity, reduces administrative overhead, and helps businesses consistently exceed client expectations.
Thanks to Hannah Morgan, Heron House Management!
12. Upbase
Upbase is a powerful yet underrated project management tool for small businesses. Combining simplicity like Trello and Asana with advanced, user-friendly features, it enhances workflow efficiency. Its handy automations reduce repetitive tasks, while the daily, weekly, and evergreen notebook features keep notes organized and easily accessible. This makes it ideal for clearing your mind while maintaining structured project documentation. Upbase helps teams stay focused, manage tasks efficiently, and improve productivity without complexity or steep learning curves.
Thanks to Liv Steigrad, The Identity Dept!
13. Streamline small business workflows with ClickUp
As CEO of Eric Javits, I’ve found ClickUp to be an ideal project management tool for small businesses. It unifies task tracking, time management, docs, and goal-setting in one platform, removing the need for multiple apps. Small teams can manage product launches, marketing campaigns, and operations while keeping communication clear and deadlines visible. Its scalability lets you start simple and gradually add automations, dashboards, and integrations as your business grows, avoiding system-switching headaches.
Thanks to Dario Markovic, Eric Javits!
