Navigating Project Management for Small Businesses
When you’re juggling clients, deadlines and daily to-dos, it’s easy for small things to slip through the cracks. The solution? Project management for small businesses. Don’t let the idea of project management intimidate you, because whether you’re a team of one or a handful, having systems in place can make your business run smoother and save you serious time and stress. In this post, we’ll break down what it actually means to implement project management, why it matters, and what tools are best. Let’s dive in!
What is project management for Small Businesses?
In a nutshell, project management is all about organizing your work so that everything gets done on time, on budget and with little chaos. You don’t need fancy softwares and chart systems, but simple ways to keep everything on track, and ensure your team's timelines are in sync.
For example, using project management tools for small businesses can streamline everything from client onboarding to launching new offers. Every business has different needs and workflows, so it’s not a one-size-fits-all solution, but with a little help you can find one that fits your needs and goals.
Are you new to project management?
Everyone has to start somewhere - even your business started from point zero! If project management is new to you, you’re probably wondering how it fits in your daily work flow. It could be something as simple as a daily checklist for you and each member of your team, a shared calendar, or a dashboard where you can keep tabs on all tasks and deadlines.
When you’re the wearer of many hats, with a billion ideas, deadlines and tasks written down, having everything organized in the right project management tool can be the difference between being stressed daily and daily growth.
Project Management Tools for Small Business
There are a lot of project management tools out there, and it can get overwhelming to decipher which one does what, or which one is best for you. Some are very techie and some can be used by anyone! We’ve used a lot of them, and helped various clients both large and small and have a pretty good idea on the ins and outs of these tools, so let’s break them down.
Most Popular Management Tools for Small Business
Trello
Trello is an excellent choice if you’re new to project management. Using Trello for small business project management is a great place to start, simply because it’s easy to get started. Trello is a visual tool that uses a “kanban” system - meaning you organize your tasks into columns. These columns are usually ‘to-do’, ‘in-progress’, and ‘done’, or such along those lines. It’s very beginner-friendly if you’re looking for a quick solution.
Trello offers a free and paid plan, with features like automation, integrations and advanced checklists. It’s an excellent choice for solo-prenuers and those who are visual learners.
Asana
Asana is a great project management software for small businesses, especially for team based work. One of the perks to Asana, is it offers multiple ways to view your tasks; Kanban boards, calendar view, timelines, lists. This flexibility is great if you have different style learners on your team, or just depending on the project, a different view may make sense!
One of the best things about Asana is that the free version is actually quite robust - you can create projects, assign tasks and organize down to small details. However if you want automations, and workflow-building tools, these are only available on the paid plan. That being said, Asana is still my top recommendation when asked what the best project management tool is for small businesses.
ClickUp
ClickUp is a true powerhouse. It has multiple views, automation options, time tracking, and a ton of ways to customize your setup. If you love flexibility and tech doesn’t intimidate you, ClickUp might be exactly what you need.
That said, ClickUp can feel overwhelming if you're new to project management or aren’t very tech-savvy. There’s a learning curve, but once you get the hang of it, it's incredibly powerful. It’s the project management software we use at Bohoannon Virtual Solutions, and we love how many different ways we can organize and streamline our systems. From workflows to dashboards, ClickUp offers a lot, but it’s best for those who aren’t afraid to dive in and explore.
Monday
Monday (monday.com) is one of the more well-known project management tools for small businesses, but it definitely leans more towards the corporate end of the spectrum. The pros are that it’s highly customizable, colorful and in terms of features, it’s very robust! User-friendly wise however, it’s not the easiest, especially if you want something you can sign-up for and get started without a learning curve.
Monday does have a free version, however it’s very limited. The paid version of course opens up more features, but still less than some fan favorites like ClickUp or Asana, however many small businesses swear by Monday, so it’s all about what fits for you!
Other Considerations
Of course, there are plenty of other small business project management tools out there, like Zoho, BaseCamp, and others. I haven’t used them all, and honestly, some of them either didn’t fit my needs or felt too clunky for the price. That said, every business is different!
If you’re curious about a particular tool I didn’t mention, drop a comment or reach out, I’m happy to share thoughts or help you figure out what might work best for your setup.
The Best Project Management Software for Small Businesses
Here’s my true answer - the best one is going to be the one you’ll actually use! It’s easy to get started and revert to old habits. The most important thing about starting to use a project management tool is that you consistently make the effort and switch to use it, or it’s just wasted time and energy for both you and your team.
If consistency is something you struggle with, take baby-steps. Start using the project management software for just one or a few tasks so you can get used to it, make it part of your daily schedule, and then slowly incorporate everything. It can be jarring to go cold turkey on old habits, especially when it comes to daily tasks!
Does this sound great and you’re ready to get started, but aren’t sure what step one is? We have a plan for you. With our 30-Day Project Management Power Plan, we'll walk you step-by-step what to do in order to plan out your next project. We've included guides, worksheets, and planning templates.
Choosing the Best Project Management Tool for Your Small Business
When it comes to finding the best project management software for small businesses, it’s important to take your time, do your research, and compare the options based on what you need, not just what’s popular. Look at the features offered in the free vs. paid plans, how intuitive the tool feels, and whether it includes things like time tracking in project management, automations, and team collaboration options.
We know it can get overwhelming fast, so we created a 30-Day Project Management Plan to help guide you through it. Inside, you’ll find a comparison chart that breaks down the most popular project management tools for small businesses, along with prompts to help you choose what fits your business best. Plus, we walk you through how to set it all up.
Want to find your perfect PM tool?
FAQs
Are there any free small business project management tools?
Yes! There are plenty of free project management tools for small businesses. Trello, Asana, and ClickUp all offer free plans with solid features. Trello is great for visual task tracking, Asana is awesome for team organization, and ClickUp offers the most features (though it has a steeper learning curve). Just remember that free plans usually come with limits, especially around automations and integrations.
Are certain project management softwares better for certain industries or small businesses?
Definitely. If you're a creative or solo business owner, Trello might be perfect because of its simplicity. If you're managing a team or multiple deliverables, Asana or ClickUp might work better. For project management software for professional services, you'll want tools that support timelines, client workflows, and time tracking so that’s where ClickUp and Asana would be the best options.
What if you have multiple small projects?
That’s where small business project management tools really shine. Most platforms let you organize by project, client, or task type. Tools like ClickUp or Asana allow you to separate your work into folders or workspaces so you can easily toggle between different priorities without losing track. Even something simple like Trello can be used for multiple projects, you just need to create separate boards or lists for each one.
Why use project management software?
Using a project management tool helps you stay organized, reduce missed deadlines, and streamline collaboration if you’re working with a team. It also makes it easier to track progress over time. Whether you're launching a product, managing client work, or just trying to keep your daily to-dos under control, a good system saves you time and brain space.
What’s the easiest project management software to use?
Trello is often considered the easiest project management software to use for beginners because it’s visual, simple, and requires very little setup. If you’re looking for something that can grow with your business, Asana is a great middle ground: easy to use but more structured than Trello, and not as complex as ClickUp.
