As a small business owner, you’re likely juggling multiple tasks, managing a team, and striving to meet deadlines—all while staying within budget. It’s a lot to handle, and without the right tools, it’s easy to feel overwhelmed.
This is where project management software comes in. These tools are designed to help small businesses streamline workflows, improve collaboration, and stay organized. Whether you’re managing a remote team or trying to keep track of multiple projects, the right software can make all the difference.
In this blog, we’ll explore the best project management tools for small businesses in 2025 and provide tips on how to choose the one that’s perfect for your team.
What to look for in small business project management software
When choosing project management software for your small business, it’s essential to prioritize features that align with your team’s needs. Here are the key factors to consider:
Ease of use
Your team shouldn’t need extensive training to use the software. Look for tools with intuitive interfaces and minimal onboarding requirements.
Collaboration features
Real-time communication, file sharing, and task updates are crucial for keeping your team connected, especially if you manage remote or hybrid teams.
Task and workflow management
A good tool should allow you to organize, assign, and track tasks easily. Features like Kanban boards, Gantt charts, and task dependencies can help streamline workflows.
Scalability
As your business grows, your project management needs will change. Choose software that can grow with you, offering advanced features and higher-tier plans when needed.
Cost-effectiveness
Budget constraints are a common challenge for small businesses. Look for free or affordable options that still provide the features you need.
Integrations
Your software should work seamlessly with tools you already use, like Google Workspace, Slack, or CRM systems. Integrations can save time and improve efficiency.
The 10 best small business project management software tools in 2025
Choosing the right project management software for your small business can feel overwhelming, especially with so many options available. To help you make an informed decision, we’ve expanded on our list of the top eight tools for 2025. Each tool is tailored to meet the unique needs of small businesses, from affordability to ease of use and scalability.
1. Lark: The ultimate all-in-one collaboration and project management tool
Lark is not just a project management tool—it’s a transformative all-in-one platform designed to streamline how small businesses work. By seamlessly combining communication, collaboration, and task management into one unified experience, Lark eliminates the need for juggling multiple apps. This makes it particularly valuable for small businesses that need to maximize efficiency and productivity while staying within budget.
What sets Lark apart is its intuitive design, which ensures your team can quickly adapt and start using the platform with minimal onboarding. Whether you’re managing a remote team, coordinating projects, or collaborating across departments, Lark empowers businesses to stay organized and connected.
Key Features:
Integrated task and project management tools
Lark provides a powerful task tracking system that allows teams to assign, monitor, and manage tasks with ease.
Create projects, set milestones, and track progress in real-time, ensuring everyone stays on the same page.
Shared calendars for seamless scheduling
Lark’s shared calendars keep your team aligned on deadlines, meetings, and events.
The calendar integrates with project timelines, making it easy to visualize schedules and avoid overlaps.
Built-in communication tools
Say goodbye to switching between apps for communication. Lark includes robust tools like video conferencing, group chats, and voice calls.
Its real-time messaging and collaboration features ensure quick decision-making and smooth communication across teams.
Centralized cloud storage
Organize and store all your files in one place with Lark’s cloud storage.
Team members can access, share, and collaborate on documents without worrying about version control.
Third-party integrations
Lark integrates seamlessly with popular tools like Google Drive, Slack, and Zapier, allowing you to enhance workflows and connect with the apps you already use.
Customizable workflows and automation
Automate repetitive tasks and create workflows tailored to your business needs, saving time and reducing manual errors.
Why Lark is ideal for small businesses:
Lark is purpose-built for small businesses that want to simplify their workflows without sacrificing functionality. Its all-in-one nature means you won’t need to invest in multiple tools for communication, project management, and file sharing—Lark does it all. This makes it a cost-effective solution, particularly for startups and growing teams.
Additionally, Lark’s free plan offers a comprehensive set of features, making it accessible for businesses with limited budgets. Unlike many other tools that restrict functionality in their free versions, Lark’s free plan includes essential tools like unlimited video calls, task management, and cloud storage, ensuring your team has everything they need to succeed.
Another standout feature of Lark is its user-friendly design, which ensures minimal onboarding time. Your team can quickly adapt to the platform, allowing you to focus on what matters most—growing your business.
For small businesses looking to enhance communication, improve project management, and streamline workflows, Lark is the ultimate solution. By combining all the tools your team needs into one intuitive platform, Lark helps businesses save time, reduce costs, and achieve their goals more efficiently.
2. Trello: Visual task management for small teams
Trello’s Kanban-style boards make it one of the easiest tools to use for task management. Its drag-and-drop interface allows you to organize tasks visually, making it a favorite for small teams that value simplicity and flexibility.
Key Features:
Customizable boards and cards for tracking tasks and projects.
Labels, due dates, and checklists to prioritize and organize work.
Power-ups (integrations) with tools like Slack, Google Drive, and Evernote to enhance functionality.
Collaboration tools that allow team members to comment, attach files, and update task progress in real-time.
Why Trello is ideal for small businesses:
Trello’s free plan is perfect for small teams that need a simple yet effective way to manage tasks. Its visual approach to project management is intuitive, making it easy for team members to adopt without extensive training. For businesses with straightforward workflows, Trello is a no-brainer.
Image source: trello.com
3. Asana: Task and workflow management made easy
Asana is a powerful tool for teams that need to manage complex workflows or multiple projects simultaneously. Its focus on task tracking and workflow automation makes it an excellent choice for businesses aiming to boost productivity.
Key Features:
Customizable project templates to save time on setup.
Workflow automation to eliminate repetitive tasks and streamline processes.
Task dependencies to ensure your team stays on track with project milestones.
Timeline view (Gantt charts) for visualizing project progress.
Collaboration tools that allow file sharing, task comments, and real-time updates.
Why Asana is ideal for small businesses:
Asana’s free plan supports teams of up to 15 members, making it a great option for small businesses. Its user-friendly interface and robust features provide everything you need to stay organized and productive. Plus, its ability to scale with your business ensures you won’t outgrow it anytime soon.
Image source: asana.com
4. ClickUp: A feature-rich tool for growing businesses
ClickUp is one of the most versatile project management tools on the market. It offers an impressive range of features, from time tracking to goal setting, all while remaining affordable for small businesses.
Key Features:
Customizable dashboards to track key metrics and project progress.
Multiple task views including Kanban boards, lists, calendars, and timelines.
Time tracking and time estimates to manage team productivity.
Goal tracking and reporting to measure success and identify areas for improvement.
Integrations with over 1,000 tools, including Google Workspace, Slack, and Zoom.
Why ClickUp is ideal for small businesses:
ClickUp’s free plan is packed with features, making it one of the most cost-effective solutions for small businesses. Its flexibility allows you to tailor the tool to your specific needs, whether you’re managing a small team or preparing for growth.
Image source: clickup.com
5. Monday.com: Customizable workflows for small teams
Monday.com is known for its visually appealing interface and highly customizable workflows. It’s a great tool for small teams that want to manage projects, track progress, and collaborate effectively.
Key Features:
Visual dashboards to provide a clear overview of project status.
Customizable workflows to match your team’s unique processes.
Collaboration tools like shared boards, task updates, and file sharing.
Automation features to reduce manual work and save time.
Integrations with popular tools like Zoom, Microsoft Teams, and Dropbox.
Why Monday.com is ideal for small businesses:
Monday.com’s flexibility makes it suitable for a wide range of industries and use cases. Its collaboration features and visual approach to project management make it easy for teams to stay aligned. While it’s not the cheapest option, its value justifies the cost.
Image source: monday.com
6. Wrike: Advanced project management for small businesses
Wrike is a robust project management tool designed for businesses with more complex needs. It offers advanced features like time tracking, reporting, and resource management, making it ideal for teams that require detailed oversight.
Key Features:
Customizable dashboards to track tasks, deadlines, and team performance.
Time tracking and workload management to optimize team efficiency.
Advanced reporting tools to gain insights into project progress and performance.
Collaboration features like file sharing, task comments, and real-time updates.
Integrations with over 400 tools, including Salesforce, Microsoft Teams, and Adobe Creative Cloud.
Why Wrike is ideal for small businesses:
Wrike’s scalability and advanced features make it a great choice for small businesses that are growing or have complex project requirements. While its learning curve may be steeper than other tools, the payoff is worth it for teams that need detailed project management capabilities.
Image source: wrike.com
7. Zoho Projects: Affordable and comprehensive
Zoho Projects is part of the Zoho ecosystem, which includes tools for CRM, finance, and marketing. It’s an affordable yet feature-rich project management solution for small businesses.
Key Features:
Gantt charts for detailed project planning.
Time tracking and billing features to manage budgets.
Task automation to streamline workflows.
Collaboration tools like chat, forums, and file sharing.
Seamless integration with other Zoho apps and third-party tools.
Why Zoho Projects is ideal for small businesses:
Zoho Projects is one of the most budget-friendly options on this list, making it accessible to small businesses with tight budgets. Its integration with the Zoho ecosystem is a significant advantage for businesses already using Zoho tools.
Image source: zoho.com
8. Basecamp: Simple and straightforward project management
Basecamp is a no-frills project management tool that focuses on simplicity and team communication. It’s ideal for small businesses that need an easy-to-use solution.
Key Features:
Message boards for team communication.
To-do lists for task management.
Schedules and calendars to keep track of deadlines.
File storage for centralized document management.
Flat pricing model that supports unlimited users.
Why Basecamp is ideal for small businesses:
Basecamp’s simplicity is its biggest strength. It’s perfect for teams that don’t need a lot of bells and whistles but still want to stay organized. Its flat pricing model is particularly appealing for small businesses with multiple team members.
Each of these tools has its strengths, and the best option for your business will depend on your specific needs, budget, and team size. Whether you’re looking for an all-in-one solution like Lark or a simple task management tool like Trello, there’s a project management software out there to help your small business thrive.
Image source: basecamp.com
9. Smartsheet: A versatile tool for project management and beyond
Smartsheet is a unique project management software that combines traditional spreadsheet functionality with powerful project management features. It’s ideal for small businesses that prefer a familiar, spreadsheet-like interface but need advanced tools for collaboration, automation, and tracking.
Key Features:
Spreadsheet-style project management: Smartsheet’s interface resembles a traditional spreadsheet, making it easy for teams familiar with tools like Excel to adapt quickly.
Gantt charts and calendar views: Visualize project timelines and schedules to manage deadlines effectively.
Automation tools: Automate repetitive tasks such as reminders, status updates, and approval requests to save time.
Collaboration features: Share sheets, comment on tasks, and attach files directly within the platform to streamline communication.
Integrations: Seamlessly connect with tools like Microsoft Office, Google Workspace, Slack, and Salesforce.
Why Smartsheet is ideal for small businesses:
Smartsheet is perfect for teams that prefer a structured, data-driven approach to project management. Its ability to combine spreadsheet familiarity with advanced project tracking features makes it a great choice for businesses transitioning from manual processes to a more collaborative and automated system. While its pricing may be higher than some competitors, its powerful automation and scalability make it worth the investment for growing businesses.
Image source: smartsheet.com
10. Jira: The go-to tool for software development teams
Jira, developed by Atlassian, is a leading project management tool designed specifically for software development and agile teams. With its robust issue-tracking capabilities and agile-focused features, Jira is a favorite among small businesses in the tech industry.
Key Features:
Agile boards: Use Scrum or Kanban boards to manage sprints, backlogs, and workflows effectively.
Issue and bug tracking: Log, track, and resolve issues or bugs efficiently, keeping development projects on track.
Customizable workflows: Tailor workflows to match your team’s unique processes and ensure smooth project progression.
Reporting and analytics: Gain insights into team performance with detailed reports like burndown charts, velocity reports, and sprint summaries.
Integration with developer tools: Connect with tools like Bitbucket, GitHub, and Confluence to streamline the development lifecycle.
Why Jira is ideal for small businesses:
Jira is the perfect solution for small businesses in software development or tech-related fields. Its agile-focused features and robust issue-tracking system make it easy to manage complex projects and ensure timely delivery. While it may have a steeper learning curve for non-technical users, its customization options and advanced reporting capabilities make it an invaluable tool for teams looking to adopt agile methodologies or improve their development workflows.
Image source: jira.com
How to choose the right project management software for your small business
Choosing the right software doesn’t have to be overwhelming. Here’s a step-by-step guide to help you make the best decision:
Identify your needs: What challenges is your team facing? Are you struggling with task management, communication, or time tracking?
Set a budget: Determine how much you can allocate for software.
Test free plans: Most tools offer free versions—try them out to see if they meet your needs.
Evaluate features: Look for software that aligns with your business goals.
Consider scalability: Choose a tool that can grow with your business.
Benefits of using project management software for small businesses
Investing in the right project management software can transform how your business operates. Here are the key benefits:
Improved productivity: Streamline workflows and reduce time spent on manual tasks.
Better collaboration: Centralize communication and file sharing.
Enhanced organization: Keep tasks, deadlines, and priorities in one place.
Cost savings: Avoid missed deadlines and inefficiencies.
Scalability: Support your business as it grows.
For example, a small marketing agency can use Lark to manage campaigns, track deadlines, and collaborate with clients in real time.
Common Challenges Small Businesses Face with Project Management Software
While project management tools can significantly improve efficiency and organization, they are not without their challenges. Here are some common issues small businesses face and how Lark provides effective solutions to overcome them:
1. Learning Curve
Many project management tools can be overwhelming for new users, especially those with complex interfaces or steep learning requirements. This can lead to wasted time and frustration for small teams with limited resources.
Lark’s Solution:
Lark is designed with an intuitive and user-friendly interface, ensuring that even first-time users can quickly adapt without extensive training. Its all-in-one platform eliminates the need to switch between multiple tools, simplifying workflows and reducing confusion. Additionally, Lark offers step-by-step onboarding guides and helpful tutorials, making it easy for teams to get started and stay productive from day one.
2. Cost Concerns
For small businesses with tight budgets, the cost of premium project management tools can be a significant barrier. Many tools require expensive subscriptions to access essential features, which may not be feasible for startups or growing teams.
Lark’s Solution:
Lark offers a comprehensive free plan that includes essential features like unlimited video calls, task management, shared calendars, and cloud storage. This allows small businesses to access powerful project management and collaboration tools without incurring additional costs. As your business grows, Lark’s affordable pricing tiers ensure you can scale up without breaking the bank.
3. Feature Overload
Some project management tools come with an overwhelming number of features, many of which may not be relevant to small businesses. This can complicate workflows, slow down processes, and make it harder for teams to focus on what truly matters.
Lark’s Solution:
Lark strikes the perfect balance by offering customizable workflows that allow businesses to tailor the platform to their specific needs. You can enable only the features your team requires, such as task tracking, shared calendars, or communication tools, while hiding unnecessary options. This ensures a streamlined experience that keeps your team focused and productive. Additionally, Lark’s integrated platform reduces the need for external apps, simplifying your tech stack and minimizing distractions.
By addressing these common challenges, Lark empowers small businesses to overcome the hurdles of adopting project management software. Its intuitive design, cost-effective plans, and customizable features make it an ideal solution for teams looking to improve efficiency and collaboration without unnecessary complexity.
Conclusion: Take your small business to the next level
The right project management software can transform how your small business operates, improving productivity, collaboration, and organization. Explore tools like Lark to find the perfect fit for your team. Start with a free trial today and see the difference it makes!
With the right tools, your small business can achieve big results.
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