Let’s Talk Project Management Software!

When I begin working with a client I normally start by asking what project management software they use, and it’s not surprising that the response usually comes back as…none.

Many entrepreneurs are doing all tasks within their business themselves, and therefore feel that having a tool is pointless. However, project management tools are meant to help every size of business, even the solo ones.

They’re also designed to help when you do decide to scale your business and bringing on a team, even if it’s just one other person.

Within a platform, business owners can communicate, collaborate and tackle projects with amazing speed and efficiency. They can also keep their project related correspondence, files, tasks, etc. all in one place.

So, Which Project Management Software Is Best?

The short answer? There isn’t one that is THE best. What is the best tool for me may not be the best one for you.

[bctt tweet=”The best tool for your business is the one you will actually use.” username=”freshtakepro”]

I’ve personally danced between five – yes, five – all at once! What I realized during this time was – project management software isn’t an ‘optional’ thing if you want to stay organized within your business.

However, if you choose a tool because someone else told you to, that won’t work either. It must fit your business rhythm – it must be something you yourself can’t live without. And for that reason, I changed how I recommend project management tools to my clients.

For years, I used to tell everyone ‘Basecamp is the way to go’. Then, clients would either not use it the way I wanted them to, or, would simply avoid it because they ‘couldn’t figure it out’. It wasn’t a part of their individual business language and because of that, they resisted it.

Now, we did eventually find a project management platform that worked for them, but, it took a little time, research, and yes, testing within their day-to-day rhythm.

Which Project Management Tools Should I Use?

The one piece of advice I want you to remember when choosing a project management platform is that a tool is only as good as its use. Let it sit there, and it won’t be doing you any good.

Luckily, most softwares out there will let you either have a free account or a trial period to help you get familiarized with their dashboard and features. So, test several of them out.

Think of it as trying on shoes! Determine which ones fit well, are comfortable, and feel like you could use them daily. Then once you figure out which one you want and stick with it.

During my own quest to find the best project management tool for my team, I decided to pull together a list of pros and cons on some of my favorites.


Basecamp is considered the leading project management tool around. It’s simple and easy to use interface enables collaboration between team members and clients.

  • 60 days of unlimited use for free.
  • Very simple, straightforward interface.
  • Access control available (admins, team members, clients, visitors).
  • Post message to message board, eliminating email threads. Plus, you can specify who can see each message.
  • Leave comments on to-dos and milestone, making it easy to clear up any client or team questions.
  • Can create similar projects from self-created templates, saving time.
  • All plans are unlimited users, only pay for number of active projects and storage space
  • Apps for Apple and Android devices
  • Service fee.
  • Chatting feature requires a Campfire plan, which is an additional fee.
  • No recurring tasks or to-do lists.



Trello is a collaboration tool that organizes projects into boards. In one glance, Trello tells you what’s being worked on, who’s working on what and where something is in a process.

  • It’s free! You can use it right away after signing up.
  • Works on about any size screen. Its interface resembles an app, instead of a website.
  • Real time updates.
  • Assigning tasks to a team member is simple and easy.
  • Adding new members is easy.
  • Aadd existing user to a board, as well as invite new users by typing in an email address.
  • Apps for Apple and Android devices
  • Service fee.
  • Can’t write documents or wiki about boards, only simple description.
  • No calendar.



Podio enable you to organize and connect everything you work with including: projects, customers, employees, etc. Work is structured – so everyone knows what they’re supposed to do, while always keeping sight of the bigger picture.

  • Free for 10 users.
  • Works seamlessly with: Dropbox, GoToMeeting, Excel, Google Drive, Email, etc.
  • Customizable to fit your workflows.
  • Simple drag and drop interface gives you complete flexibility, with no coding necessary.
  • Contains over one million customized apps.
  • Contains a full, open API.
  • From simply sharing a presentation as a status post, to completing a project by attaching design files – you can organize, discuss and track files.
  • Apps for Apple and Android devices
  • Service fee.
  • Timesheets cannot be kept private from other team members.
  • No archiving ability for completed projects.
  • Lacks time-tracking features.


Asana makes it easy for teams to track their work and get results. From tasks and projects to conversations and dashboards, Asana enables teams to move work from start to finish.

  • Free for smaller companies.
  • Web-based.
  • Freely add multiple tags to each item.
  • A singe story/task/item can have relations to multiple projects and tags.
  • Able view all tasks that are assigned to you within the workspace.
  • Add tasks by email and sync to Google calendar or iCalendar.
  • Apps for Apple and Android devices
  • Can only assign a story/task to one member.
  • Can’t invite external team members into your lists – must create a new workspace.
  • Overwhelming number of features makes for a steep learning curve.


Redbooth is the award-winning platform that empowers teams and companies to collaborate, communicate in real time and achieve breakthrough productivity.

  • Free 30 day trial.
  • Allows users to resolve issues through multiple workflows.
  • Aadd files directly to Redbooth.
  • Pick and choose what notifications appear on your dashboard.
  • Filter your search results, so that your results are relevant and easy to understand.
  • Turn conversations into tasks.
  • Apps for Apple and Android devices
  • Service fee.



Teamwork is a powerful and simple way to collaborate with your team to get work done, ensuring that business runs smoothly.

  • Free plan available.
  • Endless functional, helpful project management features.
  • Project specific file sharing and file management.
  • Project (not user) based pricing structure.
  • Project collaboration and communication features Google Drive, Dropbox, Box.com integration (varies by package)
  • Apps for Apple and Android devices
Difficult to task time.

Creating and managing tasks can be a bit tedious.

Project limits (depends on your pricing tier) are reached faster than you’d think.

Which project management tool is your favorite? Do you use more than one? Share your experience and favorites by leaving a comment below!

About the Author Lysa Greer

Lysa is a seasoned Business Strategist and Service Designer with a profound commitment to crafting holistic, valued experiences. Her specialization lies in optimizing offers to empower service-based entrepreneurs in realizing their business visions. Drawing from 24 years of multifaceted experience in broadcast and digital media, Lysa offers an array of opportunities for collaboration with diverse clients and teams, fostering connections in both virtual and in-person settings.

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