6 Best Project Management Software for Small Teams to Cut Workload

Project management software is no longer exclusive to large enterprises, as more and more smaller teams are recognizing its value in staying competitive. In fact, smaller businesses are actually 13% more likely to adopt project tools than enterprise companies, based on a 2025 report from monday.com. 

While many platforms offer more features than you might need at first, the real advantage lies in choosing software that aligns with your team’s workflow. That’s why I’ve curated a list of the best project management software for small teams, focusing on platforms that make it easier to stay organized and collaborate effectively..

• monday.com – Best for automation
• ClickUp – Best for collaboration
• Asana – Best for ease of use
• Wrike – Best value for money
• Smartsheet – Best for working with freelancers
• Jira – Best for growing teams

Our picks: Best project management software compared

1. monday.com – Best for automation

   Rating: 4.94/5

• Free plan for two seats
• Starts at $12 per user/month 

Why I picked monday.com

As a former monday.com user, I’ve found its automation features especially valuable for leading a small team where resources are limited. Automating repetitive tasks, like assigning work or sending deadline reminders, frees me to focus on guiding the team instead of handling routine updates myself. Because the setup is no-code, I don’t have to rely on technical skills or extra tools, which keeps adoption simple and quick.

I can start with pre-built automation templates for common processes, but I also have the flexibility to create custom workflows that fit how my team works. What makes monday.com stand out is the ability to chain multiple actions together. For example, updating task statuses while notifying the right people, all within the same platform. These automations keep us organized and help me delegate more efficiently, which is exactly what a small team needs to stay productive without adding extra overhead.

Standout features

• Automations: Set no-code triggers that automatically assign tasks and send date reminders, saving time on repetitive work.
• Time tracking: Start tracking time spent on a specific task using built-in timers and manual entry options. 
• Formula column: Run simple to advanced calculations using data from multiple columns for real-time insights.

Read our full monday.com review

2. ClickUp – Best for collaboration 

 Rating: 4.87/5

• Free plan for unlimited users
• Starts at $10 per user/month 

Why I picked ClickUp

I currently use ClickUp, and what I really like is how it integrates collaboration directly into the workspace, so my team doesn’t need to juggle multiple apps just to stay connected. The real-time collaboration detection has been especially helpful because it shows me when teammates are editing the same task, which keeps us aligned and avoids confusion. Chat is just as seamless, since conversations are linked to the work itself, giving us the context we need as projects progress.

What makes this powerful for a lean team is that collaboration is built into the core of the platform. I can turn a discussion into a task with one click, organize chats into spaces, and sync threads directly to the right project. Even when updates start piling up, AI-generated summaries or action items keep us from missing details. Having communication and execution in one place means my team spends less time switching between tools and more time getting work done, which is crucial when every hour counts.

Standout features

• Everything view: Get a bird’s-eye of all tasks across your organization, with filters and sorting options you can save for future use.
• Proofing: Review and annotate files directly in ClickUp; easily gather feedback and assign action items.
• Workload and box views: Get a good look at your team’s capacity in real time so you can balance workloads and reallocate human resources when needed.

Read our ClickUp review

3. Asana – Best for ease of use

   Rating: 4.77/5

• Free plan for ten users
• Starts at $12 per user/month 

Why I picked Asana

What I appreciate about Asana is how I can get started quickly without spending weeks learning the system, which is especially important for small teams that don’t have time for lengthy onboarding. The interface is clean and consistent, so moving between lists, boards, and calendars feels natural instead of confusing. Navigation is intuitive too, with the sidebar and menus keeping the tools I rely on most right where I need them.

While some platforms overwhelm smaller teams with layers of complexity, Asana strikes a balance by staying straightforward without cutting back on functionality. Once I understand how tasks, subtasks, and projects connect, scaling up to bigger initiatives feels seamless. That mix of clarity and usability makes Asana one of the easiest tools I’ve worked with for helping a small team stay organized and keep workflows running smoothly.

Standout features

• Reporting dashboard: Turn project data into customizable dashboards that highlight progress and key insights in real time.
• Portfolios: Track multiple projects in one place so you can monitor status updates and keep priorities aligned.
• Capacity planning: Balance workloads by comparing team availability with upcoming tasks to allocate resources more effectively.

Read our full Asana review

4. Wrike – Best for value for money

   Rating: 4.57/5

• Free plan with unlimited seats
• Starts at $10 per user/month 

Why I picked Wrike

I see Wrike as a great value because even its entry-level plans include features that other platforms usually only make available with their premium plans.

With the Team plan, I can create unlimited projects and use core views like Gantt charts and dashboards, which gives my small team the structure we need without feeling the pressure to upgrade. As our workload increases, I can move to the Business plan and unlock resource management, automation, and proofing tools that typically cost much more elsewhere.

What stands out most to me is Wrike’s scalability. I can begin with the essentials, then add customization, stronger security, or integrations as our needs evolve, all without replacing the platform. That balance of affordability and growth potential makes Wrike a cost-effective choice for small teams that want enterprise-grade functionality without overspending.

Standout features

• Gantt charts: Plan projects visually with interactive timelines that make it easy to adjust tasks and track progress.
• Cross-tagging: Connect tasks across multiple projects or folders so updates automatically stay aligned everywhere they appear.
• Custom request forms: Standardize work intake with dynamic forms that capture the right details and create tasks instantly.

Read our full Wrike review

5. Smartsheet – Best for working with freelancers

   Rating: 4.45/5

• 30-day free trial 
• Starts at $12 per user/month 

Why I picked Smartsheet

I find Smartsheet especially useful when working with freelancer teams because it combines project tracking with resource management in one platform. The resource management feature shows me exactly when contributors are available or overloaded, which helps me assign work more effectively and avoid delays that small teams can’t afford. Timesheet tracking also gives me a reliable way to keep freelance hours consistent and maintain visibility into billable costs.

What really makes Smartsheet stand out is its partnership with Upwork, where I can connect directly with freelance experts who already know how to use the platform. For a small team, that combination of scheduling oversight and quick access to skilled talent makes it much easier to extend capacity without going over the budget. Overall, it gives me a practical way to manage freelancer teams while still delivering projects on time.

Standout features

• File library: Centralize important project files in one place for quick access, easier collaboration, and faster execution.
• Document generation: Automate the creation of custom documents by pulling data directly from your sheets into pre-built templates.
• Conversations: Keep discussions organized within rows or sheets so context stays connected to the work itself.

Read our full Smartsheet review

6. Jira – Best for growing teams 

   Rating: 4.08/5

• Free plan for two seats
• Starts at $8.6 per user/month 

Why I picked Jira

I like how Jira gives me the flexibility to start small and expand as my team takes on more projects. When I’m tracking several initiatives at once, filters and quick views help me focus on what matters, so larger boards don’t become overwhelming. As our workload increases, I can break projects into smaller boards or use Jira Query Language (JQL) to pull up only the issues that need attention, which keeps my team from getting overwhelmed.

Unlike some platforms that slow down when data piles up, Jira’s indexing keeps performance steady even as the number of issues grows. I also appreciate how permissions tied to filters let me decide what different team members can see, which keeps boards relevant and organized. That mix of performance and adaptability makes Jira a reliable option for small teams that need a tool they won’t outgrow as they scale.

Standout features

• Dependency management: Visualize task order to identify potential bottlenecks early and keep projects moving smoothly.
• Goal tracking: Track how work aligns with company goals in a summary view that’s easy to share.
• Shared release dates: Connect development and launch teams with a single source of truth for release schedules and updates.

Read our full Jira review

How to choose project management software

Finding the best project management software comes down to matching the platform’s strengths with your team’s needs. Even as a small team, you’ll want to focus on features that improve collaboration and adapt as your projects grow.

• Ease of use: Software with a clean, intuitive layout shortens the time it takes for your team to get comfortable. The easier it is to navigate, the quicker everyone can focus on projects instead of figuring out the tool.
• Collaboration features: Look for platforms that bring conversations and files directly into the workspace. When tasks, chats, and feedback live in one place, teams communicate faster and reduce the risk of missing critical details. In fact, 76% of people who primarily use a project management tool to communicate with co-workers report better internal efficiency, according to a 2024 Project.co survey.
• Scalability: The best choice is one that supports today’s projects while preparing for tomorrow’s growth. A scalable platform makes it simple to add users or advanced features as your workload increases.
• Reporting and analytics: Clear visibility into progress helps you spot trends before they become problems. With strong reporting, you can adjust priorities, manage resources, and keep deadlines under control.
• AI capabilities: Modern tools with AI can streamline repetitive tasks while surfacing insights you might overlook. It’s no surprise that a Capterra survey found 55% of buyers say adding AI is the top reason to invest in new project management software.
• Integrations: A tool that connects with your CRM, chat, and storage apps creates a smoother workflow. Instead of jumping between platforms, your team works from one centralized hub that keeps everything aligned.

The right choice is the one that aligns with your workflows and budget, while offering flexibility for growth. By prioritizing features that address today’s challenges, you can avoid costly transitions down the line. With the right project management software, your team can deliver more efficiently and stay aligned from start to finish.

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