5 Online Project Management Tools for Small Teams

Sandy Writtenhouse 02-02-2018

When it’s time to manage a project for a small team, whether for two or ten, what tool do you use? Smaller projects don’t usually require a hefty tool like Microsoft Project. And Microsoft Excel can be effective, but mostly for project tracking 10 Powerful Excel Project Management Templates for Tracking Free project management templates are the best. Get these key Microsoft Excel spreadsheet templates for tracking any project. Read More .


A tool that offers task management, due dates, reminders, and even team communication, all within a friendly interface, can be more efficient. These online project management tools are ideal for situations where simplicity is best, additional features are helpful, and easy access is essential.

1. Trello

Best for: Visual project management, multiple avenues of access, and extensive features.

You have likely heard of Trello. And that’s because it is a popular and full-featured online project management tool A Guide to Trello for Life and Project Management Trello can help you get organized. It's a free tool to manage any kind of project. Read this guide to understand its basic structure, the navigation, and how Trello can be useful to you. Read More while remaining simple to use at the same time.

Trello uses the Kanban method, which is a visual way to manage projects. In a nutshell, you use boards that contain lists and cards that represent all of the project pieces. Consult our article on the Kanban method How to Manage Your Tasks Using the Japanese Kanban Technique Here's how to use the Japanese project management technique of Kanban to optimize your workflow in a group or solo. Read More to learn more.

Moving onto the features, here is a list of the basics you can do with Trello:

  • Create multiple boards with many lists and cards in each.
  • Set due dates and add reminders for tasks.
  • Set up and apply labels to organize cards.
  • Attach files from your computer or a service like Dropbox or Google Drive.
  • Include members, comments, mentions, and checklists.
  • Use drag-and-drop to move items within the interface.
  • Add power-ups to integrate with other services.

Trello offers additional features that go well beyond these basics. But again, the application is super easy to use and not overcomplicated.

Trello Online Project Management Tool

Along with the web application, you can use Trello on your mobile device, with browser extensions, and on your desktop. This makes it a great cross-platform tool for you and your team. Trello is available for free, making it ideal for small projects and teams. The paid plans offer extended features.

Download: Trello for Windows, Mac, Android, iOS


2. MeisterTask

Best for: An alternative to Trello, visual project management, and cross-platform access.

Very similar to Trello, MeisterTask is a visual project management tool. You create lists on your board (called a project) that contain cards for tasks and other items.

With a fully customizable dashboard, you can use a background, colors, and icons to create a pleasing appearance that is useful at a glance. The site provides easy navigation and intuitive options.

Along with this, here are just some of the basic features of MeisterTask:

  • Create multiple projects with many lists and tasks in each.
  • Set due dates and assign tasks.
  • Set up and apply tags for organization.
  • Attach files from your computer or a service like Dropbox or Google Drive.
  • Include comments and checklists.
  • Use drag-and-drop to move items within the interface.
  • “Watch” and “Like” specific cards.
  • Receive helpful notifications.

MeisterTask Online Project Management Tool

Also, like Trello, MeisterTask is available for mobile devices and as a desktop application. You can use the free plan for unlimited projects and members. But MeisterTask also offers paid plans for features like larger file sizes and multiple integration options.

Download: MeisterTask for Windows, Mac, Android, iOS

3. Podio

Best for: Workspace customization, team communication The 6 Best Free Online Meeting Tools to Collaborate With Your Team Here are some great free online meeting tools that let you collaborate and chat with your colleagues, no matter where they are. Read More , and ease-of-use.


If you prefer a more textual method of project management as opposed to a visual one, give Podio a try. This application uses workspaces for your team and projects. Within a workspace, you can create and view tasks, check the calendar, and see all project activity in a tile format.

Podio includes an awesome App Market where you browse for functional or industry-related apps and packs. For instance, the Project Management apps include those for meetings, deliverables, milestones, and timesheets. Once you add an app, or pack of them, you can configure them to suit your needs.

This is a true standout feature of Podio because it means you can customize it and its functions exactly as you want.

Here is a list of the basic Podio features. Just remember that each app you add has its own set of features beyond these.

  • Invite team members and control their access roles.
  • Create tasks with due dates, reminders, attachments, comments, and assignees.
  • Use reminders and recurring tasks.
  • View full conversations in the workspace activity area with comments, likes, and mentions.
  • Share links, files, and questions.
  • Turn comments into tasks.
  • Receive notifications of activity.
  • Have private chat conversations.

Podio Online Project Management Tool

Along with the Podio website for easy access, you can check out the mobile apps for working on-the-go. Podio is available for free for five team members and five external members across your workspaces. For additional team members, you can check out the paid plans.

Download: Podio for Android and iOS

4. Wrike

Best for: Flexible project views, multiple projects and folders, and extensive task management.

Another nice online tool, similar to Podio, is Wrike. What’s interesting about Wrike, is that you can view your projects in text-based or visual views, whichever works best for you. Choose from a List, Board, or Table view or use all three depending on what you want to see. Wrike also provides a Timeline view of your project and tasks which looks like a Gantt chart.

Take a look at these basic Wrike features to see if it’s right for you:

  • Invite team members and control the sharing options.
  • Create tasks with due dates, subtasks, attachments, dependencies, comments, and assignees.
  • Set priorities, duplicate tasks, or create recurring to-dos.
  • View a full activity stream with comments and attachments.
  • “Follow” tasks and use filters for those assigned to you.
  • Review your dashboard for your own tasks and items.
  • Import and export projects.

Different than the other online tools, Wrike is a paid application. But you can currently check it out for free with a 14-day trial. Plus, both the Android and iOS mobile apps are available for free to stay on top of things wherever you go. Wrike also provides a helpful resource center with articles, videos, and case studies for your industry.

Wrike Online Project Management Tool

Download: Write for Android and iOS

5. Freedcamp

Best for: Any size project, list and Kanban project views, and team collaboration The 8 Best Google Teamwork Tools for Online Collaboration Google has a roster of cloud tools built for teamwork. Here are the best Google teamwork tools for remote work with your team. Read More .

If you prefer to stick with a free online tool, one more excellent option is Freedcamp. This tool lets you set up multiple projects and tasks, use discussion boards, and share files in a collaborative team environment. Plus, you can easily switch between List and Kanban views.

Freedcamp is impressive with the number of features it offers at no charge. So, here are just some of the basics:

  • Invite team members and control their access.
  • Create tasks with due dates, subtasks, attachments, priority, comments, and assignees.
  • Start, stop, or restart progress on tasks.
  • Sort and filter your projects in both list and Kanban views.
  • Quickly add calendar events and start new discussions.
  • Receive and filter notifications.
  • Switch between your dashboard, tasks board, widgets, and calendar with a click.
  • Add and access bookmarks and shortcuts.

Freecamp offers a great number of useful features in its intuitive interface. Plus, the flexibility allows for management of most any size project. You and your team can access it on the web, Android, or iOS mobile device.

Freedcamp Online Project Management Tool

The free plan really does cover most anything your small team would need. However, if you need larger file sizes, storage service integration, or data backups, you can take a look at the affordable paid plans too.

Download: Freedcamp for Android and iOS

Do You Have a Go-To Online Project Management Tool?

These five online tools have not only the key features you need for managing your project, but go a bit beyond the basics in their own ways. For small project teams, simpler is usually better. And these excellent tools can help your project succeed.

Do you use one of these online project management tools already? Or do you and your team have a different one that you swear by? Let us know your thoughts below!

Related topics: Collaboration Tools, Project Management, Task Management, Trello.

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  1. David
    August 28, 2019 at 9:47 am

    We have been using for a while. It doesn't have all the features of some of the big names mentioned above but we it's great value and it's automated task scheduling/planning is brilliant. It plans tasks for us and monitors deadlines, saving us so much time and effort.

    The team is pretty responsive at replying to requests for new for features as well

  2. Karina
    July 31, 2018 at 8:01 pm

    I used to use Trello, but I actually didn't like it. When you have a lot of assignments, it's very easy to miss the deadlines of some of them. Also, it sends too many notifications. Now I and my team are using . I find it so much easier to use! One look at the board is enough to know exactly what I need to do and what my colleagues are working on at the moment. I have a feeling we've become more productive and we don't miss the deadlines anymore.

  3. Stu
    April 24, 2018 at 9:42 am

    We use Dooster, so much more practical.

    February 9, 2018 at 6:29 am

    I use Asana. Really like it.