- Project management software at a glance
- Ten project management tools worth a look
- The seat limit that catches small teams on project management software
- How to test project management software in one week
- Which project management software suits which team
- Setting up project management software so people use it
- My plain advice on picking project management software
- Frequently asked questions
The best project management software is the one your team will open every day: clear tasks, owners and dates, a view that matches how you plan, and a free tier or trial big enough to test with real work. This page lists ten options in no particular order, then covers seat limits, setup and how to choose.
Most roundups of project management software repeat the same five household names. That's useful if you want a safe pick, but it hides a long list of smaller tools that are often a better fit for a small team, an agency or a business that wants something simpler.
Below are ten tools in no particular order, sorted alphabetically, with smaller and independent products alongside better-known ones. Each description comes from the tool's own website, re-checked today. If you're still deciding whether you need a tool at all, my explainer on the main project management methodologies helps you pick a way of working first.
Project management software at a glance
In the free plan column, Yes means the tool's own site describes a free plan, Trial only means a time-limited trial without an ongoing free tier, and No means the site doesn't state either. Free plans usually cap seats, projects or storage.
| Tool | Type | Good for | Free plan |
|---|---|---|---|
| awork | Work management | Agencies planning people and projects | Trial only |
| Freedcamp | Project management | Tasks, discussions and milestones | Yes |
| GoodDay | Work management | Small teams that want structure | Yes |
| Leantime | Open source project tool | Teams that think visually | Yes |
| Nifty | Project management | Projects, docs and chat together | Yes |
| Plaky | Task and project boards | Simple boards with custom fields | Yes |
| Plane | Open source project tool | Product and software teams | Yes |
| Productive | Agency operations | Agencies tracking time against client work | Trial only |
| Quire | Nested task manager | Breaking big goals into steps | Yes |
| Zoho Projects | Project management | Teams already using Zoho apps | Yes |
Ten project management tools worth a look
awork
Best for: Agencies and service teams that want task planning, workload and time tracking together, with a trial before committing.
Freedcamp
Best for: Small teams that want a long-running free plan with tasks, calendars, files and milestones in one place.
GoodDay
Best for: Small teams that want a structured work management platform with a free tier for up to ten users.
Leantime
Best for: Teams that want open source project management designed around how people with different working styles plan their day.
Nifty
Best for: Teams that want tasks, docs, discussions and milestones in one workspace without juggling separate apps.
Plaky
Best for: Teams that like board views and custom fields and want to start on a free plan.
Plane
Best for: Product and software teams that want issue tracking with a cloud free tier or the option to self-host.
Productive
Best for: Agencies and consultancies that need projects, resourcing and time tracking tied to the client work they bill for.
Quire
Best for: People who plan by breaking big goals into nested lists, then switching to a kanban view.
Zoho Projects
Best for: Businesses already using Zoho apps that want Gantt charts and task lists inside the same family.
The seat limit that catches small teams on project management software
Here's the part people miss. A free plan is rarely limited by features first, it's limited by people and projects. Zoho's own plans page lists its free plan for up to five users and a small number of projects, and monday.com's plans page lists its free plan for up to two seats. Invite your whole team on day one and you can hit the ceiling before you've finished testing.
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So count heads before you choose. Include freelancers, clients who need to see progress and anyone who only comments, because some tools count guests as full members and some don't.
How to test project management software in one week
- Pick one live project, not a demo project.
- Add every task, owner and due date for the next two weeks.
- Ask two colleagues to update their tasks from their phones.
- Run your normal weekly check-in from the tool instead of a spreadsheet.
- At the end of the week, ask who stopped using it and why.
If people drifted back to email by day four, the tool was too heavy for your team. That's useful information, not a failure.
Which project management software suits which team
- Solo founders and very small teams usually want a simple board or list with reminders.
- Agencies need time, workload and client visibility, which is where specialist tools earn their place.
- Product teams want issues, cycles and roadmaps.
- Teams that hate admin do better with fewer fields and one clear view.
Setting up project management software so people use it
Start with three columns or statuses and one rule: every task has an owner and a date. Add tags, custom fields and automations only when someone asks for them. Most tools fail because they're set up for the team you'd like to be, not the team you are.
Agree where conversations happen, too. If comments live in the tool but decisions still happen in email, the tool becomes a second job.
If you manage remote people, the habits matter more than the software. My piece on what a remote project manager does day to day covers the check-ins and handovers any tool has to support.
Do you make project management software? Tool makers can ask to be considered for a featured place on this list.
My plain advice on picking project management software
Choose the tool your least technical colleague can use without help, then add structure later. A simple system that everyone updates beats a powerful one that only the person who chose it opens.
Frequently asked questions
What is the best project management software for a small team?
It depends on how you plan. Board-based tools suit visual planners, list-based tools suit people who think in steps, and agency tools suit teams that track time against client work.
Is there free project management software?
Yes. Several tools on this list describe a free plan, usually with limits on seats, projects or storage. The table shows what each site states.
Do free plans limit the number of users?
Often, yes. Check the seat limit and whether guests or clients count as members before you invite everyone.
Should I choose open source project management software?
Open source tools can be self-hosted, which gives you control over your data. You also take on updates, backups and security.
How long should I test a project management tool?
A week of real work is usually enough to see whether people keep using it.
Can I move my projects to another tool later?
Most tools let you export tasks to a spreadsheet file. Check the export options before you build your whole process inside one tool.
