5 Online Project Management Tools For Small Teams

By | December 23, 2021

When it’s time to manage a project for a small team, whether for two or ten, what tools do you use? Smaller projects usually don’t require a hefty tool like Microsoft Project. And Microsoft Excel can be effective.

Tools that offer task management, deadlines, reminders, and even team communication, all in a friendly interface, can be more efficient. This online project management tool is ideal for situations where simplicity is at its best, additional features are useful, and easy access is critical.


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

You’ve probably heard of Trello. And that’s because it’s a popular online project management tool and it’s full-featured yet easy to use at the same time.

Trello uses the Kanban method, which is a visual way to manage projects. In short, you use a board that contains lists and cards that represent all the parts of the project. Read our article on the Kanban method to learn more.

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

  • Create multiple boards with multiple lists and cards on each.
  • Set deadlines and add reminders for tasks.
  • Organize 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 in the interface.
  • Add power-ups to integrate with other services.

Trello offers additional features that go beyond these basics. But again, this app is super easy to use and uncomplicated.

Along with the web app, 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. Paid plans offer additional features.


Best for: 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 projects) that contain cards for assignments and other items.

With a fully customizable dashboard, you can use backgrounds, colors and icons to create fun displays that come in handy in an instant. The site provides easy navigation and intuitive options.

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

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

Also, like Trello, MeisterTask is available for mobile devices and as a desktop app. 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.


Best for: Workspace customization, team communication and ease of use.

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If you prefer a more textual project management method over a visual one, give Podio a try. This app uses the workspace for your team and projects. Within the workspace, you can create and view tasks, check the calendar, and view all project activities in tiled format.

Podio includes an excellent App Market where you browse for functional or industry related apps and packages. For example, the Project Management app includes apps for meetings, results, milestones, and timesheets. Once you add an application, or package, you can configure it according to your needs.

This is a standout feature of Podio because it means you can customize it and function exactly how you want it.

Here is a list of basic Podio features. Keep in mind 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 repetitive tasks.
  • View the full conversation in the workspace activity area with comments, likes and mentions.
  • Share links, files and questions.
  • Turn comments into tasks.
  • Receive activity notifications.
  • Have a private chat conversation.

Along with the Podio website for easy access, you can check out the mobile app for work on the go. Podio is available for free to five team members and five external members across your workspace. For additional team members, you can check out the paid plans.


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

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

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

  • Invite team members and control sharing options.
  • Create tasks with due dates, subtasks, attachments, dependencies, comments, and assignees.
  • Set priorities, duplicate tasks, or create recurring to-dos.
  • View the complete 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 from other online tools, Wrike is a paid app. But right now you can check it out for free with a 14 day trial. Plus, Android and iOS mobile apps are available for free to stay on top wherever you go. Wrike also provides a helpful resource center with articles, videos, and case studies for your industry.


Best for: All sizing projects, Kanban project list and view, and team collaboration.

If you prefer to use free online tools, another great option is Freedcamp. This tool lets you organize 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 really impresses with the number of features it offers at no cost. So, here are 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 task progress.
  • Sort and filter your projects in list view and Kanban.
  • Quickly add calendar events and start a new discussion.
  • Receive and filter notifications.
  • Switch between your dashboards, task boards, widgets and calendars with a single click.
  • Add and access bookmarks and shortcuts.

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

The free plan really covers most anything your small team needs. However, if you need larger file sizes, storage service integration, or data backup, you can look into affordable paid plans as well.

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