Finding the best PM software is like going shoe shopping–you have to figure out which one is the best fit for your business. Organizations that undervalue project management experience 50% more project failures, highlighting the importance of choosing the right tools. Here are some of our favorite recommendations, so you can get an idea of which scaling system may best suit your needs.
What is Project Management Software
Project management (PM) software is an online platform used to plan, organize, and manage the resources and tools a business needs to operate daily. As a result, PM software plays a critical role in a business’s ability to stay on top of projects, maintain workload, organize business processes, procedures, and people, and ultimately scale.
Mastering Project Management for Projects of All Sizes
Managing both small projects and large initiatives requires a combination of strategy, organization, and the right tools. Here’s how you can handle it all:
Leverage Versatile Project Management Tools
- Choose the Right Software: Opt for user-friendly apps like Trello, Asana, or Monday.com that cater to both small tasks and extensive projects.
- Centralize Communication: Keep everything in one place to reduce chaos. Use platforms that integrate chat, updates, and document sharing.
Stay Organized and Focused
- Prioritize: Break down workloads by importance. Use techniques like the Eisenhower Matrix to differentiate what’s urgent from what’s important.
- Set Realistic Goals: For each project, define clear objectives and measurable milestones to keep track of progress.
Adapt Your Strategy
- Flexible Planning: Allow for adjustments. Smaller projects often shift quickly, while larger initiatives might require more static processes.
Resource Allocation: Efficiently assign resources by assessing project scopes and timelines. This approach ensures that neither small tasks nor large projects fall short on attention.
Maintain Strong Leadership
- Empower Your Team: Foster autonomy by encouraging team members to take ownership of their tasks.
- Clear Communication: Consistent updates and feedback loops keep everyone aligned and aware of any changes.
By implementing these strategies, you’ll find yourself adeptly handling everything from quick assignments to substantial ventures with confidence and control.
Assessing Your Project Management Software Needs
When we onboard a client at Beyond the Chaos, one of the very first things we do is assess the tools the business is already using to identify areas of opportunity.
If the client already has PM software in place, that’s working for him, we then help him use every feature to its fullest potential and suggest functions that enhance the experience.
If the client has PM software that isn’t working for him, we’ll recommend ways to use it better–or another software that’s a better match. Of course, changing software incurs a cost, and we’ll discuss the steps required when changing platforms and whether this transfer is the best option for the client’s goals.
Our team has experience working with various PM software and can even integrate workarounds beyond the standard features to give you the best solution for your money.
If you don’t have PM software in place, don’t worry. It’s never too late to get your business organized. The best PM software for your competitors or peers might not be the best software for you. Finding the right fit is more about you, the client, than the industry. And you don’t have to figure it out on your own!
Once you’ve taken stock of your needs, the next question is whether a free plan will meet your expectations—or if it’s time to invest in more robust features.
Free vs. Paid Tiers: What’s Right for Your Team?
One of the questions we often encounter when helping clients choose project management (PM) and collaboration software is whether it’s best to stick with the free version or invest in a paid plan. Each option has distinct advantages, depending on your business needs, team size, and the complexity of your projects.
Benefits of Free Tiers
Free tiers can be an excellent starting point if you’re just getting your feet wet with PM tools—perfect for startups, small teams, or those testing multiple platforms. Here’s what you typically get:
- Fundamental Features: Most free versions cover the essentials—task lists, basic collaboration, and limited storage. Enough to keep a small team or a single project organized without feeling overwhelming.
- Budget-Friendly: No financial risk, which means you can try different applications before making a commitment.
- Simple Onboarding: Free plans usually mean minimal setup and fewer features to navigate, making them less intimidating for teams new to structured project management.
Why Upgrade to Paid Plans?
As your team or projects grow, you might find yourself bumping up against the limits of a free plan. Paid tiers unlock more robust capabilities, such as:
- Expanded Collaboration: Paid versions often allow for more users, advanced permissions, and client access—making it easier as your operations scale.
- Advanced Features: Think custom automation, powerful reporting, integrations with other business tools, and more sophisticated views (like Gantt or Kanban boards).
- Dedicated Support: Premium plans typically offer priority customer support and onboarding resources, minimizing downtime and keeping your projects on track.
- Increased Storage & Security: Larger file uploads, more data retention, and upgraded security features give peace of mind as you handle more sensitive or complex work.
Making the Choice
Start by outlining your must-have features, team size, and future growth plans. Pilot the free version to test usability, then assess if the additional investment in a paid plan aligns with your business goals and workflow. In many cases, beginning with a free plan and scaling up as your needs evolve is both strategic and cost-effective.
Integrating Project Management Tools with Collaboration Platforms Enhances Efficiency and Project Outcomes
Integrating a project management tool with a collaboration platform can significantly boost the efficiency and success rate of project management. Here’s how:
Streamlined Communication: By combining these tools, you can centralize communication. Team members can easily engage in real-time chats and discussions, minimizing the need for constant emails. This type of immediate exchange of ideas helps to quickly resolve issues as they arise.
Efficient File Sharing: With an integrated system, all project-related documents and files are stored in one accessible location. This process ensures everyone has access to the latest versions and reduces the risk of duplication or lost information.
Enhanced Organization: Collaboration platforms often offer features like task lists, calendars, and milestones that can be synced with your project management tool. This integration allows for a holistic view of the project timeline and can keep everyone informed of key deadlines and responsibilities.
Improved Meeting Management: Scheduling and conducting meetings becomes a breeze. Virtual meetings can be set up effortlessly within the platform, allowing participants to join with ease and access relevant documents during discussions.
Increased Transparency: Integrated tools provide a clear overview of each team member’s progress. This transparency helps to identify bottlenecks early and ensures accountability, making it easier to adjust workflows as needed.
By leveraging the combined power of a project management tool and a collaboration platform, teams can enhance productivity, stay better organized, and improve overall project outcomes.
Managing Projects Across Multiple Platforms
Managing projects across more than one platform isn’t ideal, but it’s a reality for many small business owners—especially when different departments, freelancers, or clients use different tools. Here’s how to stay organized and in sync:
- Establish a Source of Truth: Choose one central platform (like Teamwork.com) to house the master plan, even if other teams use supporting tools.
- Standardize Your Workflow: Create repeatable workflows that translate across systems, even if the interface differs. That way, everyone knows the next step—regardless of which software they’re using.
- Integrate Where Possible: Use integrations or tools like Zapier to sync data automatically, so you don’t waste time duplicating work.
- Communicate Expectations: Clearly define which system is used for what. For example, task-level collaboration may happen in ClickUp, but project-level updates live in Teamwork.com.
Balancing multiple platforms may not be ideal, but it’s manageable with structure, consistency, and a central source of truth.
Choosing the Best Project Management Software for You
Take a look at some of the best PM software listed below to get an idea of which one is the best for you.
Teamwork.com
Teamwork.com is an all-in-one project management software designed for professional service companies. It provides the tools and reports a business needs to maximize time and resources. So, in our opinion, it’s the most robust tool on the market and the best PM software a company can buy.
Beneficial Features:
- Real-time collaboration with teammates and clients
- Client billing functionality
- Permission control
- Kanban functionality
- Automation
- High-powered API
Pricing Packages:
Free ($0), Deliver ($10/user), Grow ($1920/user) Scale ($54/userContact for price) Enterprise (Contact for price)
We are a Teamwork.com Partner and certified expert because we recommend the platform so often. Click here for a free Teamwork.com Audit to check in on your operations surrounding Teamwork.com.
ClickUp
ClickUp is a productivity software designed to help businesses plan, track, and manage projects. It’s best known for its task management features that allow users to sort, filter, and view the most relevant tasks. In addition, ClickUp is a lower-priced alternative to Teamwork.com if pricing is a concern.
Beneficial Features:
Free plan allows unlimited users
- File storage is unlimited on all paid plans
Pricing Packages:
Free ($0), Unlimited ($5/user), Business ($9/user), Business Plus ($19/user), Enterprise (Contact for price)
Basecamp
Basecamp is a straightforward, clean project management tool that offers a great dashboard for discussing ideas, planning marketing initiatives, and communicating with your team. Its functionality is simple, making it a solid entry-level platform for project management. And the best part is, once you outgrow Basecamp, you can seamlessly import your data over to Teamwork.com.
Beneficial Features:
Easy onboarding
- Basic project management features
- Dedicated tools to communicate, plan work, give status updates, share files, and more
Pricing Packages:
$99/month with unlimited users
Asana
Asana is another entry-level project management software that allows businesses to stay organized through its goals, project, and task functionality. It’s customizable and easy to navigate when onboarding a new user. Import all data to Teamwork.com when you’ve outgrown the platform.
Beneficial Features:
Template functionality in paid plans
- Priority and deadline settings
- Projects viewed by list, board, or calendar
Pricing Packages:
Basic ($0), Premium ($10.99/user), Business ($24.99/user)
Beyond the Chaos is an official Asana partner.
Trello
Trello is the most basic project management software you can use. It offers a bird’s-eye view of each project board to allow users to work more efficiently and collaboratively. We recommend Trello to clients who need a simple structure and prefer to work in stages rather than projects. Import Trello into Teamwork.com when you are ready to upgrade.
Beneficial Features:
Kanban organizational structure
- Apps can easily integrate into workflow
- No-code automation
Pricing Packages:
Free ($0), Standard ($5/user), Premium ($10/user), Enterprise ($17.50/user)
Monday.com
Monday.com is a PM software that provides resource management, time tracking, collaboration, reporting, and more. It’s convenient for businesses that may need to track hours, timelines, and invoices. So, we recommend Monday.com for clients who want a more customized solution. Also, Monday.com also imports into Teamwork.com.
Beneficial Features:
A focus on collaboration
- Low-code customizable to suit business needs
- Many supported integrations
Pricing Packages:
Individual ($0), Basic ($8/user), Standard ($10/user), Pro ($16/user), Enterprise (Contact for price)
Beyond the Chaos is an official Monday.com partner.
Teamwork Desk
Teamwork Desk is a powerful helpdesk and customer support software designed to streamline team collaboration and improve customer service. With a focus on ticketing, tracking, and customer communication, it allows businesses to manage support inquiries efficiently and resolve issues faster. Teamwork Desk is the ideal solution for companies looking to elevate their customer support experience and keep operations running smoothly.
Beneficial Features:
- Ticket management with automated workflows
- Multichannel support (email, live chat, social media)
- Customizable ticket views and workflows
- Collaboration tools for team discussions
- Real-time reporting and analytics
- Knowledge base for self-service support
- SLA management and escalation rules
- Integrations with Teamwork.com, Slack, and other tools
Pricing Packages:
- Free ($0)
- Starter ($10/user/month)
- Business ($20/user/month)
- Enterprise (Contact for price)
Beyond the Chaos is an official Teamwork Desk partner.
Process.st
Process.st is a comprehensive workflow and process management software designed to help businesses streamline tasks, automate processes, and collaborate effectively. It provides an intuitive platform for managing recurring tasks and processes with ease, making it an ideal tool for teams looking to improve their operational efficiency. In our opinion, Process.st offers the best solution for businesses that need to keep workflows on track and collaborate seamlessly.
Beneficial Features:
- Easy-to-use process and checklist templates
- Task management with recurring task functionality
- Real-time collaboration and comments
- Automation of workflows
- Integrations with popular tools like Slack, Zapier, and more
- Customizable permissions and user roles
- Powerful analytics and reporting tools
Pricing Packages:
- Free ($0)
- Pro ($12.50/user/month)
- Business ($25/user/month)
- Enterprise (Contact for price)
Beyond the Chaos is an official Process.st partner.
While workflow platforms like Process.st help create structure, pairing them with automation tools adds an extra layer of speed and consistency—especially for repetitive or cross-platform tasks.
Automation Apps: The Secret Ingredient to Effortless Workflow
If you’ve ever wished you had a virtual assistant to handle repetitive tasks so you could focus on more strategic work, automation apps may be exactly what you need.
Streamline the Repetitive
Automation tools are built to take over those time-consuming tasks that slow you down—like moving contact info between platforms, organizing meeting notes, or updating spreadsheets. With simple “if this, then that” logic, you can build automated workflows that connect your favorite apps and keep things running without constant oversight.
Why Automation Tools Belong in Your Stack
Think of automation apps as quiet connectors that keep your operations smooth and synchronized:
- App-to-App Integration: Easily connect tools like Slack, Google Drive, Outlook, and your CRM to reduce tab-hopping and manual copy-paste.
- Real-Time Updates: Changes made in one system can automatically reflect in another—keeping your data accurate and current.
- Meeting Support: Recordings, transcriptions, and action items can be created and filed instantly so you’re not stuck typing up notes later.
- Custom Rules: Build logic that fits your team’s process—whether that’s assigning follow-up tasks, archiving files, or logging client updates.
Why It Matters
When automation handles the recurring tasks in your workflow, you save more than time—you free your brain for high-value work. From improving response times to minimizing errors, automation apps play a vital role in creating a smoother, less chaotic workday.
Before wrapping up, it’s worth calling out a few time-tracking tools that pair well with many project management systems and help keep projects on time and under budget.
Recommended Time-Tracking Apps for Individuals and Teams
When managing client-driven projects, keeping a close eye on how time is allocated isn’t just helpful—it’s essential. The right time-tracking software can shine a light on where hours are really going, making invoicing, project estimates, and resource allocation much simpler. Two standout solutions we frequently see benefit both solo operators and growing teams:
- Harvest – A favorite for service-based businesses, Harvest makes it straightforward to log billable hours, assign them to the right client or project, and generate easy-to-understand reports. The platform is intuitive, so your team can start tracking time without a long learning curve—and it doesn’t break the bank.
- Toggl Track – Especially popular with freelancers and remote professionals, Toggl Track helps capture time spent on specific tasks and provides summaries that can reveal exactly where your day goes. Even if you don’t invoice clients by the hour, Toggl Track’s insights can fine-tune your project estimates and help you set realistic schedules for future work.
Both options offer flexible pricing, starting with free plans and growing as your needs expand. No matter which route you choose, integrating a reliable time-tracking app into your project management ecosystem will give your team a valuable edge in productivity and transparency.
Transforming Your Business Operations with Beyond the Chaos
Have you picked out the right PM software for your circumstances? Don’t wait. Get in touch today with Beyond the Chaos and get started. We know project management isn’t your favorite part of your business – but it IS ours.
Want to know more about how to organize the operations of your business? Head over to our complete guide for successful business operations. A free resource for small business operations.