3 Project Management Tools All Small Businesses Need

No matter what your company does or how many employees you have on the payroll, all businesses will face project management responsibilities at various points within their operations. Typically those with project management degree programs excel with these responsibilities.

So instead of leaving your business unprepared to face these challenges, take a look at the following three types of tools that all companies need to have on hand in order to execute their objectives effectively.  There are dozens of different ways to incorporate these tool types into your business, so consider carefully which of the following proposed solutions will best meet your project management needs.

Tool type #1 – Task assignment system

The first project management tool that small businesses need to have in their arsenals is a task assignment system.  Essentially, this type of tool should enable companies to:

  • Break down overarching goals into smaller, more manageable tasks
  • Assign individual tasks to various employees throughout the company
  • Visually demonstrate necessary work flows to indicate the order in which tasks must be completed
  • Provide a due date assignment system that reminds staff members when tasks must be finished
  • Enables companies to mark off project tasks as “completed”

When it comes to implementing a task assignment system within your company, you’ve got plenty of different options to look into – from simple Excel spreadsheet programs and Post-it note organizational systems to fully-fledged project management software programs like Microsoft Project and the JIRA agile project management platform.

Before choosing a task assignment program for your business, take into consideration the size of your business, the complexity of your projects and the number of employees that will be using your system.  You’ll also want to take a moment to evaluate whether a standalone task management tool suits your needs best, or if you’d rather look for tool options that include the following functionalities as well.

Tool type #2 – Collaboration environment

While task assignment utilities are important, they don’t represent the full scope of needs within the dynamic project management environment.  Simply assigning tasks to employees and expecting them to be carried out appropriately without any kind of internal discussion is shortsighted at best – and downright disastrous at worst!

A few of the different collaboration requirements employees will face throughout the course of a project’s execution include the ability to:

  • Communicate with others within the company regarding project needs (which is especially important in companies with large workforces, multiple locations or remote employees)
  • Request clarification regarding time-sensitive tasks (preferably in a way that allows managers to respond without interrupting their own schedules)
  • Store notes and documents related to different tasks in order to facilitate efficient project completion

Again, there are dozens of different ways this need can be handled, depending on your company’s requirements and priorities.  Some collaboration features can be handled using chat systems or shared internal documents (as in the case of Google Drive).  Some project management systems that handle task assignments may even have sufficient collaboration tools built in to the software to meet both of these needs with a single program.

However you decide to handle your collaboration environment needs, be careful to evaluate the cost of every tool option, as well as the exact functionality each tool offers to your team.

Tool type #3 – Time tracking utility

Last but not least, keep in mind that proper time tracking plays a role in good project management.  It isn’t enough to know that your employees finished a given task on time – you need to know who finished which specific tasks and how long it took these workers in order to determine whether or not your team is working efficiently.

To do this, you need a time tracking tool that allows you to track time spent on different project tasks, by each one of your employees.  Ideally, the time tracker you choose should be easy to use and enable simple switching between projects and tasks – as overly-complex time tracking tools will limit employee compliance with this important goal.

For this reason, you’ll want to consider pairing a standalone time tracking utility like Yast with your chosen task assignment system and collaboration environment – even if the project management program you’ve selected already offers a built-in time tracking tool.  Because these built-in utilities may not offer the robust, yet simple to manage capabilities of our time tracking tool, you may find that the project management data you’re able to generate using Yast for your small business projects gives you the information needed to drive efficiency within your organization.

What project management tools are you using within your small business?  Share your experiences and recommendations in the comments section below to help other company owners learn how to manage these project-based needs.

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  • Mike says: 

    Hi Halvor,

    I use a tool that basically combines time tracking with project management & invoicing. I use it to assign tasks to users, upload project files, have discussions, track their time etc. It seemed the best fit for me because it’s hard enough getting used to one new tool, but 3 different tools would be even worse + I like tools that does more than one thing, the tool is called Paymo ( )

    • FathomIT says: 

      Here’s an awesome alternative if you don’t want to pay some service a huge for monitoring. Use the same tracking/screenshot software that oDesk uses, like my favorite Hubstaff
      I also hear they may be integrating into Jira too which is awesome.

      Then pay your contractors with Dwolla, PayPal, a check, or a simple wire transfer.

    • o8v1MiZZkf says:  (@wd3Zr5cv)

      We covl’due done with that insight early on.

  • Holy says: 

    Hi Halvor,
    I would like to suggest you my favorite tool. KanbanTool ( task assignment system plus collaboration environment. Check in out

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  • Dasha says: 

    Wrike ( is a tool that combines all these three types of functionality. It’s also integrated with many popular apps, so that it’s easy to get all work-related data in the system without extra effort.

    • Mary Myronova says: 

      Another 3-in-1 solution is Projects ( which also combines all 3 systems Halvor mentioned. It’s integrated with Google Apps for Work, so it’s perfect for those with their own company Google domain.

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