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5 Steps to choosing the perfect project management tool for your business

Ready to get your business organised?

In today’s post, I want to talk to you about project management tools and how to pick the best one for your business (and your team!)

If you’re ever Googled the term “project management tool”, you’ve probably been overwhelmed by the results. There are a LOT of project management tools out there that have been designed with online business owners like you in mind, making the decision process tough!

They all have their pros and cons, unique features and fun quirks.

Here are 5 steps to follow in order to choose a project management tool that suits you, your business AND your team.


Before we really dive into the details of the decision making process, let’s talk about why you need a project management tool in the first place!

The answer is pretty simple - to organise your business.

If you pick the tool that suits your business needs and your way of thinking, you can pretty much run your entire business from one central place (your project management tool).

So, if you’re guilty of having your business plans, notes, to-do lists, and more in 3 different planners, 100 post-it notes, on your phone, and an illegible scribble on the back of a receipt crumpled up in the bottom of your handbag, then you definitely need a project management tool!

Here are the main reasons that I LOVE using a project management tool for my business (and my clients’ businesses too):

● Everything is in one place - tasks, documents, attachments, etc.

● I can access everything no matter where I am (from my laptop, my phone, my ipad…)

● My clients and my team members can access everything no matter where they are

● I can assign tasks to clients and team members without having to write out lengthy emails and clog up their inboxes

● I can create workflows and SOPs which save me a TON of time in my business

● I never miss a deadline! I have a clear overview of what is due each day

● It cuts down on the number of emails I have to send

● I have a place to turn my big goals into actionable plans (and set deadlines to make sure they happen)

● It keeps me accountable - no one likes seeing overdue tasks staring at them

● It helps me to prioritise what to work on each day

● It’s a great way to stop procrastinating because you ALWAYS know what to work on next.

I used to think that I didn’t need a project management tool until I had a team working with me but that’s not true, it’s never too early to start using one.


The answer here is NOT “to manage projects”!

You need to make a detailed and honest assessment of what you actually NEED from your project management tool. Whilst some of the features available on some platforms might be super cool, if you don’t actually need them, they will only serve as a distraction.

On the other hand, there will be certain features that are absolutely essential for you and your business.

Create a list of things that your chosen tool MUST have and a list of things that it SHOULD have. These might be features like:

● Being able to track progress

● Being able to attach files to tasks

● Can be used with multiple team members

● Must have certain views (e.g. list, table and/or calendar)

● Must integrate with certain other tools that you use.

It’s important to think about how your brain works too. For example, do you work better when things are colour coded? Do you prefer tasks with subtasks sitting below them or just one long list of tasks?


As I mentioned at the start of this post, there are a LOT of project management tools out there for you to choose from. So, once you know what you need from your project management tool, it’s time to start researching your options.

The main/most popular online project management tools include:

● Asana (this is what I use)

● Trello

● ClickUp

● Basecamp


● Notion

● Teamwork

● Process Street

Other options that aren’t strictly project management tools:

○ Dubsado - more of a CRM, but you could make it work as a project management tool for small businesses with simple structures

○ AirTable