Did you know a whopping 97% of organisations believe project management is the key to business success (Project Management Institute, 2018)? Talk about a wake-up call! Without a structured approach, projects go down the drain. 

In this dynamic world, project management software has evolved from a luxury to a must-have. Weaving tasks, timelines, and teams into a cloak of success requires robust software. While many have caught on, there’s still lots of businesses that have yet to get in on the action. 

Some businesses run on limited resources, particularly small businesses that find themselves at the crossroads of ambition and limitations. They are well aware that the road to success involves efficient project execution. But reliance on Excel spreadsheets can only get you so far, and the cost and complexity of high-end project management tools are daunting.  

In addition to small business project management software, free project management software is available. This is a place to dip your toes into the waters of streamlined workflows and collaborative projects without being burdened by hefty price tags. 

How to choose the right free project management software  

Choosing the ideal project management software, even with the options of free solutions, is a crucial decision. A decision that can significantly impact your business's efficiency and success so use these steps to make an informed choice: 

1. Understand your needs 

Before diving into the sea of available options, take the time to clearly define your business's requirements and project needs. Consider the following action list to better understand what you need from project management software: 

• Evaluate your project scope: Determine the nature and complexity of your projects. Are they relatively simple tasks or do they involve multiple phases, teams, and dependencies? 
• Identify your team: Consider the size of your team and their technical comfort levels. 
• Pinpoint Key Features: List the essential features you require, such as task tracking, collaboration tools, document sharing, or time management. 
• Outline workflows: Map out your project workflows, from start to finish, to identify specific software functionalities needed at each stage. 
• Consider future growth: Anticipate your business's growth trajectory and ensure the chosen software can accommodate your evolving needs. 

2. Determine required functionality 

Different projects demand varying levels of functionality from project management software. Assess the extent of features you need to ensure effective project management: 

• Basic task management: If your projects involve simple task tracking, look for software that excels in creating to-do lists, assigning tasks, and setting deadlines. 
• Collaboration: If team collaboration is vital, choose software that offers real-time communication, shared document spaces, and interactive dashboards. 
• Advanced features: For complex projects, seek software that supports Gantt charts, customisable workflows, resource allocation, and robust reporting capabilities. 

3. Consider scalability 

While you may be a small business now, it's wise to consider your growth potential. Opt for software that can scale with your business as your projects expand in size and complexity. Choosing a solution that adapts to your evolving needs will save you the hassle of migrating to a new platform later. 

4. Evaluate user-friendliness 

The ease of use significantly impacts your team's adoption of the software. Look for intuitive interfaces and well-organised features. If a software is overly complex or needs extensive training, it might not be the best fit for a small business. 

5. Assess integration opportunities 

Consider the tools and applications your business already uses, such as email platforms, document storage, or communication tools. Select a project management solution that seamlessly integrates with these existing tools to ensure a smooth workflow. 

6. Take advantage of free trials and demos 

Before committing to a specific free project management software, make use of free trials and demos. These opportunities allow you to explore the software's features hands-on, ensuring it aligns with your needs and expectations. 

These steps will better equip you to choose a free project management software that perfectly suits your business's unique needs. 

9 free project management software solutions 

These tools offer a taste of the project management experience, without financial commitment. Allowing teams the chance to try organising tasks, collaborating effectively, and tracking progress. Let’s take a closer look at nine solutions that can help you achieve your goals.  

Fluid - The all-in-one solution for project success 

Fluid is a comprehensive project management software designed to streamline and enhance project workflows. With a 14-day free trial, you can try out Fluid which caters to a wide range of businesses and teams, from startups to large enterprises. 

Features (Free Trial): 

• Task Management 
• Collaboration Tools 
• Gantt Charts 
• Document Sharing 
• Real-time Communication 

Pros: 

• All-in-one platform for project planning, execution, and collaboration 
• User-friendly interface suitable for both beginners and experienced users 
• Robust task management and progress tracking 
• Customisable dashboards and project views 
• Excellent customer support 

Trello 

Trello is a visually intuitive project management tool suitable for small businesses, creative teams, and individuals.  

Features (Free Version): 

• Kanban-style Task Boards 
• Card-based Task Management 
• Collaboration and Comments 
• Attachments and File Sharing 
• Basic Automation 

Pros: 

• Simple and easy-to-use interface 
• Visual task tracking with customisable boards 
• Real-time collaboration and comments 
• Integration with third-party apps and tools 
• Mobile app for on-the-go access 

Cons: 

• Limited reporting and analytics in the free version 
• May lack advanced project planning features 

Asana 

Asana is a versatile project management tool suitable for teams of all sizes, from startups to large enterprises. 

Features (Free Version): 

• Task and Project Management 
• Task Assignments 
• Basic Reporting 
• Real-time Collaboration 
• Basic Automation 

Pros: 

• Robust task and project management capabilities 
• Customisable project views and task priorities 
• Integration with popular apps and tools 
• Real-time collaboration and communication 
• Visual timeline and due date tracking 

Cons: 

• Limited advanced features in the free version 
• Advanced reporting and integrations may require a paid plan 

ClickUp

ClickUp is a versatile project management and productivity platform suitable for businesses and teams of all sizes. 

Features (Free Version): 

• Task and Project Management 
• Customisable Workspaces 
• Collaboration and Comments 
• Basic Reporting 
• Integrations with Third-Party Tools 

Pros: 

• Highly customisable and adaptable to different workflows 
• Robust task management with various views 
• Integration with other tools like Google Drive and Slack 
• Flexible workspaces for different projects 

Cons: 

• Learning curve due to the wealth of features 
• Some advanced features may require upgrading 

Wrike

Wrike is a comprehensive project management and collaboration tool suitable for medium to large businesses. 

Features (Free Version): 

• Task Management 
• File Sharing 
• Real-time Collaboration 
• Basic Reporting 
• Integrations with External Tools 

Pros: 

• User-friendly interface with intuitive task tracking 
• Real-time collaboration and task assignment 
• Integration with external tools for seamless workflow 
• Basic reporting and project visualisation 

Cons: 

• Limited features in the free version 
• Scalability may be an issue for larger teams or complex projects 

ActiveCollab 

ActiveCollab is a project management and collaboration tool suitable for small to medium-sized businesses and creative teams. 

Features (Free Version): 

• Task Management 
• Collaboration and Discussions 
• Time Tracking 
• File Sharing 
• Project Templates 

Pros: 

• Time tracking for accurate project monitoring 
• Collaboration features including discussions and comments 
• Customisable project templates for quicker project setup 
• Intuitive interface for task management 

Cons: 

• Limited features compared to paid plans 
• Some advanced features may be missing 

GoodDay 

GoodDay is a versatile project management and productivity tool suitable for businesses and teams of various sizes. 

Features (Free Version): 

• Task Management 
• Collaboration Tools 
• Gantt Charts 
• Customisable Workflows 
• Reporting 

Pros: 

• Gantt charts for visual project planning 
• Customisable workflows for different project types 
• Collaboration tools and real-time communication 
• Reporting features for tracking project progress 

Cons: 

• Pain plans may hold more advanced feature 
• Limited integration options 

Airtable  

Airtable is a flexible project management and collaboration platform suitable for teams with diverse workflows. 

Features (Free Version): 

• Database-style Task Management 
• Customisable Fields and Views 
• Collaboration and Comments 
• Integrations 
• File Attachments 

Pros: 

• Highly customisable with database-like functionality 
• Custom fields and views for tailored project tracking 
• Integration with external tools and services 
• Collaboration features for team communication 

Cons: 

• May require more setup and customisation compared to other tools 
• Some advanced features may be available only in paid plans 

Todoist 

Todoist is a task management tool suitable for individuals, small businesses, and teams seeking a simple solution.  

Features (Free Version): 

• Task Management 
• Due date tracking 
• Collaboration (limited in free version) 
• Integrations 

Pros: 

• Focus on simplicity and task organisation 
• Prioritisation and due date tracking for individual tasks 
• Integration with various apps and tools 

Cons: 

• Limited collaboration features in the free version 
• May lack the complexity required for larger projects 

Is free project management software right for you? 

Using free project management software has many advantages, particularly for small businesses looking for a more professional set up. It gives the chance to explore the key functionalities of project management tools without any initial costs. 

The free versions allow you to try out some of the essential project management features such as creating tasks, assigning responsibilities, and tracking progress. But it's important to remember that free project management software has limited capabilities compared to the paid versions, so it’s best to look at them as trials to find the best one for you. 

For those in search of a comprehensive and robust solution capable of handling all project needs, Fluid is a game-changer. Check out a recorded demo to take a look at Fluid first-hand.