6 Tools Highly Successful Teams Use Every Day for Their Projects

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If you’ve come to this blog, it’s probably because you’re facing a challenge. Your business is growing, which is great, but your team can’t seem to deliver within the set deadlines. Or you just barely make it to the finish line, but what you send over to your clients isn’t exactly your greatest work. Ouch.

Those are growing pains, and to a certain point, they’re part of the journey. But it’s crucial that you look for ways to deal with the inevitable growth and help your team handle the additional workload. Or better yet: prepare for it, before you run into any issues. 

In this article, you’ll find six popular, tried, and thoroughly tested project management and collaboration tools. They’ve proven their value time and time again. If you still can’t decide after this list, don’t worry. You’ll also get some extra tips on picking the right tool for your team.

Let’s get to work.

8 best project management and collaboration tools

1. Slite

Remote working is here to stay, so we’d better find tools to help us do it more efficiently. Fully or partially remote teams are loving Slite for this. Think Airbnb, Spotify, and WeTransfer. 

Tools Highly Successful Teams Use Every Day for Their Projects - slite

Slite helps everyone stay on the same page while they are not in the same city, country or even timezone. It's the go-to place for real-time and online collaborations, where people have access to everything they need and see who’s up to what. 

You can work with dedicated channels, host quick catch-ups and create documents in a heartbeat. Searching for things becomes faster than ever. 

In its composer, you’ll find templates for just about anything you need. You can use their project charter example to clearly define the scope of a project, and make sure you never miss a piece of crucial information. 

Slite also integrates with dozens of other tools that you’re probably already using. They decided to be a great point for integrations to come together, rather than creating their own, slightly worse versions of software you’ve grown to love. Strong move, Slite. 

How much does Slite cost?

Their standard plan starts at $6,67 per member, per month. 

2. Monday

BBC Studios, Deezer, Coca-Cola, L'Oréal—the list goes on. Monday is doing some impressive name-dropping on their website, and if you’ve ever used their tool, you understand why. 

project management tools monday

Companies of all sizes love Monday (the tool, that is). 

What they got exactly right is how satisfying it can be to build your own workflows, rather than having to fit your projects into rigid templates and frameworks. Don't get me wrong: Monday gives you a great interface and features that make building workflows easier, but you can really customize them to fit your business. 

Even though it comes with all those customization possibilities, it’s easy and fast to set up. Working with Monday is very intuitive, which will definitely speed up the adoption process. 

Plus, it has all kinds of nifty possibilities for automation, helping you save even more time.

How much does Monday cost?

Their most basic plan starts at $8, per seat, per month, for three seats.

3. Trello

Trello has been around for over a decade. Let that sink in for a minute, sure. This robust project management and productivity tool is popular amongst, well, everyone. Students, freelancers, small businesses, and big names like Google, Squarespace and Peloton organize their to-do’s in Trello’s cards. 


The great thing about Trello is that it’s a very visual tool. You work with cards and lists, on dedicated boards. You can easily move around cards, add notes and media to them and assign them to the right person. You’ll get a quick view of the status of any project, without having to work with difficult tools. 

Its simple user interface can be customized with power-ups and additional features. That way you can tailor Trello to your specific needs, without having to comb through the clutter of unnecessary tools. These additional features often come at a small price, but it’s very worth it if you’re a fan of visual planning. 

In 2021 Trello launched a big update that expanded the types of views you could pick from. A new favorite for many is the timeline view. It’s still as visual as you’re used to from Trello, but makes it easier to see deadlines and plan phases of a project. 

How much does Trello cost?

You could get started with a limited free plan, or power up for only $9.99 per user per month. 

4. Confluence

Confluence is all about transparency, which will make working together a whole lot easier and effective. Not to mention more pleasant. Just ask HubSpot and Audi. 


Within confluence you can create dedicated ‘spaces’ to give your team insight in different aspects of a project. You don’t just see your tasks, you can also easily navigate to the documentation you need related to those tasks. 

Meanwhile, the user interface is kept simple, so you can focus. It might take a while to completely set it up and transfer all your to-do’s and documents into confluence, but once it's there, it will save you a lot of time. It’s also a great tool for onboarding, because people find everything they’re looking for in one place. Ideal for businesses with big growth plans. 

How much does Confluence cost?

Their standard plan starts at $5 per user per month.

5. Asana 

Asana was built to help people get back to their skilled work and important tasks, and spend less time on "work about work", like emailing back and forth and diving into messy Dropboxes. 


Asana is now a wildly popular project management tool that has everything you need to optimize your team’s productivity. Project tracking, to-do lists, time tracking, creative collaborations—there’s a tool for just about anything within Asana. 

Nevertheless, it’s easy to work with and it can be customized to fit your organization to a T. Once you’ve set it up, you notice how much smoother projects are being handled and how much headspace you free up for big ideas and challenging tasks. Check some Asana Alternatives for better comparison of efficiency. 

How much does Asana cost?

Asana starts at $10.99 per user per month. 

6. ClickUp

Every team has its shared to-do lists, and then there are the individual lists. If you have to switch between tools to keep both of them updated, you’ll be burnt out by Tuesday every week and get nothing done. 


ClickUp comes to the rescue. They aren’t shy in their value proposition: you’ll save a day’s worth of work a week. 

‘’Save one day every week. Guaranteed. We analyzed the time saved by over 4,000 teams after switching to ClickUp to manage their projects. That's 52 days back every year!’’—

So apparently, companies like Booking.com and Squarespace are having a day a week extra to outsmart their competitors. Or take a break. 

You’ll have to admit: ClickUp is great. This easy-to-use tool is perfect for those teams who have a lot of things going on and don’t want to forget anything, but also don’t want to spend hours updating each other on what needs to be done. 

You can easily create dedicated lists for specific tasks, such as content creation or administration. One of the many great things about ClickUp is that you can pick from a wide variety of views, to find one that keeps you focused and on top of things. 

How much does ClickUp cost?

They do have a Forever Free plan, but for their integrations you’ll need the paid plan for $5 per member per month. 

7. PlanRadar

Plan Radar is a powerful construction project management software that helps you manage your projects more efficiently and effectively. 

Plan Radar provides a wide range of features such as complete site management, linking the office to the project site, task management, On-plan pins, scheduling, support for 15+ languages, photo and media documentation, and collaboration tools. 

With its intuitive interface, offline mode, and user-friendly design, it makes managing
projects easier than ever before. Plan Radar also offers advanced analytics to help you track progress on your projects and make informed decisions. With its real-time reporting capabilities, you can stay up-to-date with the latest developments on your construction project.

8. ProofHub

Imagine a tool that streamlines communication and gives your projects structure and efficiency. That is exactly what ProofHub does.

Since its inception, ProofHub has made great strides. It began as a project management tool in 2011 and has since expanded into a one-stop collaboration and work management platform.Leading companies have adopted ProofHub to accelerate their projects, including Taco Bell, NASA, and Netflix.

ProofHub's ability to streamline everything makes it a must-have for successful teams. It combines work management, instant messaging, file sharing, discussions, time tracking, and other features under a single virtual roof. This means you won't have to move between a dozen different apps any more because ProofHub unifies all of your project-related tasks onto a single, user-friendly platform.

ProofHub's flat pricing strategy is game-changing. There are no unexpected expenses or charges. Whether you're a small team or a huge company, you pay a flat, fair price. You can successfully manage your budget thanks to its pricing transparency.

ProofHub can be a valuable asset if you're serious about upgrading your projects.

How much does ProofHub cost?

You can start with its 14-day free trial with access to all the features. Its Essential plan costs $45 per month (billed annually), offering unlimited user access without any per-user fees.  

How to choose the right tool for your team

Hopefully this list has helped you narrow it down a little. If you’re still not sure which tool to settle for, here are some tips. 

1. Find out what you need

Forget about all the features and integrations you've read about. Take a piece of paper, sit down with your team and ask them what features they would really need. Then match those to the tools you had in mind. More is not necessarily better—don't pay for features you don't actually need. 

2. Test it out with a real project

Most project management tools come with a free trial or version, or at the very least show you some demos. Use those to get a feeling of what it's like to actually work with them. Screenshots and showroom workflows may look great, but it could very well be that your team finds the tool too difficult to navigate. 

The best way to test it out is to put a past or small project into the tool and see how it would’ve worked for you if you used this tool rather than your old systems. 

3. Look at what other tools you are using

Integrate as much as possible, and make use of all the automation options. A project management tool shouldn’t be an extra layer or step in the process, it should absorb other tools you like using, so you save all the more time. 

The right time for a project management tool is now

Even if you're not expecting to grow within a week or month, it pays off to already select and dedicate yourself to a tool. This will help you get familiar with its features and when the day comes that you really depend on it, you will work with it effortlessly. 

About the author 

Peter Keszegh

Most people write this part in the third person but I won't. You're at the right place if you want to start or grow your online business. When I'm not busy scaling up my own or other people' businesses, you'll find me trying out new things and discovering new places. Connect with me on Facebook, just let me know how I can help.

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