7 Best Project Management Tools for Small Teams in 2026 | GritShip Blog | GritShip
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7 Best Project Management Tools for Small Teams in 2026
Most 'best PM tools' lists recommend enterprise software with free tiers. Here are 7 tools actually built for teams of 2–10 — with real pricing, real tradeoffs, and zero sponsored picks.
By Imtiaz··25 min read
Every "best project management tools" list on the internet is lying to you. They're ranking enterprise software by feature count, not by how well the tool actually works for a team of 3. Jira makes the list because it has 400 features. Monday.com makes the list because it pays the highest affiliate commissions. Asana makes the list because... it exists.
None of that helps you. You have 4 people, a product to ship, and zero interest in configuring workflows for six hours.
This list is different. Every tool here was evaluated on one question: does it make a 2–10 person team faster? Not more organized. Not more "enterprise-ready." Faster.
We tested each tool with real workflows, real teams, and real patience. Here's what we found.
How we evaluated these tools
Most comparison articles evaluate PM tools on feature checklists. More features = higher rank. That's backwards for small teams — more features usually means more configuration, more cognitive load, and slower day-to-day use.
We evaluated on five criteria that actually matter at this team size:
< 10 min
Setup time
Can you be productive in 10 minutes?
< 200ms
UI speed
Does every interaction feel instant?
5 users
Pricing benchmark
What does it cost for a real small team?
ℹ️ Our evaluation criteria
Setup time: Can a team go from signup to productive use in under 10 minutes? If a tool requires a "getting started" webinar, it failed.
Speed: Does the UI feel instant? Every click, every page transition, every search. Small teams make hundreds of micro-interactions daily — each 200ms delay compounds.
Tired of bloated PM tools?
GritShip is project management for developers who'd rather ship than configure.
Pricing: What does the tool actually cost for 5 people? Not the "starting at" price. Not the "contact sales" price. The real number, with the features you'll actually need.
Collaboration: Does it support real-time updates? If one person moves a task, does everyone see it immediately — or after a page refresh?
Learning curve: Can a new team member figure it out in 5 minutes without documentation? If it needs a training session, it's too complex for a small team.
💡 Disclosure
GritShip is our product. We've included it because it fits the criteria, but we've been honest about its limitations. Every other tool on this list was evaluated independently.
One note on methodology: we deliberately excluded tools with 3-seat minimums, enterprise-only pricing, or free plans that cap below 3 users. If a PM tool doesn't meaningfully support a 5-person team on its free or lowest tier, it didn't qualify — regardless of how many "Best PM Tools" articles it appears in. For a structured way to apply this thinking to your own team, our 5-question framework for choosing a PM tool walks through the decisions in order.
1. GritShip — Best for speed-obsessed product teams
One-line pitch: The PM tool that loads faster than you can blink — built for teams that ship, not teams that plan to plan.
Best for
Indie hackers, small product teams (2–10 people), and developers who've been burned by tools that promise simplicity but deliver settings menus with 47 tabs.
Pricing
Free to start. The free plan includes 3 projects, unlimited tasks, and up to 3 team members — enough for most solo devs and micro-teams. Need more? The Pro plan is $8/month (or $69/year) flat — not per seat.
Cost for a 5-person team: $8/month (Pro) or $0 for teams of 3 or fewer.
Strengths
Sub-200ms everything. Every interaction — creating tasks, dragging cards, switching views — responds in under 200ms. This isn't marketing copy; it's a hard engineering constraint baked into the codebase. If a feature can't meet this bar, it doesn't ship.
Keyboard-first design. Create a task, assign it, set priority, move it across columns — all without touching a mouse. For developers who live in terminals and editors, this eliminates the cognitive tax of switching to a click-heavy interface.
Real-time collaboration. When someone on your team moves a task, you see it move. No refresh button. No "sync" delay. Changes propagate via WebSocket in real time.
Weaknesses
Newer tool, smaller community. GritShip doesn't have 10 years of blog posts, YouTube tutorials, and community templates. If you need a vibrant ecosystem of third-party integrations and power-user guides, more established tools have the edge.
No integrations yet. No GitHub sync, no Slack notifications, no Zapier automations. These are on the roadmap, but today, GritShip is a standalone tool. If your workflow depends on connecting your PM tool to 6 other services, this is a real limitation.
No Gantt charts or timeline views. By design. GritShip is kanban + list views. If your team needs Gantt charts, roadmap timelines, or sprint velocity tracking, look at Linear or Shortcut instead.
Verdict
The fastest PM tool available — period. If your small team values speed and simplicity over feature breadth, and you don't need third-party integrations today, GritShip removes more friction than any other option on this list.
2. Linear — Best for funded startups with engineering teams
One-line pitch: The PM tool that made "fast" a product feature — opinionated, beautiful, and built for software teams that run on cycles.
Best for
Funded startups with 5–20 engineers who want structure without Jira's configuration overhead. Teams that use sprints (Linear calls them "Cycles") and need tight GitHub integration.
Pricing
Plan
Price
What you get
Free
$0/mo
Up to 250 active issues
Standard
$8/user/mo
Unlimited issues, cycles, roadmaps
Plus
$14/user/mo
Advanced analytics, SLAs, audit log
Cost for a 5-person team: $0 (limited) or $480/year (Standard, annual billing).
Strengths
Keyboard shortcuts for everything. Cmd+K opens a command palette that covers every action. Issue creation, status changes, assignment, filtering — all reachable without a mouse. Linear pioneered this pattern, and it remains best-in-class.
Cycles and roadmaps that don't suck. Linear's sprint system (Cycles) is optional and lightweight. You can use it without story points, velocity charts, or any of the agile ceremony that makes Jira painful. Roadmaps give leadership visibility without adding work for engineers.
GitHub integration is automatic. Create a branch from an issue, and Linear tracks it. Open a PR, and the issue moves to "In Review." Merge, and it moves to "Done." No configuration, no webhooks, no Power-Ups.
Weaknesses
The free tier runs out fast. 250 active issues sounds generous until you realize that's about 6–8 weeks of active development for a small team. Once you hit the cap, you're paying $8/user/month with no middle ground.
Opinionated means inflexible. Linear's workflow is Backlog → Todo → In Progress → In Review → Done. You can customize labels and priorities, but the core status flow is fixed. Teams with non-standard workflows may feel constrained.
Overkill for non-software teams. Cycles, triage, and GitHub integration are wasted on teams that don't write code. If your small team includes designers, marketers, or operations people, Linear's vocabulary will alienate half your users.
Verdict
The best PM tool for small engineering teams that can afford $8/user. Speed and GitHub integration are genuinely best-in-class. But the free tier's 250-issue limit means most real teams will be paying within two months.
3. GitHub Projects — Best for teams already living in GitHub
One-line pitch: The PM tool you didn't know you already have — zero cost, zero context switching, zero new accounts to create.
Best for
Developer teams of any size that already use GitHub for code, issues, and pull requests — and don't want to add another tool to the stack.
Pricing
Plan
Price
What you get
Free
$0/mo
Unlimited projects, views, custom fields
Team
$4/user/mo
Organizational features, advanced permissions
Cost for a 5-person team: $0/year (or $240/year for Team features).
Strengths
Zero context switching. Your project board lives in the same tab as your code. Issues link to PRs natively. Branches auto-close issues on merge. There's no sync to configure because it's all one platform.
Completely free. Not "free for 3 users." Not "free with limited boards." Free for unlimited projects, custom fields, and views. The Team plan at $4/user exists, but most small teams never need it.
It's where your issues already are. If your team already uses GitHub Issues, GitHub Projects is just a view layer on top. You're not migrating data — you're adding a board view to data that already exists.
Weaknesses
PM features feel like an afterthought. GitHub Projects has improved dramatically, but it still feels like a project board bolted onto a code platform. Interactions are noticeably slower than dedicated PM tools like Linear or GritShip.
Limited views and reporting. You get board, table, and roadmap views. No Gantt charts, no burndown charts, no velocity tracking. Custom fields help, but you're building reports manually.
Non-engineers will struggle. If your small team includes a designer or a non-technical founder, asking them to manage their work inside GitHub is a tough sell. The interface assumes familiarity with repositories, issues, and pull request workflows.
Verdict
The most pragmatic choice for teams that already live in GitHub. You trade speed and PM sophistication for zero additional cost and zero context switching. If your entire team is engineers, this might be all you need.
4. Trello — Best for visual thinkers who want simplicity
One-line pitch: The kanban board that your non-technical co-founder can actually use — drag, drop, done.
Best for
Small teams with mixed technical and non-technical members who need the lowest possible learning curve. Visual thinkers who organize by spatial arrangement, not text lists.
Pricing
Plan
Price
What you get
Free
$0/mo
10 boards per workspace, limited Power-Ups
Standard
$5/user/mo
Unlimited boards, advanced checklists
Premium
$10/user/mo
Timeline, Dashboard, Calendar views
Cost for a 5-person team: $0 (limited) or $300/year (Standard, annual billing).
Strengths
Everyone already knows how to use it. Trello's drag-and-drop kanban board is so intuitive that new team members are productive in under 2 minutes. No training, no onboarding docs, no "how do I create a task?" questions.
Massive Power-Up ecosystem. 200+ integrations cover everything from time tracking to GitHub to calendar sync. If you need your PM tool to connect to something, Trello probably has a Power-Up for it.
Genuinely simple for simple workflows. If your team's workflow is "To Do → Doing → Done" and that's all you need, Trello nails this use case with less friction than any enterprise-grade alternative.
Weaknesses
The free tier keeps shrinking. 10 boards per workspace is tight. A small team with 3 projects and a few personal boards will hit the cap immediately. Trello quietly reduces free tier limits roughly once a year.
Slow with Power-Ups loaded. Vanilla Trello is reasonably fast. But enable 4–5 Power-Ups — which most teams do — and page load times balloon. Each Power-Up adds its own JavaScript bundle and API calls.
No built-in priority system. Trello has no native concept of task priority. You can fake it with labels (P1, P2, P3), but there's no sorting, no filtering by priority level, and no visual hierarchy. You're building a priority system out of duct tape.
Verdict
Still the easiest PM tool to learn. If simplicity and universal usability matter more than speed and developer-specific features, Trello remains a solid choice. Just budget for the Standard plan — the free tier is too limited for real team use.
5. Basecamp — Best for async-first remote teams
One-line pitch: The anti-PM-tool PM tool — opinionated, async by default, and built by a team that's been remote since 1999.
Best for
Fully remote teams of 5–10 people who prefer async communication over real-time notifications, and who want their project management, chat, and docs in a single tool.
Pricing
Plan
Price
What you get
Per User
$15/user/mo
Full features per seat
Pro (flat)
$349/mo
Unlimited users, priority support
Cost for a 5-person team: $900/year (per-user) or $4,188/year (Pro flat rate).
Strengths
Opinionated async workflow. Basecamp pushes you toward long-form updates over quick chats, scheduled check-ins over ad-hoc meetings, and thoughtful to-do lists over infinite backlogs. For teams drowning in Slack notifications, this is a relief.
Everything in one place. Message boards, to-do lists, file storage, chat, schedules, and automatic check-ins — all inside one tool. No integrating five services to get a complete workflow.
Flat pricing on Pro. If your team is growing toward 10+ people, the $349/month flat rate becomes cheaper per-seat than nearly every competitor. Basecamp is one of the few PM tools that doesn't penalize you for hiring.
Weaknesses
No kanban board. Basecamp uses to-do lists, not kanban boards. If your team thinks in columns (To Do / In Progress / Done), Basecamp's structure will feel foreign. There's no board view, no drag-and-drop reordering, and no visual workflow.
Steep learning curve for Basecamp's way of working. Basecamp isn't just a tool — it's a methodology. Teams that adopt it need to buy into the "Shape Up" philosophy. If half your team wants kanban and half wants Basecamp, you'll have conflict.
Expensive for small teams. $15/user/month puts a 5-person team at $75/month — more expensive than Linear, Trello, and most other tools on this list. The value proposition only clicks if you're replacing multiple tools (Slack + Trello + Google Docs) with Basecamp.
Verdict
The right choice for async-first remote teams willing to adopt Basecamp's methodology. The all-in-one approach can genuinely simplify your tool stack — but only if your team buys into the workflow. Not the right fit for kanban-oriented teams.
6. Plane — Best for open-source enthusiasts who want control
One-line pitch: What you'd get if someone rebuilt Linear as open-source software — fast, clean, and self-hostable.
Best for
Developers and teams who want full control over their data, prefer open-source tools, or need to self-host for compliance or privacy reasons.
Pricing
Plan
Price
What you get
Self-hosted
$0/mo
Everything. Unlimited users, unlimited projects.
Cloud Free
$0/mo
Limited features on Plane's cloud
Cloud Pro
$6/user/mo
Full cloud features with support
Cost for a 5-person team: $0/year (self-hosted) or $360/year (Cloud Pro).
Strengths
Genuinely open source. AGPL-3.0 licensed, self-hostable, and free with no seat limit. Your data stays on your infrastructure. For teams with privacy requirements or a strong open-source ethos, this matters.
Linear-quality interface. Plane's UI is fast, clean, and clearly inspired by Linear. Issues, cycles, modules, and views all feel polished — a huge improvement over older open-source PM tools that prioritize function over form.
Import from everywhere. Built-in importers for Jira, Linear, Trello, and Asana. If you're migrating from another tool, Plane makes the switch smoother than most alternatives.
Weaknesses
Self-hosting overhead. Getting Plane running requires Docker, a VPS, and basic sysadmin skills. Budget 1–2 hours for initial setup and ongoing maintenance for updates. If your team doesn't have someone comfortable with Docker, use the cloud version.
Smaller community. Fewer tutorials, templates, and community plugins than established tools. When you hit a problem, Stack Overflow might not have the answer yet.
Still maturing. Some features are rougher than Linear's equivalents. The mobile experience is minimal. Performance occasionally lags behind dedicated SaaS tools with larger engineering teams.
Verdict
The best open-source PM tool available in 2026. Self-hosted Plane with zero seat costs is unbeatable for budget-conscious, privacy-first teams. If you don't want to self-host, the cloud option at $6/user is competitive with Linear and Shortcut.
7. Todoist — Best for personal productivity that scales to small teams
One-line pitch: The task manager that's fast enough for your personal to-do list and structured enough for a small team.
Best for
Solo founders and freelancers who want a single tool for both personal tasks and lightweight team project management. People who think in lists, not boards.
Pricing
Plan
Price
What you get
Free
$0/mo
5 active projects, 5 collaborators
Pro
$4/user/mo
300 projects, reminders, calendar
Business
$6/user/mo
Team features, admin controls
Cost for a 5-person team: $0 (very limited) or $240/year (Pro) or $360/year (Business).
Strengths
Blazing-fast task capture. Type "Call Sarah tomorrow at 3pm #meetings p1" and Todoist parses the due date, project, and priority automatically. No other tool matches this speed for getting tasks out of your head and into a system.
Natural language input. Todoist's parser understands dates ("next Tuesday"), recurring schedules ("every weekday"), and priorities naturally. This eliminates the form-filling friction of traditional PM tools.
Everywhere you are. Native apps for macOS, Windows, iOS, Android, web, browser extensions, and email plugins. Todoist works wherever you work — including from your Apple Watch.
Weaknesses
Not built for software development. No GitHub integration, no sprint/cycle system, no issue tracking vocabulary. Todoist thinks in "tasks," not "issues" or "stories." For engineering teams, this mismatch creates constant translation overhead.
Limited project views. You get list view and board view. That's it. No timeline, no roadmap, no table view with custom fields. Teams that need multiple perspectives on their work will feel constrained.
Board view is basic. Todoist added kanban boards, but they're a secondary feature — not the core experience. Drag-and-drop works, but the board lacks features like WIP limits, swimlanes, or column-level automation that dedicated kanban tools offer.
Verdict
The best choice for individuals and very small teams (2–3 people) who need fast personal task management with basic team features. If your workflow is list-centric and you value cross-platform availability above developer-specific features, Todoist punches above its weight. For teams over 3 or engineering-heavy teams, a dedicated PM tool is a better fit.
Quick comparison: All 7 tools at a glance
Before diving into the decision framework, here's the side-by-side view. This table answers the five questions you should ask about any PM tool for a small team:
Tool
Best For
Price (5 users/yr)
Kanban
Real-time
Keyboard Shortcuts
GritShip
Speed + simplicity
$0–$96
✅
✅
✅ Full
Linear
Funded eng teams
$480
✅
✅
✅ Full
GitHub Projects
GitHub-native teams
$0
✅
✅
⚠️ Partial
Trello
Visual thinkers
$300
✅
✅
⚠️ Partial
Basecamp
Async remote teams
$900
❌
✅
❌
Plane
Open-source/self-host
$0 (self-host)
✅
✅
⚠️ Partial
Todoist
Personal + light team
$240
⚠️ Basic
✅
⚠️ Partial
How to choose the right tool for your team
You don't need a 40-point feature comparison. You need to match your team's actual situation to the right tool. Here's the decision framework:
ℹ️ Match your team to a tool
Need speed + simplicity + free? → GritShip. Sub-200ms interactions, keyboard-first, zero cost. Built for exactly this use case.
Funded startup with an engineering team? → Linear. Best GitHub integration, best keyboard UX among paid tools. Budget $8/user/month.
Already living in GitHub? → GitHub Projects. Zero cost, zero context switching. Add a board view to issues you already track.
Visual thinker with simple needs? → Trello. Universal usability, drag-and-drop simplicity. Plan for $5/user/month Standard.
Async remote team, hate per-seat pricing? → Basecamp. All-in-one async workflow. Flat $349/month covers unlimited users on Pro.
Want self-hosted or open source? → Plane. Linear-quality UI, zero seat cost on self-hosted. Docker setup takes 1–2 hours.
Personal productivity that scales to a small team? → Todoist. Fastest task capture, natural language input, everywhere you are.
Every comparison list has conspicuous absences. Here's why the "usual suspects" didn't make this one:
Jira — Built for enterprises with dedicated project managers. A 3-person team doesn't need 400 configuration options, custom workflows, and a 2-week onboarding process. Jira's free tier for 10 users is genuinely good — but the tool's complexity is a tax that small teams pay every single day. If you're currently on Jira and looking to escape, our roundup of lightweight Jira alternatives for small teams covers the best options.
Asana — The free plan limits you to 10 users with no timeline, no goals, and no custom fields. The Starter plan jumps to $10.99/user/month — nearly $660/year for 5 users. For a small team, you're paying Linear prices for a tool that's slower and less developer-focused. Asana does well for marketing teams; engineering teams consistently prefer other options.
Monday.com — Requires a 3-seat minimum purchase. The Standard plan at $12/seat/month makes a 5-person team cost $720/year — more than Linear, with fewer developer-specific features and a heavier interface. The marketing spend is impressive; the small-team experience is not.
ClickUp — The "everything app" approach means everything is mediocre at everything. The interface is cluttered with features most small teams will never use. Performance degrades as workspace complexity grows. Small teams don't need 15 view types — they need one view that works fast.
Notion — A fantastic documentation tool, but a mediocre PM tool. Teams routinely spend more time building their Notion project management system than actually using it. If your primary need is task tracking, use a tool built for task tracking. If your primary need is documentation with light task management on the side, Notion is excellent — but that's a different use case. We've written separately about why small teams outgrow Notion for project management if you're in the middle of that transition.
One thing every PM tool gets wrong for small teams
There's a pattern worth naming. Every tool on this list — including ours — was originally designed around a "project" as the primary organizational unit. Create a project, add members, create tasks inside it.
But small teams don't work that way. A 3-person startup has one project: the company. They need a single board with everything on it, not a hierarchy of projects with separate task lists. The best PM tool for a small team is the one that doesn't force you to think about organization before you've started working.
That's why setup time matters more than feature count. A tool you can use in 2 minutes will always beat a tool that takes 2 hours to configure "properly" — because the 2-hour tool creates a configuration you'll outgrow in a month anyway.
The second thing they get wrong: onboarding. Enterprise tools assume you'll have a PM champion who configures the workspace, trains the team, and enforces usage. Small teams don't have that person. If the tool doesn't explain itself on first use, half the team will go back to sticky notes and Slack messages within a week.
The bottom line
The PM tool market has a small-team-shaped hole in it. Enterprise tools like Jira and Asana offer free tiers that feel like wearing someone else's oversized jacket — technically functional, but nothing fits right. You end up configuring workflows for a team size you'll never be, paying for features you'll never use, and slowing down to accommodate complexity that doesn't serve you.
The 7 tools on this list fill that gap differently. Some prioritize speed. Some prioritize cost. Some prioritize a specific workflow philosophy. But they all share one trait: they respect the fact that a small team's most scarce resource is time, not money.
Pick the one that matches how your team actually works — not the one with the longest feature list. Set it up in 10 minutes. And get back to building the thing that actually matters.
Your PM tool should be the least interesting part of your workday.
Frequently asked questions
What is the best project management tool for a small team?
The best PM tool for a small team depends on your priorities. For speed and low cost, GritShip offers sub-200ms interactions with a free plan (3 projects, 3 members) and a $8/month Pro plan for growing teams. For engineering teams with budget, Linear provides the best GitHub integration and keyboard UX at $8/user/month. For teams already using GitHub, GitHub Projects adds project management at zero additional cost. The key criterion for small teams: pick a tool you can set up in under 10 minutes and that every team member will actually use.
What PM tools are free for small teams?
Several PM tools offer genuinely free plans for small teams. GritShip's free plan covers 3 projects, unlimited tasks, and 3 members — with Pro at $8/month flat for more capacity. GitHub Projects is free for unlimited projects and issues. Plane is free when self-hosted with no seat restrictions. Trello offers a limited free tier (10 boards per workspace). Todoist's free plan supports 5 projects and 5 collaborators. Linear's free plan caps at 250 active issues. Among these, GitHub Projects and GritShip are the most generous for small teams getting started at zero cost.
Is Jira good for small teams?
Jira works for small teams, but it's rarely the best choice. Its free plan supports 10 users, which is generous. However, Jira's real cost is complexity: configuration overhead, mandatory sprint ceremony, slow UI performance, and a learning curve that can take weeks. Small teams consistently report spending more time managing Jira than managing their actual work. Tools like Linear, GritShip, or even Trello deliver 90% of the value at 10% of the complexity for teams under 10 people.
How do I choose a project management tool for my startup?
Start with three questions: How many people need to use it? (Under 5 = prioritize simplicity.) Does your team write code? (If yes, choose a developer-focused tool with keyboard shortcuts and Git integration.) What's your budget? (Bootstrapped = GritShip free plan or GitHub Projects at $0. Funded = Linear at $8/user.) Then test your top pick for one week with real work. If your team stops using it within 3 days, it's the wrong tool — regardless of its feature list.
What's the best free alternative to Jira?
For developer teams, the best free Jira alternatives are GritShip (fastest UI, keyboard-first, free plan with Pro from $8/month), GitHub Projects (zero cost if you're already on GitHub), and Plane self-hosted (open-source, Linear-like experience, no seat limits). For non-technical teams, Trello's free tier or Todoist's free plan are simpler alternatives. Each trades some of Jira's depth for dramatically less complexity.
Do small teams need project management software?
Teams of 2–3 can sometimes get by with a shared document or a simple to-do list. But once you hit 4+ people — or once your product has multiple active workstreams — the cost of miscommunication exceeds the cost of learning a tool. The key is choosing a lightweight PM tool (setup under 10 minutes, learning curve under 5 minutes) rather than an enterprise tool that adds more overhead than it removes. A simple kanban board with 3 columns is enough for most small teams.
What project management tool do indie hackers use?
Based on discussions across Indie Hackers, Hacker News, and developer communities, indie hackers most commonly use: GitHub Projects or GitHub Issues (free, code-adjacent), Linear (fast, developer-focused), Trello (simple, visual), Todoist (personal + light team), and plain markdown files or Notion for the most minimal setups. GritShip is gaining adoption among indie hackers who want the speed of Linear without the cost. The common thread: indie hackers overwhelmingly choose tools that are free or cheap, fast to set up, and minimal in complexity.