Project Management for Startups – 10 Tested Tools & Software

Project management for startups goes beyond planning, organizing, and executing projects. 


The team of a startup can prioritize their work better if project management processes and software are introduced early on. You have to maximize your limited resources to achieve your vision and big goals without frustration and confusion. The right project management for startups can help you do just that. 

One way to do it is to have full visibility of all the operations and processes. By having full visibility, you can track the progress of your projects and identify any areas that need improvement, or resources that can be optimized. This is vital for startups because they often have to pivot to find the right model for their business. Using project management tools for startups can help them stay organized and on track, which is essential for any business in its first chaotic years.

Do startups need project management?

As highlighted in the PMI’s Pulse of the Profession report, more than half of the respondents experienced considerable improvements in their operational efficiency and maturity of project management in the past year. Consequently, entrepreneurs should ensure that project management and efficiency are high on their agenda as they endeavor to build a successful company. 

Project management types and how to use them for your startup

There are a few different project management types that you can use for your startup. The most popular ones are agile and lean. Agile is a methodology that focuses on delivering value quickly and efficiently. It is iterative, which means you can make changes as you learn more about your customers and their needs. 

Lean is a methodology that eliminates waste and maximizes value. It is used in the manufacturing industry, but it can be applied to any business. Both of these approaches have pros and cons, so it’s important to choose the one that will work best for your startup.

Agile project management is very popular among startups because it helps them to get products or services to market quickly. Startups typically have a lot of uncertainty and need to rapidly adapt to change. Agile helps them do this by breaking projects down into smaller pieces and then delivering those pieces incrementally.

This allows startups to get feedback from customers early on and make changes as needed. The downside of agile is that it can be difficult to plan for long-term projects since they are always subject to change. Once negative feedback from the market occurs, the team needs to be able to discard tasks, ideas, and even projects quickly. As a result of the lack of resources, the team must prioritize clearly and efficiently. If 100% of the critical tasks are well accomplished, then 80% of the “good to have” things can be ignored.

Lean project management is a good choice for startups that want to eliminate waste and maximize value. Lean helps you to identify wasteful activities and then find ways to eliminate them. This can help you save time and money, which is critical for a startup. 

There are a few potential downsides to using a lean methodology for project management in startups. First, because the focus is on quickly identifying and implementing solutions, there may be less time and opportunity for in-depth planning or analysis. This can lead to sub-optimal solutions being implemented that could have been avoided with more thorough upfront planning.

Second, the iterative nature of lean project management means that there can be a lot of back-and-forth between different parts of the organization, which can lead to frustration and wasted time if not managed effectively. Finally, because startups are often working with limited resources, they may not have the capacity to implement all of the lean principles perfectly, which could lead to issues down the line.

Project management for startups checklist

Project managers are responsible for managing multiple tasks. Negotiating with stakeholders, liaising with vendors, overseeing the project team – they do it all. It requires a fair amount of common sense to ensure that the mission is properly communicated to everyone involved, contracts are signed, and meetings are initiated; however, there’s always more to be done to ensure its success. Use this helpful project checklist as a reminder of what needs to be done, so no steps go unseen:

  1. Define the vision and mission of the project
  2. Identify the project’s stakeholders and all the parties involved
  3. Identify the project scope
  4. Work on a plan
  5. Create a work breakdown structure
  6. Work on a budget
  7. Identify and plan the available resources
  8. Set up a communication plan
  9. Prepare a risk management strategy 

Startups’ project management struggles and how to overcome them

As a startup, you are likely to face many challenges when it comes to project management. From finding the right team to managing your projects to ensure that your projects are on track and within budget, there are many moving parts to keep track of.

  1. Limited resources

Startups have small teams, therefore job roles and responsibilities are often not clearly defined. It can be difficult to figure out which tasks and projects are more important than others when you have few employees in flexible roles.

When a startup is just getting off the ground, introducing project management processes and software can help the team prioritize its tasks. Getting the most out of your limited resources while achieving your vision and big goals is imperative, and project management for startups can help you achieve that — without frustration.

  1. Chaotic working days

In a startup, working days are never the same. Priorities shift, the company’s vision changes, and innovations can lead to new products and services you weren’t even aware of two months ago. Staying organized and sticking to a schedule can be difficult with so many moving parts. While your overall culture might remain relaxed and flexible, project management practices help you keep track of progress and meet deadlines.

  1. Chaotic growth

Investing in project management in the early stages of your business will pay dividends when your startup begins to scale. Startup environments are high-growth and constantly changing. When proper processes and systems aren’t in place to support that evolution and expansion, growth can be remarkable for the business but challenging for employees.

It is crucial to building a project management foundation that will allow you to meet your goals and deliver your projects as you grow. In the same way, standardized processes make it significantly easier for new team members to get acclimated and onboarded as your team grows.

If we are to think about one common challenge for most startups is dealing with scope creep. This occurs when the scope of a project starts to expand beyond the original parameters. It can happen for many reasons, such as new features being added or changed requirements. It is important to keep scope creep under control to avoid jeopardizing the project’s success.

Finally, managing risk is one of the most difficult aspects of project management for startups. There are always risks associated with any project, but as a startup, you may be more vulnerable to them. Identify and assess risks early on so that you can develop strategies for mitigating them. This way, you can increase the chances of your project being successful despite any obstacles that come up along the way. 

Project management tested tools & software – for startups

There are a wide variety of project management tools and software available on the market today. But with so many options, how do you know which one is right for your startup?

The good news is that there are a few tried and tested tools that can help your startup run more smoothly. From project management platforms to task-tracking apps, these tools can help you stay on top of every aspect of your business.

1. Alvanda [Get Started Now]

Alvanda is the ultimate business process optimization platform, that minimizes errors and improves your company’s performance, for all SME owners who want collaboration, coordination, and control. Alvanda is a project management tool designed for entrepreneurs, offering several benefits and advantages, including:

  • Easy to use: Alvanda is designed with simplicity, making it easy for entrepreneurs to manage their projects without prior project management experience.
  • Customizable: Alvanda offers customizable workflows, allowing entrepreneurs to tailor the tool to their specific needs and processes. It was designed to systemize your business and eliminate guesswork.
  • Collaboration: Alvanda allows multiple people to collaborate on the same project, making it ideal for entrepreneurs who work with a team. Moreover, your team will enjoy seeing everything in one place, including your real-time organizational chart, your mission, vision, and core values. 
  • Defining processes: Whether you’re hiring a new employee or working on a complex task, Alvanda gives you the systemization you need to document repetitive tasks in one place, reduce back-and-forth emails, and eliminate guesswork.
  • Trackability: You can trace change requests, revisions, and deadlines and get feedback on any part of your operations. 

2. Asana

One of the most popular project management platforms is Asana. Asana helps you keep track of tasks and projects, assign deadlines, and collaborate with team members. It’s a great way to keep everyone on the same page and make sure nothing falls through the cracks. It’s an excellent collaborative tool that helps teams manage everything from tasks to workflows, and even certain projects. 

Keep in mind that it is not a traditional project management platform, because it doesn’t have resource management tools, budgeting, or expense tracking functions. Asana is unparalleled when it comes to managing tasks, workflows, and particular kinds of projects. Lately, they introduced more structure and templates which are helpful if you need guidance while setting up or using the app. 

3. ClickUp

This web-based project management tool helps small businesses and large enterprises organize their work, manage tasks, share updates, and communicate. ClickUp’s native time tracker allows users to track work hours, input corresponding hourly rates, and calculate how much to charge for their work.

With Notes, Labels, Sorting, and Filtering, you can also track how much time you spend on each task, and how long it takes to complete each task. This way, you can document how long you spent on specific tasks and refer to them later.

People who work with multiple clients, teams, and projects can track their time seamlessly with ClickUp. Users can see their current status and productivity at any time. As productivity is important for career or personal success, it also tells them if they have spent too much on distractions or not enough on productive tasks.

However, ClickUp’s numerous features have both its boon and bane. Some users get lost in the interface and have to spend a considerable number of hours learning how to navigate the app. Besides a lag in app functionality and automation, this negatively impacts the reputation of the time-tracking software.

4. Trello

Another helpful tool is Trello. Trello lets you create boards for different projects and tasks. You can then add cards to each board, which can include details like due dates, assigned team members, and attachments. This makes it easy to see what needs to be done and who is working on what. Trello is a good project management tool for startups for several reasons.

Firstly, it is extremely user-friendly and easy to learn how to use. Secondly, it is very versatile and can be used for a wide range of projects, from small personal ones to large corporate ones. Thirdly, it is highly customizable, so you can tailor it to your specific needs and preferences. Finally, it integrates well with other tools and software, making it a great option for team collaboration.

5. Google Drive/Docs

When it comes to project management software for startups, Google Drive is often overlooked. However, Drive provides many features that make it ideal for small businesses and startups. For starters, it’s free to use and easy to set up. It also integrates with other Google products, making it a seamless part of your workflow.

Drive also offers powerful collaboration features, so you can easily work with others on your team. And finally, its robust search function ensures that you can quickly find the files you need when you need them.

6. Microsoft Suite

Although there are many project management software programs available, Microsoft Suite is still one of the most popular choices for startups. This is because it offers a comprehensive set of tools that can help small businesses to manage their projects effectively.

Microsoft Suite includes products such as Word, Excel, PowerPoint, and Outlook, which are all essential for any business. In addition, the software is very user-friendly and easy to learn, making it ideal for those who are new to project management.

Microsoft Suite is almost like Google Docs. The difference is that you can synchronize your folders on the PC with the cloud folders and docs. So you can work both online and offline. They can be integrated with Outlook, and Teams, and have all the info synchronized. 

7. Workzone 

Workzone is an essential tool from Norristown, PA for project management and enhancing collaboration. Its Hub, the project dashboard, offers a platform for team members to communicate and keep track of tasks over time as they hit their goals.

An automated to-do list can be sent to all users while alerts are sent to flag any important issues or big events that require attention. Templates will help classify projects and save time while task dependencies make sure that everything occurs in a specific order. This central dashboard provides all the features needed for efficient project management.

8. is a project management tool for startups that want to streamline how teams work and collaborate on projects. Here’s how it can change your project management approach:

  • Customizable workflows: offers customizable workflows, allowing you to tailor the tool to your specific needs and processes.
  • Real-time collaboration: With, team members can collaborate in real-time, reducing the time and effort required to coordinate tasks and progress updates.
  • Visualization: provides a visual representation of your projects and tasks, making it easier to track progress and identify dependencies.
  • Automation: offers automation features, such as automated reminders and alerts, to keep your team on track and reduce manual effort.
  • Integration: integrates with a range of other tools, such as calendars, email, and time-tracking, making it a comprehensive solution for project management.
  • Customizable reporting: provides customizable reporting options, allowing you to get the data you need to make informed decisions.
  • Accessibility: is a cloud-based tool, therefore you have access to your project data from anywhere with an internet connection.

9. Goalscape

Goalscape is a project management tool for startups that allows you to create, plan and track your goals. Here are a few reasons why you might want to use it:

  • Visual representation of your goals: Goalscape provides a visual representation of your goals, which makes it easier to understand the interconnections between different goals and tasks. It has Kanban boards and Gantt Charts that help you manage your projects efficiently. 
  • Easy goal tracking: With Goalscape, you can easily track your progress toward your goals, see where you’re spending your time and resources, and adjust your plans as needed.
  • Collaboration: Goalscape allows multiple people to work on the same project, which makes it ideal for team projects and collaborations.
  • Customizable: Goals cape is highly customizable, with options to change the color coding, labeling, and structure of your goals and tasks.
  • Efficient goal setting: Goalscape helps you break down complex goals into smaller, manageable tasks and set deadlines and reminders to keep you on track.

10. Xiro

Xero is a cloud-based accounting tool that offers several benefits and advantages for project management, including:

  • Real-time insights: Xero provides real-time financial insights, allowing you to track your project finances and make informed decisions.
  • Collaboration: Xero allows multiple people to access and collaborate on the same financial data, making it ideal for team projects.
  • Automation: Xero offers automated bookkeeping, reducing manual data entry and freeing up time for other tasks.
  • Accessibility: As a cloud-based tool, Xero can be accessed from anywhere with an internet connection, allowing you to manage your finances on the go.
  • Integration: Xero integrates with many other tools, such as time-tracking, invoicing, and payment solutions, streamlining your workflow and saving time.
  • Security: Xero uses high-level security measures to protect your financial data and ensure compliance with relevant regulations.
  • Cost-effective: Xero offers flexible pricing options, making it a cost-effective solution for small and medium-sized businesses.

Don’t let project management be a burden for your startup. With the right project management software, you’ll make the best use of your limited resources, stay on top of deadlines, keep your customers and team happy, and stay on top of your projects. Are you ready to take project management within your startup to the next level? Sign up for a free trial with Alvanda and set your projects, team, and startup up for success.