35 Very Useful Online Tools for Improving your Project Management and Team Collaboration

August 31, 2011 · 59 comments

by Lars


Most companies today solve their non-trivial task by creating project teams and delegating responsibility and a budget to project leaders and team members. This is working well in some cases but sometimes (quite often) it fails and projects go over time and budget. There are many excuses and possible reasons why the expectations are not meet but impact on the business can be significant if strategic projects fail to deliver. I have been involved in project work most of my career and have seen tools like MS Excel, MS Project, simple disk shares etc. having a dominating role over and over again. It’s not that I think these tools are seriously bad but they fail in some important areas – areas that are essential for projects to be be effective. In order to be constantly effective team members must be able to locate and possibly update documents, plans, etc. see their task and provide status, take notes and share ideas, decisions and actions. There are alternatives today and this post provides a list of 35 online tools that may significantly improve your Project Management and Team Collaboration if used wisely.




5pm is a project management tool suitable for any web developer, regardless of team size. This web app consists of two instantly understandable panels. The panel on the left lists your projects. Once you’ve selected a project, any files, discussions or other activity related to this project is displayed in the right panel. It couldn’t be easier.


Online project collaboration

Online project collaboration

Podio creates instant value for your team and your clients. The simple and intuitive online work platform gives teams of all sizes and industries a better and smarter way to get their work done together. No IT is required for this collaboration software to shape a social online environment that is specific to your needs and work processes.

With Podio online collaboration and communication on projects and files in one centralized place is really easy. Set up work spaces for your team and client collaboration in seconds. Manage and share milestones, deliverables, meetings, contacts and all other information in their relevant context. Finally, there is a much more effective and social way to work together.


Very feature rich collaboration and project management tool that also allows you to track time and send invoices. Could be a all in one stop for a free lancer or small consulting company.

project mgr tools


Create and share plans with your colleagues, with this powerful Project Planner. Schedule tasks, assign resources and monitor progress online. Check you’re on track from anywhere, anytime. View your progress against schedule and your spend versus budget.  Create project teams and assign them tasks online. Reallocate tasks on the fly, so you’ve always got the right people working on the right tasks at the right time



Assembla offers the whole package: repositories, ticketing, collaboration and management tools. Assembla’s repositories, stored in Amazon EBS, keep your code safe, while allowing specified users to view and edit it in a secure fashion. Tickets, which can be posted and assigned to team members within seconds, help users accomplish tasks more quickly and efficiently.pmforwebdev

Central Desktop

Central Desktop offers users an online workspace where they can share files and documents, manage tasks and discuss projects in a group without the need for constant email writing and checking. It’s free to use in a limited capacity.



@task is web-based project management software that helps companies get work done. You’ ll love how easy it is to get more from your teams and bring your projects in on time and on budget. Use @task to plan your project life cycle and provide your teams with the project management tools they need to succeed.



A scheduling tool that has been created to help reclaim time and put an end to the endless back and forth communication that has become normal when scheduling a meeting. It is so simple and yet very powerful.

Registration isn’t required to use the basic free service (Branded and Premium versions also exist and offer more flexibility), so getting started is quick and easy. To schedule an event, you just select some dates and times and let the participants specify what works best for them. With a quick look, you’ll see everyone’s availability and be able to make a final decision that satisfies the entire group.

“Doodle is used worldwide by more than three million people per month, and features like Outlook and Facebook integration help all of these users in their quest to gain victory over meetings.” business-tools


Your to-do list for things that you want other people to do! Concept is that you send a monkey… ie. give your monkey a recipient, a description, and a deadline. Monkey On Your Back will send the recipient regular reminder emails to make sure they don’t forget.

project mgr tools

Remember The Milk

To-Do List manager. Receive reminders via email, SMS, and instant messenger (AIM, Gadu-Gadu, Google Talk, ICQ, Jabber, MSN, Skype and Yahoo! are all supported). Use the map to see where your tasks are located in the real world. See what’s nearby or on your way, and plan the best way to get things done. Share, send and publish tasks and lists with your contacts or the world. Remind your significant other to do their household chores.

project mgr tools


“Over 100,000 people have used Campfire to send more than 60,000,000 chat messages to their clients, in-house colleagues, and remote teams.”

Campfire is a web-based group chat tool that lets you set up password-protected chat rooms. Invite a client, colleague, or vendor to chat, collaborate, and make decisions. Link to a room on your intranet for internal communications. Read past chat transcripts anytime you want. Campfire keeps a history. Upload a GIF, JPG, or PNG, and it shows up right in the chat room.business-tools


Highrise prepares you for your next call, next meeting, next pitch, next follow-up, and next sale.“. Track communication and conversations with leads, employees, clients, colleagues, vendors. Monitor pending sales leads, proposals, wins & losses. Outlook, Excel, CSV, vCard, ACT! and Basecamp contacts. A history of calls, meetings, and conversations with your contacts.business-tools

Ta-da Lists

Ta-da Lists is perfect for those who write so many “to do” lists, stickies and notes that they can hardly keep track of them all. It’s far superior to an ordinary text editor that you may or may not keep open on your computer while working, as Ta-da List information is on the cloud and accessible from anywhere.



Simple and easy to use web based to-do list wit ha lot of features. It offers a iPhone app.

project mgr tools



Basecamp is the world’s leading project collaboration tool, with thousands of very satisfied web developer customers. Write communal and personal “to do” lists, store and share files (up to 75GB) effectively between team members, write on your group’s message boards, add milestones to keep track of what’s due and who’s responsible, and track your own and others’ time.pmforwebdev


Designed specifically for web developers, SpringLoops enables groups to code together and safely share code between each other. It ultimately saves time by eradicating repeated activities performed on a day-to-day basis. It even backs up old versions of code, allowing users to quickly undo poor decisions.


More than 20 Business and productivity tools. You will find office tools, conferencing tools, invoicing, CRM etc….



Tenrox is perfect for web developers who not only have to manage their own work, but that of a small workforce, which might even spread around the world. Tenrox eliminates time wasted constantly constructing and circulating emails, letting a whole team view and edit all necessary documents. With Tenrox, you can keep track of time and expenses, perform cost and revenue accounting and track everyone’s progress.pmforwebdev

Genius Project

Genius Project helps users manage every stage in the web development process, from project selection to execution. Group, compare and rank actual and potential projects, plan with interactive Gantt charts, maximise utilisation of human and other resources, track time and expenses, manage costs and budgets, generate invoices and much more.pmforwebdev


Eclipse is a web application which deals with three key areas: portfolio management, project management and resource management. It lets you consolidate information from various projects in one accessible place, organise your schedule and prioritise every activity, track and report in a consistent manner and keep detailed tabs on all resources. Eclipse is simple to use and can be integrated with existing project management software.pmforwebdev


workspace.com provides eight distinct applications, useful for all web developers, especially those who work as part of a team. These eight applications include “Requirements”, which ensures that you’re constantly working with the most recent version of a project; “Plans”, for planning schedules, budgets and resources; and “Tests”, which tracks and manages your testing process. The price you pay depends on which of the eight applications you require, as well as the size of your team.



Ever find yourself performing unnecessary tasks just to fill the time? Does each project end in a mad rush to get things finished? If the answer’s yes, then Klok is the app for you. It’s a simple work timer which lets you time manage each project in fine detail. Compare recent with past projects to make sure your efficiency is improving.


Less Time Spent

Another time tracker, Less Time Spent does exactly what its name suggests: it enables users to organise themselves more efficiently, saving hours and minutes which, after all, equate to potential dollars and cents! It tracks your operations in real time and supports Google ID login.



Nozbe is a great time and project management web app suitable for individuals and small teams. It lets users arrange their tasks into projects, focus on what needs to be done next, group tasks by context (home, office, phone etc) to maximise productivity, and collaborate with a team. What’s more, you can send notes to Nozbe from Twitter and Gmail, and manage Nozbe from your Mac dashboard.pmforwebdev

Google Apps

With all the excellent project management apps currently available, it’s easy to forget that Google Apps offers a range of tools for web developers who want to move everything to the cloud. Google Groups and Google Sites can be used in conjunction to ease communication and encourage secure sharing of calendars, documents, videos and lots more. Admittedly, Google Apps is unlikely to be as suited to your needs as some of the other apps in this list, but it is highly accessible, well designed and completely free to use.



Redmine offers a host of really useful tools. At its simplest, it lets users manage a great number of projects simultaneously, defining personal roles and assigning tasks to specific team members. At its more complex and customisable, it lets users manage tasks as subprojects of main projects, automatically creating Gantt charts and calendars.



As simple as it gets really.This this service provides free web-based text documents you can share, that save edits, so you can collaborate, roll back and compare.

project mgr tools


If you need to share your designs and get feedback this is a cool tool. Feedback can be given with visual annotation tools. Allows you to setup secure online workspaces for sharing designs, documents and video and invite others to review, comment and give contextual feedback

project mgr tools


“Idea management service and collection of brainstorming tools”. It’s a free tool for writers focusing on idea generation

project mgr tools


Goplan is an online project management and team collaboration platform. It offers note-taking, calendaring, task management, issue tracking, file management and online real-time chat etc.

project mgr tools

Function Fox

TimeFox is the time and project tracking system of choice for professionals in advertising, design, web, communications, and all realms of creative service.

project mgr tools


ClientSpot is a Integrated Project Management and Time Tracking for Busy Teams which handles project and task tracking, time tracking and reporting, calendars, and file sharing.

project mgr tools


Very simple and sleek tool for sharing tasks, create reports and more.

project mgr tools


This is a very feature rich project, ressource etc. management tool that are free for up to 5 users.

project mgr tools


Invoicing, Expenses, Time tracking, clients and staff etc. Automate invoicing and collections. Streamline your business through recurring invoices. Set up auto-billing to automatically charge your client’s credit card. Give your clients online access to their invoices and account history.


FastDue is a FREE, secure online suite of business productivity tools with instant invoicing and collections, a robust easy-to-use tracking and management system and the only live, interactive contract negotiation and execution on the web.


It’s a web based business management software that makes managing projects much simpler. Because it’s a combination of CRM, PM, and billing, everything directly integrates with one another and this allows for collaboration on all three aspects as well as automated tasks. For example, secured sales leads turn into projects right away with all existing information, and timesheets turn into invoices with a single click.

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