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Free Tools That Every Project Manager Should Know About

FREE Tools that every project manager should know about

Today, technology can make all the difference in the rapidly changing field of project management. Whether you’re in charge of a small team or a large project, having the appropriate tools at your disposal can help you effectively manage your workload, boost productivity, enhance communication, and optimize your workflow. During my experience as a Project Manager, I used numerous tools, free and paid, and this is my selection of some of the best free tools that every project manager should know about and use if they fit their needs.

Project Management Tools


Trello is a great customizable project management tool that uses a variety of key features to facilitate task organization, including Kanban boards, checklists, task assignments, and deadlines. Its user-friendly layout makes it ideal for small and big projects, giving you a real view of what must be done. Trello encourages effective collaboration and communication among teams by allowing them to assign tasks and attach files.


Asana is a smart project management platform that was created to assist teams in efficiently organizing, monitoring, and controlling work, from everyday tasks to major objectives. It enables professionals to divide projects into tasks, establish deadlines, and visually represent project timelines, custom workflows, and task dependencies. Asana is also a flexible option because of its ability to integrate with other tools.


Jira is a project management application specifically designed for IT and software development teams. It helps professionals design, track, and efficiently deliver software and supports agile techniques. Jira allows you to customize workflows and manage issues which is crucial for the success of software projects. 

Document Sharing & Collaboration Tools

Google Drive

Google Drive provides online storage and collaborative editing of documents such as Google Docs, Sheets, and Slides. It is a seamless collaboration tool that offers plenty of free storage space, integrates with several tools, and enables users to share folders and files with others and set permissions to view, edit, or comment.

Google Docs, Sheets & Slides

As a component of Google Workspace, Google Docs, Google Sheets, and Google Slides provide cloud-based productivity tools for managing spreadsheets and creating documents and presentations. The same document, sheet, or slide can be worked on by multiple people at once, and changes are reflected and monitored instantly.


Dropbox makes sharing and accessing files from any location simple by offering cloud storage and file syncing. The platform supports real-time collaboration, allowing team members to work on the same documents simultaneously, which streamlines workflows and enhances productivity. Dropbox’s integration with other project management tools, such as Trello and Asana, facilitates seamless task management and coordination. Version control and file recovery features provide peace of mind, ensuring that project managers can track changes and restore previous versions of documents if needed. 

Microsoft 365

Microsoft 365 provides a number of project management tools, such as Microsoft Planner for managing tasks, Microsoft Teams for team collaboration and communication, and Microsoft Project for thorough tracking and planning. OneNote, SharePoint, and To Do also improve note-taking, document management, and personal task organizing. These tools combine easily, offering a stable, expandable, and safe environment for efficient project management.

Communication Tools


Slack is a popular platform for team communication and teamwork. It facilitates remote work and is accessible across all devices. Slack offers a range of features that make it an essential tool for project teams as it provides organized, real-time messaging through channels dedicated to specific projects, teams, or topics, ensuring that conversations remain focused and relevant. Slack integrates with a wide range of tools, including Trello, Asana, Google Drive, and Dropbox, allowing project managers to streamline workflows and centralize their project management activities. The platform’s file-sharing and storage options ensure that all necessary documents and resources are easily accessible. With features like reminders, to-do lists, and task assignments, project managers can keep track of deadlines and tasks. Additionally, Slack’s search functionality allows users to quickly find past conversations and files, reducing the time spent on locating information. 

Microsoft Teams

Microsoft Teams is a great scheduling and video conferencing platform. It offers a variety of meeting-based collaboration tools, such as synchronous communications and video chatting, which are all linked directly to relevant work resources and materials. Microsoft Teams streamlines email communication and facilitates team meetings. Users can engage with one another through a variety of technologies, including video conferences and voice sending. Meetings can also feature screen sharing.

Google Chat

Google Chat serves as a consolidated platform for effective project management and team communication that works alongside Google Workspace. It supports direct texting and group discussions, making team communication simple. Threaded rooms allow you to organize discussions by topic, collaborate in real-time on Google Docs, Sheets, and Slides, and integrate with Google Meet for video calls. Google Chat is accessible to everyone with a Google account. However, advanced functionalities are available with Google Workspace subscriptions.

Video Conferencing Tools


One popular program that offers cloud-based video conferencing is Zoom. Zoom makes it possible for webinars, face-to-face meetings, and screen sharing to take place, promoting efficient communication and teamwork across geographic boundaries. Zoom’s free subscription allows for 40-minute group sessions and unlimited one-on-one meetings. Plus, meetings can have up to 500 participants. 


Webex is a video conferencing solution with advanced features including HD video calls, live communication, and screen sharing. It includes team messaging, file sharing, and interaction with Google Workspace and Microsoft Office as productivity tools. Webex offers complete team communication and project management features including meeting records, breakout rooms, and task management. 

Customer Relationship Management (CRM) Tools


Hubspot provides an intuitive interface for managing customer relationships, tracking project progress, and maintaining communication with stakeholders. With robust contact management, project managers can easily store and organize client information, ensuring all interactions are well-documented and accessible. HubSpot’s CRM integrates seamlessly with email and calendar tools, facilitating smooth scheduling and follow-ups. Its automation features streamline repetitive tasks, with comprehensive functionality and user-friendly design.


Task assignments, progress monitoring, and communication capabilities are some of the elements that make Salesforce an excellent CRM platform. It enables customized workflows and automation to expedite project processes, and it interfaces with several third-party apps. The extensive data analytics and reporting features of Salesforce facilitate decision-making and project performance tracking. Salesforce offers free trials for a number of its products. Trailhead, for instance, is one of the free tools and resources that Salesforce provides for training and education.

Enterprise Resource Planning (ERP) Tools


Odoo is an open-source ERP system with powerful project management capabilities. It includes features such as work scheduling, time logging, tracking of progress, and real-time communication. Odoo connects with its other modules, such as accounting, sales, and inventory, to provide a complete solution for managing all aspects of a business from a single platform.


ERPNext is an open-source ERP solution with robust project management options. It provides task management, resource allocation, time monitoring, and project budgeting features. ERPNext interacts smoothly with other business processes such as accounting, inventories, and human resources, giving a unified platform for managing projects and company operations in general. 

Code Management Tools


GitLab is a DevOps platform for code management. It provides functions including project planning, issue tracking, CI/CD pipelines, and version control. GitLab is a comprehensive tool for effectively managing code and projects across the lifecycle of software development. It facilitates real-time communication and interfaces with a variety of development and deployment tools.


Bitbucket enables teams to work together and maintain code repositories, providing project planning tools, problem tracking, and integrated CI/CD pipelines. It is a complete solution for development teams to effectively manage code and projects as it connects with Jira effortlessly to improve project management skills. Bitbucket includes a free subscription that includes unlimited private and public repositories for up to five users. 

Project management tools have become critical to staying competitive in today’s dynamic and ever-changing business. The free tools listed above cover functions that help project teams stay organized, communicate efficiently, and complete projects successfully.