Running a small team is hard. You don't have the budget for enterprise software, but you need to stay organized. You're competing with bigger companies that have dedicated tools for everything. And you're probably using way too many apps already.
We've been there. Our team works across the Isle of Man, UK, US, and other countries. We've tried every tool under the sun. Some worked, most didn't. Here's what we actually use and why.
This isn't a list of every tool available. It's the tools that actually make a difference for small teams trying to compete with bigger companies.
The Tools We Actually Use
Slack, Teams, Discord, and WhatsApp for Communication
Email doesn't work for team communication. It's slow, things get lost, and important messages get buried. We use Slack, Teams, Discord, and WhatsApp depending on the situation. Slack for internal channels and project updates, Teams for clients already in Microsoft ecosystems, Discord for community-style collaboration, and WhatsApp for fast mobile replies.
The free version works fine for small teams. Create channels for different projects or topics. Use threads to keep conversations organized. Set up notifications so you're not constantly checking it.
Pro tip: Don't create too many channels. Start with 3-5 and add more only when you really need them. Too many channels means people miss important messages.
Notion for Documentation
We used to have documentation scattered across Google Docs, Word files, and random notes. Finding anything took forever. Notion changed that.
It's like a wiki, a document editor, and a database all in one. We keep project notes, client information, processes, and everything else in one place. The free plan is generous for small teams.
Start simple: create pages for each project or client. Add templates for common tasks. Use the search. It's actually good. As you grow, you can build more complex databases and workflows.
Trello for Task Management
We tried Asana, Monday, Jira, and others. They were all too complicated for what we needed. Trello is simple: boards, lists, cards. That's it.
Each project gets a board. Each stage of work gets a list (To Do, In Progress, Done). Each task gets a card. Drag cards between lists as work progresses. Add due dates, assign people, attach files. Simple.
The free version works for most teams. If you need automation or more features, the paid version is still cheaper than most alternatives. But honestly, most teams don't need the paid features.
Google Workspace for Everything Else
Email, calendar, file storage, spreadsheets. Google Workspace handles it all. It's not fancy, but it works. Everyone knows how to use it. It integrates with everything.
The business plan is about £5 per person per month. You get professional email, unlimited storage, and all the Google apps. For small teams, it's hard to beat.
Use shared drives for team files. Set up shared calendars so everyone knows who's doing what. Use Google Meet for video calls. It's built in and works fine.
What We've Learned to Avoid
We've made mistakes. Here's what we learned the hard way:
- Don't use too many tools. Every new tool adds complexity. Stick to 4-5 core tools and use them well. More tools doesn't mean better organization. It means more places to check and more things to learn.
- Don't pay for features you don't use. Most tools have free tiers that work fine for small teams. Only upgrade when you actually need the paid features. We've wasted money on premium plans we never used.
- Don't overcomplicate workflows. Simple processes work better than complex ones. If your team needs training to use a tool, it's probably too complicated. The best tool is the one people actually use.
- Don't switch tools constantly. Every tool switch means lost data, retraining, and disruption. Pick tools that can grow with you. It's better to use a tool that's "good enough" consistently than to constantly chase the "perfect" tool.
Making It Work for Your Team
Start Simple, Add Complexity Later
Don't try to set up the perfect system from day one. Start with the basics: one communication tool, one task management tool, one place for files. Use them for a few weeks. See what works and what doesn't. Then add more tools or features only when you actually need them.
The best workflow is the one your team actually follows. If people aren't using a tool, it doesn't matter how good it is. Simplicity wins.
Set Clear Rules
Tools only work if everyone uses them the same way. Set simple rules:
- Where do we communicate? (Slack for quick stuff, email for formal stuff)
- Where do we store files? (One place, not scattered everywhere)
- How do we track tasks? (One system, updated regularly)
- When do we have meetings? (Regular schedule, not constant interruptions)
Bottom Line
Small teams can compete with bigger companies by being organized and efficient. You don't need expensive enterprise software. You need the right tools used consistently.
Start with communication, task management, and file storage. Use free or low-cost tools. Keep it simple. Add complexity only when you need it. The best system is the one your team actually uses.
Tools don't make teams productive. Good processes do. Pick tools that support your processes, not the other way around.