Best Project Management Tools for Agencies

Choosing the Right Project Management Tool: A Creative Guide for Agency Owners.

In the whirlwind world of agency management, juggling projects, deadlines, and team collaboration can feel like herding cats. That’s where project management tools come in, offering solutions to streamline processes and boost productivity.

At Action PAs, we specialise in all things admin, and through supporting numerous agency founders we’d like to think we know a thing or two about task management!

Here’s our take on five popular project management tools: ClickUp,, Asana, Notion, and Wrike.

1. Clickup


  1. All-in-One Wonder: ClickUp is the Swiss Army knife of project management, integrating task management, time tracking, document sharing, and goal setting in one platform.
  2. Tailored to You: Highly customisable with various views (List, Board, Calendar, Gantt) to suit different project needs / applications. I.e Social Media Management / Website Development.
  3. Automation Magic: Offers robust automation features to reduce repetitive tasks.
  4. Pocket-Friendly: Competitive pricing with a free tier that includes many essential features


  1. Feature Overload: The extensive features can be overwhelming for new users.
  2. Steep Learning Curve: Requires time to master due to its depth and customisation options.




  1. Slick Interface: Intuitive and visually appealing, making it a breeze to navigate.
  2. Collaboration King: Excellent for team collaboration with features like updates, comments, and notifications.
  3. Integration Heaven: Integrates well with other tools like Slack, Zoom, and Google Drive.
  4. Template Paradise: Offers a variety of templates for different industries and project types.


  1. Pricey: Can be expensive, especially for smaller teams.
  2. Limited Advanced Features: Lacks some advanced features like time tracking and comprehensive reporting found in other tools.


3. Asana


  1. Task Master: Excellent for managing tasks with features like subtasks, dependencies, and milestones.
  2. User-Friendly: Simple, clean interface that’s easy to navigate.
  3. Team Player: Strong collaboration tools, including task comments and team updates.
  4. Generous Free Plan: Supports up to 15 team members on the free tier.


  1. Customisation Constraints: Less customisable compared to tools like ClickUp and Notion.
  2. Feature Rich: Can be overwhelming due to the number of available features.


4. Notion


  1. Flexibility at Its Finest: Highly flexible and customisable, suitable for various purposes beyond project management, such as note-taking and knowledge management.
  2. Unified Workspace: Combines notes, tasks, databases, and calendars in one platform.
  3. Community Goldmine: Access to a wide range of user-created templates.


  1. Setup Challenge: Can be tricky to set up and use effectively, especially for larger teams.
  2. Performance Snags: May experience slowdowns with larger databases.



5. Wrike


  1. Feature-Rich: Offers robust features like time tracking, workload management, and detailed reporting.
  2. Scalability: Suitable for both small and large teams with complex project needs.
  3. Custom Workflows: Allows customisation of workflows to match your team’s processes.


  1. Complex Interface: The interface can be less intuitive and harder to navigate.
  2. Price Tag: Higher cost, particularly for advanced features and larger teams.

Quick Tips for Agency Owners

  1. Automate the Mundane: Use automation features available in your project management tool to automate recurring tasks and reminders. This will free up time for more creative and strategic work.
  2. Delegate Wisely: Assign tasks to team members based on their strengths and capacities. Use the workload management features to ensure a balanced distribution of tasks, or use a VA to help you out!
  3. Centralise Communication: Keep all project-related communication within your project management tool to reduce email clutter and ensure everyone is on the same page.
  4. Leverage Templates: Take advantage of templates to quickly set up new projects. Many tools offer industry-specific templates that can save time and improve consistency.
  5. Review and Refine: Periodically review and refine your project management processes to identify bottlenecks and areas for improvement. This can help in optimising efficiency and productivity.

Choosing the right project management tool can significantly impact your agency’s productivity and success. Each tool has its strengths and weaknesses, so consider your specific needs and preferences when making a decision. With the right tool and strategies, you can reduce administrative burdens and focus more on what you do best: creating exceptional work for your clients.

And hey, if you still feel like you need additional support with your admin. Then a virtual assistant might be just what you need. We have talior made Virtual Assistant Packages made just for creative agencies.  

Related Posts

Our PA Services help you to focus on growing your business and doing what you do best.

Share This