Do you have shiny system syndrome? Do you love to try whatever latest and greatest project management tool comes across your social media? Then they become a dusty graveyard of tasks and you abandon the system?

Project management is a fancy way of saying a way to capture what you need to do and when. For some business owners, it’s about keeping track of deliverables and who is responsible on a team. For other business owners, it’s basically a large to-do list. There are many different high and low tech options to use to track your projects.

Project management tool options are abundant and there’s always something new coming out. While it can be tempting to try them all out, you really only need one or two project management tools to keep your business running smoothly. 

To help you get a better idea of which project management tool might be a good fit for you, I’ve rounded up a few of my favorites, along with the pros and cons of each and the ways I’ve personally used them to help you see what’s possible. 

7 Project Management Tools to Consider for Business Owners with ADHD

Post-its

Bet you didn’t expect to see that on my list. Mostly this is listed to represent any kind of analog project management system: a notebook, physical Kanban board with Post-its, a list on a piece of paper.

Pros of Post-its (or another analog task list):

• Physical – the act of writing something and crossing it off feels so good and gives you a dopamine hit
• No logins
• Easy to edit
  
  

Cons of Post-its (or another analog task list):

• Easy to misplace
• Can’t be shared with team members
• Not searchable
  
  

Ways I personally use an analog system:

• When I’m overwhelmed, there’s something about a physical list that is grounding.
• If there are multiple pieces to a project, to visually see the tasks disappear, put one item on each Post-it then on a wall or surface. When each piece gets completed and is removed, it feels so good.
  
  

Google Keep

A lot of times people hear the phrase “project management tool” and think that means it has to be a fancy system, but the truth is that your project management tool can be as simple as Google Keep. Not every system needs to be complex! Sometimes simple is best.

Pros of Google Keep: 

• Easy to see – you can add it to your inbox or calendar view in Google if you use Google Workspace
• Can be shared/collaborative with other gmail addresses
• Simple app
• You can make different lists 
• Searchable 
• Audio note option
  
  

Cons of Google Keep:

• You can’t link anything on it, you could put a full URL, but it can’t be a live link
• Mostly a checklist
  
  

Ways I’ve Personally Used Google Keep: 

• This is how my husband and I keep track of our grocery list. Because it’s shared, we can both access it and see what’s on the list or add to it.
• Founder to-do list –sometimes your business may have other project management systems that are focused on client deliverables, but you may also need a more simple list just for your own to-do tasks. Since the list can be shared, I also manage lists for clients, add tasks and provide accountability check-ins.
• Trip planning with friends –we shared a note, all added different restaurants and activities we were interested in then wrote out our itinerary for the week

Apple Notes App

This is another example of a super simple “system” that you already have access to for free if you have an iPhone! And again, sometimes simple is best when it comes to project management.

Pros of Apple Notes: 

• Can be shared to other iPhone users
• Searchable 
• Super easy access
• You can add links, tables, documents, checklist bubbles
  
  

Cons of Apple Notes:

• Only collaborative with iPhone users
  
  

Ways I’ve Personally Used Apple Notes: 

• Help a client with her business/personal to-dos outside of client deliverables including linking documents for her to access or reference
• Ongoing braindump list that can be searchable
• Daily to-do list when I just need something simple to capture what must get done
  
  
  

ClickUp

ClickUp is a more traditional project management tool. The possibilities with it are endless. It has integrated automations, AI functions, internal messaging, integrates with your email, truly, the sky is the limit with the functionalities. 

BUT ClickUp can also be used in a more simplified capacity. 

Pros of ClickUp:

• Free version has a LOT of functionalities
• If you upgrade your plan, they have a 30 day moneyback guarantee – and it’s easy to access this
• They offer ClickUp University and frequent calls focused on features for free
• Great for teams and repeated workflows
  
  

Cons of ClickUp:

• Can initially feel overwhelming
• Not great as a client portal – requires login for the best experience
• Almost too much flexibility
  
  

Ways I’ve Personally Used ClickUp:

• This is my project management tool of choice, but I use it in a pretty simple way! 
• I pay for the “Unlimited” plan – the most basic paid plan so that I don’t have a limit on automations. Automations do things like automatically assign tasks to me (since there’s no one on my team) and attach the correct client name to the task automatically. 
• I’ve been added to client’s ClickUp accounts where we house things like SOPs, capacity trackers, weekly tasks, brain dumps, etc. 
  

Bonus tip: If you reach out to ClickUp or upgrade your account, they will likely offer you a free help session. I have somehow gotten three free one on one sessions where a ClickUp expert has helped me optimize my user experience. 

Asana

Another more traditional project management tool, Asana can be really great for people who like something more streamline and simple. 

Pros of Asana: 

• Has a free version
• More simplified plan options than ClickUp
• A variety of training and certifications are offered for free
• Visually simple
• Cute animations when you check off a task (a narwhal with rainbows when I complete something? Adorable!)
  
  

Cons of Asana: 

• It doesn’t feel intuitive to me. Some people really like it!
  
  

Ways I’ve Personally Used Asana:

One of my clients uses Asana, so I use it as an added user. It was easy for me to jump in, see my tasks and follow along.

Trello

Trello is a very visual project management tool. What does that mean? It makes tasks into “cards” that can move between stages instead of a more traditional list. 

Pros of Trello:

• Some businesses lend themselves really well to this kind of Kanban type project management. I think of businesses who move clients through a clear, repeated set of stages (brand or web designers come to mind!)
• Very customizable
• Visually more different than the other options above

Cons of Trello:

• I don’t think this type of system lends itself to more task based to-dos. At least not for me! 
• Other systems offer a “board view” that’s similar to Trello with other functionalities as well. 
• Trello does offer a list view if you pay for a subscription 
  
  

Ways for I’ve Personally Used Trello:

I had a client who used Trello, but she didn’t really use it as a Kanban board. Each section was a different area of the business and the cards were tasks within that section. Not exactly the intended use of Trello, but that doesn’t matter if it works for your brain. 

Notion

I don’t think of Notion as a project management tool. But some people really love it. So I felt the need to mention it. I have had many, many clients love the idea of Notion and buy templates to try and use it…only to abandon ship. I’ve also seen some business owners with ADHD go all in on Notion and have success!

Pros of Notion:

• Incredibly customizable
• Can be soooo pretty!
• Lots of templates are sold

Cons of Notion:

• …incredibly customizable (and the reason I’m listing that as both a pro and a con is because oftentimes endless options like Notion offers is an ADHD business owners worst nightmare)
• Easy to hide things from yourself
• Easy to get sucked in to messing around in Notion instead of doing the things you need to do
  
  

Ways I’ve Personally Used Notion:

I’ve purchased multiple offers that were delivered through Notion. You can use it like a client portal and share a link with someone to access/upload things. Notion is incredibly powerful, but it’s not something that I feel like you can just pop into and start quickly. 

The company itself calls it an “AI powered all-in-one workspace”. I don’t really know what that even means. If you love it and it works for you, I am cheering you on!

Things to Consider When Choosing a Project Management Tool 

No matter what project management tool you choose, you need something that is sustainable.

Sustainable looks like something you’re able to manage on your own. You can pay people lots of dollars to set up beautiful systems for you…but you need to be able to go into them and make edits/changes as your business grows or seasons change. How can you adapt the system when your offers change? What does it look like if you need less information? 

If you don’t have the capacity to learn a system and take a deep dive, choose the path to least resistance. Which system works with how your brain organizes tasks? Even if it’s not the one that you can buy cool templates for or doesn’t have a fancy name.

If you choose a system based on what someone told you to do or aesthetics, your project management tool will become another Shiny System in your business that starts to collect dust while your brain works overtime. 

The Best Project Management Tool for an ADHD Business Owner 

So, what’s the best project management tool for a business owner with ADHD?

The one you’ll use that works with your brain. 

You don’t have to use the newest, most complex tool you can find. The best tool is the one that you use, doesn’t become a task graveyard and keeps your brain free for creativity. 

If you aren’t sure which project management tool would be best for you, I’d love to help you figure it out and get your systems in order in a way that truly supports you!

In a Stop the Spiral Sprint, we can look at options for you or clean up your current project management system.

If you feel like you need more support, in a Systems Fix, I’ll do it all for you (and make sure you can keep using it without me).

NOTE: This blog post contains affiliate links, which means I could potentially earn a small commission if you purchase through my links. Please know that I only ever recommend products or services that I love and have fully vetted!