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Exploring Top SmartSuite Alternatives for Enhanced Project Management

By: Aidan O’Brien, CAPM; Editor: Dr. Michael J. Shick, MSPM, PMP, CSM

Welcome to this guide on the best alternatives to SmartSuite. As a SmartSuite consultant and a project management professional at ROSEMET LLC, I’ve worked extensively with various project management tools in the no-code and work management space. You’re in good hands. Whether you’re a project management professional, a team leader, or simply someone looking to streamline their workflow, finding the right tool is crucial. This guide will help you to navigate the numerous options available and choose the best fit for your needs.

In this article, we will explore top alternatives to SmartSuite, including Notion, Wrike, Taskade, and Zoho Creator. Each alternative will be examined in detail, highlighting its key features, benefits, and drawbacks. By the end of this review, you will have a comprehensive understanding of each tool, enabling you to decide which project management system or software best suits your team’s requirements.

Read on to discover how these tools and solutions compare to SmartSuite and find the perfect solution to boost your business process and team’s productivity and ability to streamline all your work and project management processes.

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Alternatives to SmartSuite

Finding the right software can be a game-changer for your team’s productivity and efficiency. While SmartSuite is a robust platform that offers a comprehensive suite of tools for managing projects, tasks, and workflows, it may not be the perfect fit for every organization. Factors such as cost, specific feature needs, and support and user experience can vary significantly from one team to another, making exploring a range of alternatives essential.

As a certified SmartSuite consultant with extensive experience in project management and sharing and understanding data, I’ve had the privilege of working with various project management tools. This experience has given me a deep understanding of the strengths and limitations of different platforms. Through this guide, I aim to share insights into some of the best alternatives to SmartSuite for a work management platform, each offering unique features that cater to different needs and preferences.

Our journey will cover five top contenders for project portfolios: Notion, Wrike, Taskade, and Zoho Creator. Each of these platforms stands out in the crowded field of project management tools, providing distinctive functionalities and benefits. Whether you’re a small startup seeking simplicity and affordability in a work management platform or a large enterprise needing advanced features and scalability for project portfolios, there’s an alternative here that can meet all your work requirements.

We’ll delve into the specifics of each SmartSuite tool, discussing its key features, benefits, and potential drawbacks. You’ll learn how these platforms compare to SmartSuite and what makes them unique. By the end of this review, you’ll have a comprehensive understanding of each alternative and smart suite, enabling you to decide which smart suite or tool best aligns with your team’s needs.

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Why Consider Alternatives?

While SmartSuite is a powerful and versatile data mining tool, it may not be the ideal data mining solution for every team. Some of the reasons you might consider using SmartSuite holdings exploring alternatives include:

Cost

Budget Constraints: One of the primary considerations when selecting a project management tool is cost. Depending on your budget, you might find that other tools offer similar or superior functionality at a lower price point. For instance, SmartSuite’s pricing tiers might be prohibitive for smaller teams or startups with limited financial resources. Exploring alternatives could lead you to more cost-effective solutions that still meet your project management needs without compromising on essential features.

Value for Money: Even if your budget allows for higher-priced tools, it’s important to evaluate whether you are getting the best value for your money. Some alternatives might offer more features, better customer support, or additional integrations for the same or at a lower cost. By comparing different options, you can ensure that you are making a financially sound decision that maximizes the return on your investment.

Specific Features

Feature Requirements: Every team has unique requirements and workflows that demand specific features. While SmartSuite provides a comprehensive set of tools, it may not cover every need or niche. Your team might require advanced analytics, custom reporting, or specific collaboration features that are either not available or not as robust in SmartSuite. By considering alternatives, you can find a tool that aligns perfectly with your feature requirements and enhances your team’s productivity.

Innovation and Updates: The software landscape constantly evolves, with new features and improvements regularly introduced. Some project management tools are more innovative and quicker to adopt new technologies compared to others. Exploring alternatives allows you to stay updated with the latest advancements and ensures that your team has access to cutting-edge features that can streamline your workflows and improve efficiency. Smartsuite constantly incorporates customer feedback into new updates.

User Experience

Interface and Usability: User experience is a critical factor in the successful adoption of any software. Different tools have different user interfaces and experiences, and finding one that your team finds intuitive can significantly impact productivity. If SmartSuite’s interface feels cumbersome or unintuitive to your team, it might lead to resistance or reduced usage. Alternatives might offer a more user-friendly interface that encourages widespread adoption and enhances overall satisfaction.

Customization and Flexibility: The ability to customize and tailor the software to your specific needs can greatly enhance user experience. Some alternatives might offer more flexibility in terms of customization, allowing you to create workflows and dashboards and track marketing campaigns, sales, and reports that fit with your processes. This level of personalization can improve efficiency and make the tool more relevant to your team’s daily operations.

Scalability

As your team grows and takes on more complex projects, you might need a tool that can scale more effectively with your expanding needs. SmartSuite is a next-gen document solution designed to handle a variety of project sizes. That being said, there might be limits to its scalability or specific features that become inadequate as your team expands. Exploring alternatives ensures that you choose a tool that can grow with your organization and continue to support your needs without requiring a switch down the line.

Performance and Reliability: Scalability also pertains to the software’s performance and reliability under increased load. As your team grows, the volume of data and the number of users accessing the tool will increase. It’s crucial to ensure that the tool you choose can handle all this power and growth without compromising on performance or reliability. Some alternatives might be better equipped to manage large-scale operations, ensuring smooth and uninterrupted project management.

Integration Needs

Seamless Workflow Integration: Your team might already be using various applications for communication, file sharing, customer relationship management (CRM), and more. While SmartSuite offers integration capabilities, some alternatives might offer better or more extensive integration options.

API and Third-Party Apps: The availability of a robust API and support for third-party apps can significantly enhance the functionality of your project management tool. Some alternatives might offer more extensive APIs and a wider range of third-party app integrations. This flexibility can lead to more efficient workflows and better overall performance.

Automation and Workflow Enhancement: Integration capabilities can also influence the level of automation you can achieve within your workflows. Tools that offer better integration options can help automate repetitive tasks, synchronize data across platforms, manage them, and trigger actions based on specific conditions.

Unified Data Management: Having a project management tool that integrates well with your existing systems ensures unified data management. This means that information is consistent, up-to-date, and easily accessible across all platforms you use. It reduces the risk of data silos, enhances reporting accuracy, and provides a holistic view of your projects and resources.

What to Expect

We’ll explore the following alternatives in detail:

Notion

Known for its flexibility and customization, Notion combines note-taking, task management, and databases in one platform, making it a versatile tool for various workflows in project management.

Wrike

This platform excels in real-time collaboration and advanced reporting, making it suitable for teams that require detailed project planning and resource management.

Taskade

Designed for simplicity and real-time collaboration, Taskade is perfect for smaller teams looking for an easy-to-use, collaborative solution.

Zoho Creator

A low-code platform for building custom applications and automating workflows, Zoho Creator offers extensive customization and flexibility.

Let’s explore the best alternatives to SmartSuite, starting with the versatile and highly customizable Notion.

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Notion: The Ultimate Workspace

Notion has rapidly become a favorite among teams and individuals looking for a highly flexible and customizable workspace. Unlike traditional project management tools that focus solely on tasks and timelines, Notion combines note-taking, task management, databases, and collaboration into one cohesive platform. This versatility allows teams to create a workspace that fits their unique workflow, whether that involves project management, knowledge management, or personal productivity. Notion’s strength lies in its ability to adapt to a wide variety of use cases, making it a valuable productivity tool for startups, freelancers, educators, and large enterprises alike.

Key Features:

  • Custom Templates: Create and use custom templates for repetitive tasks and processes.
  • Database Integration: Organize information, track projects, and manage tasks with rich data fields.
  • Kanban Boards and Lists: Visualize tasks and projects with various views.
  • Real-Time Collaboration: This enables teams to collaborate with comments, mentions, and shared workspaces in real-time.
  • Markdown Support: Utilize markdown for clean and structured documentation.

Notion is ideal for teams looking for entirely new solutions for a highly flexible tool that combines multiple functionalities into one platform. Its extensive customization options make it suitable for new solutions for various project types and workflows.

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Start using Notion and simplify your workspace today with a 14-day free trial.

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Wrike: Enhancing Collaboration and Reporting

Wrike is a robust project management and collaboration tool designed to help teams streamline their workflows and improve productivity. It’s particularly well-suited for teams that require detailed project planning, resource management, and advanced reporting capabilities. Wrike’s real-time collaboration features ensure that all team members are on the same page, while its powerful analytics and reporting tools provide valuable insights into project performance. This makes Wrike an excellent choice for larger teams and organizations that need to manage complex projects and resources efficiently.

Key Features:

  • Dynamic Request Forms: Streamline project intake processes.
  • Project Visualization: Utilize Gantt charts, Kanban boards, and calendar views.
  • Advanced Analytics: Generate detailed reports and analytics.
  • Custom Workflows: Design and implement custom workflows.
  • Resource Management: Allocate resources effectively to optimize productivity.

Wrike’s robust collaboration and reporting features make it an excellent choice for teams and businesses that need detailed project planning and comprehensive project management tools. Additionally, Wrike offers tools for tracking sales opportunities and effectively managing routine everyday tasks.

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Discover Wrike’s features and see how it can benefit your projects. Try free for 14 days and enhance your team’s collaboration and productivity.

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Taskade: Simple and Intuitive Real-Time Collaboration

Taskade is designed for real-time collaboration and task management, making it a great alternative for smaller teams looking for simplicity and efficiency. Taskade’s friendly visual interface and visual planning tools, such as mind maps and outlines, make it easy to organize thoughts, tasks, and projects in a clear and concise manner. This simplicity doesn’t come at the expense of functionality, as Taskade still offers a robust set of features to help teams collaborate effectively and manage their workload. It’s particularly well-suited for startups, remote teams, and creative projects that thrive on visual organization and real-time communication.

Key Features:

  • Real-Time Collaboration: Integrated chat, video conferencing, and task management.
  • Visual Planning: Use mind maps and outlines for project planning.
  • Templates: Access a variety of templates for different workflows.
  • Task Management: Manage tasks with due dates, priorities, and assignments.

Taskade’s simplicity and real-time collaboration features make it an ideal choice for small teams that need a straightforward, collaborative tool for centralized work processes.

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Sign up for Taskade and start managing your projects effortlessly. Try the paid play free for 7 days!

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Zoho Creator: Customizable Low-Code Development

Zoho Creator is a low-code platform that allows users to build custom applications and automate workflows with minimal coding knowledge. This makes it an excellent choice for teams that need highly tailored solutions to meet specific business needs. Zoho Creator’s extensive customization capabilities enable users to create applications that can manage data, automate business processes, and integrate seamlessly with other tools. Whether you’re a small business looking to streamline operations or a large enterprise needing to develop complex applications, Zoho Creator offers the flexibility and scalability required to grow with your needs.

Key Features:

  • Low-Code Development: Create custom applications with minimal coding.
  • Integration Capabilities: Integrate with various apps and tools.
  • Automation: Automate repetitive tasks and workflows.
  • Custom Workflows: Design and customize workflows. Ongoing process improvements.

Zoho Creator’s low-code platform is perfect for teams and businesses that need extensive app customization and process automation without requiring advanced coding skills.

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Try Zoho Creator for a 15-day free trial and create custom business solutions tailored to your needs.

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Wrapping Up

Choosing the right project management system and software is essential for optimizing your own team members and the project’s status, productivity key results, and efficiency. While SmartSuite offers a robust set of features, exploring alternatives is crucial to ensure you’re using the best tool for your specific needs. Here’s a quick recap of the top alternatives we’ve discussed:

Notion

An all-in-one workspace that combines note-taking, task management, databases, and collaboration tools. Ideal for teams needing a highly flexible and customizable tool. Versatile functionality in a single platform.

The image features a dark gray background with the text "START USING NOTION TODAY" in white, capitalized letters. For an in-depth take, check out our Notion software review.

Start using Notion for free and simplify your workspace today.

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Wrike

Known for its real-time collaboration and advanced reporting capabilities. Best suited for teams that require detailed project planning and resource management. Robust collaboration and reporting features.

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Try Wrike free for 14 days and enhance your team’s productivity.

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Taskade

A simple, intuitive tool designed for real-time collaboration and task management. Perfect for smaller teams seeking an easy-to-use, collaborative solution. Simplified real-time collaboration.

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Get started with Taskade and improve your team’s collaboration. Enjoy a 7-day trial of the paid plan!

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Zoho Creator

A low-code platform for building custom applications and automating workflows. It is ideal for teams that need tailored business solutions with minimal coding. Extensive customization and automation capabilities.

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Try Zoho Creator for 15 days free and create custom business solutions tailored to your needs.

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Final Thoughts

By evaluating these alternatives, you can find a project management tool that not only meets but exceeds the expectations of every team member and budget manager. Each platform offers unique features that cater to different workflows and your project’s status requirements, ensuring that you can choose the one app that best aligns with your team members’ needs.

Remember, the goal is to find a tool that enhances collaboration, streamlines workflows creates tasks, and boosts overall productivity. With the right project management software, you can achieve all this and more, leading to customer success for your customers and other team members to greater customer success.

About the Author: Aidan O’Brien, CAPM, is a project developer and management professional at ROSEMET LLC. He holds the Notion Essentials and Settings & Sharing Badges and is a certified SmartSuite Consultant who is currently pursuing an MBA at Western Carolina University.

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