For any small to medium enterprise (SME) in New Zealand, selecting the right project management (PM) tool is a pivotal decision. The appropriate software can significantly enhance efficiency and profitability. Studies from the Project Management Institute (PMI) consistently indicate that organisations employing formal PM practices are more successful in meeting budgets and deadlines.
However, with a saturated market, how do you navigate beyond persuasive marketing to find the best fit for your business? Drawing from personal experience and objective data, this guide aims to assist you in making an informed choice.
My initial reaction to ClickUp was that it was just too much. It aims to be an all-in-one app, and the sheer number of features, buttons, and settings was overwhelming. It took a concerted effort from me and a patient team member to streamline it, turning off unnecessary features and establishing strict usage protocols. Only then did its true power become apparent.
Insights:
User Satisfaction:
ClickUp generally scores well for its value proposition, with average ratings around 4.7/5.
Common Praise:
Reviewers consistently highlight the extensive features available even on the free and lower-cost plans. The ability to switch between 15+ different views is frequently cited as a benefit.
Common Criticism:
The platform’s complexity is the most common critique. Many users report a steep learning curve. Recent user threads on Reddit mention that without a dedicated “ClickUp champion” to manage the setup and train the team, it can easily become disorganised.
Key Features:
Pricing (as of mid-2025):
Free Forever Plan:
Remarkably generous, with access to most core features for personal use. Explore the Free Plan
Unlimited:
Starts at ~$12 NZD per user/month, offering unlimited storage and more integrations.
Business:
Around ~$20 NZD per user/month, adds advanced features like workload management and timelines.
Best Suited For:
Tech-savvy teams and companies that desire a single, powerful tool and are willing to invest time in setup and training. Its value for money is hard to beat if you need the feature depth.
The first time I used Monday.com, I was impressed by how quickly I could create a professional-looking setup. Its highly visual, table-based system is adaptable to various workflows. We established boards for everything from marketing campaigns to client onboarding. The initial “wow” factor is strong, providing a comprehensive view of the business on one screen.
Insights:
User Satisfaction:
Across major review platforms like Capterra and G2, Monday.com consistently scores high for ease of use, typically rating around 4.6/5 stars.
Common Praise:
Users frequently commend its customisability and the utility of its multiple project views (Kanban, Gantt, Calendar). A recent Reddit review from a long-term user highlighted the notification system and advanced reporting dashboards as transformative for their team’s efficiency.
Common Criticism:
A notable frustration arises when advanced features are needed, as they are often behind paywalls. This sentiment is echoed in user feedback, where the pricing model, especially the minimum seat requirements and key features locked behind higher tiers, is a recurring concern.
Key Features:
Pricing (as of mid-2025):
Free Plan:
Very limited, for up to 2 users. Explore the Free Plan
Basic:
Starts at ~$15 NZD per user/month. Lacks key views like Timelines and Calendars.
Standard:
The most popular plan, starting around ~$25 NZD per user/month, unlocks more views and automations.
Pro & Enterprise:
Add private boards, more automations, and advanced reporting.
Best Suited For:
Businesses that benefit from visualising workflows, such as marketing agencies, creative teams, and sales departments. Its flexibility is a significant asset, provided you have the budget for the Standard plan or higher to unlock its full potential.
It’s a clean, fast, and mature platform focused on task management. It’s greatest strength it the clarity it can provide. The “My Tasks” view allows everyone to see exactly what’s on their plate, and linking tasks to company-wide goals can definitely help everyone understand the bigger picture.
Insights:
User Satisfaction:
Asana holds an average rating of around 4.5/5, showing strong overall sentiment.
Common Praise:
Users often praise its clean design and robust task management features. Many teams say the “My Tasks” view and clarity help with accountability and focus.
Common Criticism:
A common drawback is that a single task can’t be assigned to multiple users. While this encourages accountability, it can be limiting for teams that need more flexibility.
Key Features:
Pricing (as of mid-2025):
Basic (Free):
Excellent for individuals or small teams, includes unlimited projects and tasks. Explore the Free Plan
Starter:
Starts around ~$18 NZD per user/month. Adds the Timeline view, dashboards, and custom fields.
Advanced:
Around ~$40 NZD per user/month, with advanced features like Portfolios and workload management.
Best Suited For:
A wide range of SMEs that need a reliable, scalable, and easy-to-use platform for structured project and task management. It’s a very strong all-rounder for a growing business.
I don’t personally work in a trade business, but several of my past clients—a builder and a plumber—relied heavily on these apps. I’ve observed how they use Tradify on their phones to send quotes from a client’s driveway, track hours on a job, and send invoices before leaving the site. These tools are built for the practical realities of being on the tools in New Zealand.
Insights:
NZ-Specific Functionality:
Their key advantage is deep integration with local suppliers and accounting software, notably Xero. This direct link is a critical efficiency driver for Kiwi tradies, frequently mentioned in positive reviews from NZ users.
User Profile:
The user base is almost exclusively tradespeople. Reviews consistently highlight the mobile app’s functionality as a key benefit for managing work on-site.
Comparison:
Both are highly rated within their niche. The choice often comes down to minor differences in user interface and specific feature implementations. It’s recommended to trial both.
Key Features:
Pricing (as of mid-2025):
Both offer tiered pricing based on the number of users, starting from around $40-$50 NZD per month for a sole trader, with costs increasing as you add more staff to the system.
Free Trials:
Best Suited For:
Virtually any trade-based SME in New Zealand. These tools are purpose-built for the local industry and address the specific administrative challenges that tradies face daily.
I haven’t personally used Jira as part of my day-to-day work, but I’ve spoken with many developers and project managers who rely on it. Jira is widely adopted by big tech and software teams around the world for managing complex, iterative projects. It’s often described as an industry standard for agile development workflows — powerful and flexible when set up well, but daunting for non-technical teams.
Insights:
User Base:
Data overwhelmingly shows Jira’s user base is concentrated in the software and IT industries. It is not a general-purpose project management tool.
User Satisfaction:
Reviews are often polarised. Technical users who value its power and customisability rate it highly (around 4.4/5), while business users frequently describe it as clunky and unintuitive.
Performance:
A common complaint, even from seasoned users, is that Jira can become slow and overly complex if not configured and maintained correctly by a dedicated admin.
Key Features:
Pricing (as of mid-2025):
Free Plan:
Available for up to 10 users, making it accessible for small dev teams and startups. Explore the Free Plan
Standard:
Starts at ~$8.60 NZD per user/month.
Premium:
Around ~$17 NZD per user/month, adds features like advanced roadmaps and project archiving.
Best Suited For:
Businesses with a dedicated software development team. Jira is the powerhouse for managing technical projects but is unsuitable for non-technical departments like marketing or HR.
