For me Notion tick all the boxes
I generally uses ringcentral’s glip for the communication and notion for project management
Adding more pointers to the evolving landscape of project management software — it’s no longer just about tasks and timelines. Today’s tools are transforming with AI-driven workload forecasting, smart automation, native proofing for creatives, and deep integrations that reduce app-switching fatigue. These advancements allow teams to prioritize faster, collaborate in real-time, and make data-informed decisions with minimal manual input.
Hi everyone — from the discussion so far, it’s clear project management success depends on three critical factors:
1. Agency size & client involvement
Smaller teams often thrive on tools like Trello, Asana, or Notion — they’re intuitive, lightweight, and great for board-style task workflows. Larger agencies (50+ users) should look into more robust systems with AI forecasting, resource scheduling, and role-based permissions to handle complexity at scale.
2. Design-proofing and collaboration
For agencies juggling visual assets and feedback loops, tools like Wrike or CC ReviewFlow offer visual proofing, version control, and streamlined client approvals — saving hours of back-and-forth.
3. Automation & scalability
Modern tools like ClickUp, Celoxis, Monday, and Productive offer customizable dashboards, Gantt charts, time tracking, and workflow automation — all under one platform. AI features now even suggest optimal schedules and team utilization.
For solo designers or budget-conscious studios, options like Freedcamp, Zoho Projects, or even open-source tools like ProjeQtOr offer impressive flexibility at little to no cost.
At the end of the day, the best project management software will align with your team’s creative processes, growth goals, and client needs — not just your task list. Try free trials, test integrations, and see which interface your team naturally clicks with.
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For a graphic design agency, ClickUp or Trello are top project management tools—both are intuitive and ideal for tracking creative workflows. ClickUp is great for integrating tasks, timelines, and chat in one place. Trello, with its visual boards, suits design projects well. Many developers and design teams involve clients by giving limited access for feedback and approval, improving transparency and communication. Ensure the software supports file sharing and client collaboration features. Involving clients can speed up iterations and reduce miscommunication. Choose a tool that aligns with both your internal team and developer-client workflow needs.
Hey Fiona 
That is a really good question because picking the right project management software for a design agency is harder than it looks. Most tools are either too simple or too technical, and creative workflows usually sit somewhere in between.
From experience, I have tried Trello, Asana, and Monday. com, and Celoxis for different teams. Trello is nice for quick visual planning but once projects start growing, it feels too basic and lacks depth for tracking revisions or client feedback. Asana is super clean and collaborative, but can get messy when you manage multiple clients with overlapping deadlines. Monday. com looks beautiful and is easy to show clients, but scaling it for multiple projects often needs extra integrations that add to cost and setup time.
Celoxis, on the other hand, felt like a more complete setup. It has proper scheduling, workload management, and custom dashboards that let clients see progress without cluttering your internal boards. The automation features are pretty useful too, like auto reminders and smart reports that help spot delays before they happen. It is not just a task tracker but more like a full project and portfolio management solution that grows with your team’s complexity.
If you are managing creative work with client approvals, I would say go for something that supports proofing, comment tracking, and smart reporting. You will save a ton of time and still keep clients in the loop without drowning them in project details.
So yes, involve clients but only in a controlled way. Give them visibility into what matters, and use a tool that handles the rest for you quietly in the background.
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