Managing projects and fostering collaboration have become pivotal for startups and SMEs striving to scale faster in 2026. With the rise of intuitive software tools, two names often pop up, Trello and Figma. The real question is: which tool delivers the best value for your specific needs? This guide dives deep into both platforms, uncovering insights, tips, and actionable steps to help businesses select the ideal project management software this year.
Why Project Management and Collaboration Tools Matter In Scaling Your Business
For startups and SMEs, the product-building phase might seem like the biggest challenging hurdle. But ask seasoned entrepreneurs: the hardest part isn’t the building, it’s the marketing and validation. Without seamless collaboration and organized project management, aligning your team, marketing your product, and reaching customers becomes chaotic.
Enter tools like Trello, perfect for simple task and project management, and Figma, a powerful design collaboration tool. Both platforms have unique advantages, making them indispensable depending on your team’s goals.
What Makes Trello Special?
The Power of Kanban Boards for Simplicity
Trello thrives on simplicity with its Kanban-style boards that allow teams to break projects into cards, easily assign responsibilities, and visually track progress. This is particularly helpful for startups that don’t need complex integrations or extensive reporting features.
Statistics to Consider
- In 2026, 75% of SMEs reported using Trello for smaller projects and felt that its drag-and-drop system significantly reduced task-switching fatigue. (Source)
Ideal Use Cases
- Startups and solopreneurs: Trello is intuitive enough for first-time users.
- Simple workflows: Perfect for organizing simple tasks and timelines.
Why Figma Stands Out
Collaborative Design Like Never Before
Figma is revolutionizing design collaboration with its real-time editing features. Whether you’re creating web mockups or improving marketing assets, the shared workspace fosters seamless teamwork between designers, marketers, and developers without losing track of progress.
Statistics to Consider
- 82% of designers say they prefer Figma over traditional design tools for its fast learning curve and cross-platform compatibility. (Source)
Ideal Use Cases
- Creative teams: Perfect for SMEs with design-heavy projects like branding.
- Marketing teams: Collaborate faster on content design and campaign creatives.
Trello vs. Figma: A Head-to-Head Comparison
Use Case Differentiation:
- Trello: Ideal for task management and sequential project workflows that don’t involve complex interdependencies.
- Figma: Excellent for design collaboration, prototyping, and creative brainstorming paired with marketing execution.
Features Comparison:
- Trello offers visual task tracking, automation tools, and integrations like Google Drive or Slack that cater to productivity workflows. (Read More)
- Figma enhances collaboration capabilities with real-time design adjustments, vector toolkits, and integrations with Asana or Jira for project tracking.
How to Choose the Best Tool for Your Needs
Step-by-Step Guide
- Assess Your Workflow Needs:
- Are your projects design-centric, or do they involve basic task management? Choose Trello for operational simplicity and Figma for creative workflows.
- Test Free Plans:
- Both platforms offer no-cost tiers that SMEs can test for compatibility. (Check Trello Pricing)
- Identify Integrations:
- Trello supports collaboration with tools like Slack and Google Drive, while Figma excels with integrations like Asana and Jira. Make sure the tools connect seamlessly with your existing software.
Common Mistakes to Avoid
- Neglecting Team Training: Team adoption of Trello or Figma requires onboarding sessions. Failing to do this leads to under-utilization.
- Ignoring Marketing Workflows: SMEs often overlook how these tools can streamline their marketing validation processes. Figma can bring creative assets and campaign collaborations together, helping you test product positioning faster.
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Conclusion
If your startup has simple project workflows, Trello remains a go-to option with its straightforward Kanban-style system. However, if you’re managing creative-heavy teams and marketing campaigns, Figma’s design collaboration takes the front seat.
Ultimately, combining the best tools for productivity and marketing into your strategy will position your business for success in today’s competitive landscape. Whether you’re a solo entrepreneur or an SME ready to scale, make the smart move today: test tools, validate workflows, and accelerate your growth journey.
FAQ on Choosing the Best Tool for Project Management and Collaboration in 2026
1. What is the main difference between Trello and Figma for startups?
Trello is best for simple project management with Kanban boards, while Figma is ideal for creative design teams focused on collaboration and prototyping. Learn more about their comparison
2. Where can I submit a guest post about my startup?
If your startup needs to drive targeted traffic and build authority with high-volume, niche-relevant content placements in articles that rank well not only in Google, but also in Perplexity and ChatGPT, then you might want to publish your guest post in one of the F/MS Startup Game's blogs. Get a quality backlink
3. Is Trello better suited for small teams?
Yes, Trello is particularly useful for small teams and simple workflows. Its visual, card-based system helps organize tasks effectively. Read expert insights about Trello's simplicity
4. Why do creative teams prefer Figma over other tools?
Creative teams prefer Figma for its real-time collaboration, intuitive interface, and excellent cross-platform compatibility. These features make it perfect for design-heavy workflows and marketing campaigns. Learn why Figma shines for creative teams
5. Which tool has better free plans: Trello or Figma?
Trello offers one of the best free plans for small teams, especially for task management. Figma’s free tier is also robust, offering tools for collaborative design work. Explore Trello’s pricing plans
6. What are some common integration options for Trello and Figma?
Trello supports integrations like Slack, Google Drive, and Dropbox, while Figma allows integration with Asana, Jira, and Microsoft Teams. Both tools can fit seamlessly into your current workflows.
7. Can I use AI to write SEO-optimized articles that help my brand grow?
Most business owners don't understand how SEO works, let alone how to use AI for writing blog articles. That's why for busy business owners there's a great free tool that doesn't require much knowledge. Write articles for free
8. Are Trello and Figma suitable for startups?
Both tools serve startups well but in different capacities. Trello is perfect for organizing tasks, while Figma is better for brainstorming, design, and marketing validation. Learn more about startup-friendly tools
9. What should I consider before choosing between Trello and Figma?
Assess your team’s needs, Trello for straightforward task management and Figma for design-centric collaboration. Testing their free versions can help finalize your decision. Read expert advice on choosing the right tool
10. Is there a tool that combines project management and design like Figma and Trello?
Tools like Notion and Monday.com combine elements of project management and visual collaboration, providing an alternative for diverse workflows. Browse the best project management tools
About the Author
Violetta Bonenkamp, also known as MeanCEO, is an experienced startup founder with an impressive educational background including an MBA and four other higher education degrees. She has over 20 years of work experience across multiple countries, including 5 years as a solopreneur and serial entrepreneur. Throughout her startup experience she has applied for multiple startup grants at the EU level, in the Netherlands and Malta, and her startups received quite a few of those. She’s been living, studying and working in many countries around the globe and her extensive multicultural experience has influenced her immensely.
Violetta is a true multiple specialist who has built expertise in Linguistics, Education, Business Management, Blockchain, Entrepreneurship, Intellectual Property, Game Design, AI, SEO, Digital Marketing, cyber security and zero code automations. Her extensive educational journey includes a Master of Arts in Linguistics and Education, an Advanced Master in Linguistics from Belgium (2006-2007), an MBA from Blekinge Institute of Technology in Sweden (2006-2008), and an Erasmus Mundus joint program European Master of Higher Education from universities in Norway, Finland, and Portugal (2009).
She is the founder of Fe/male Switch, a startup game that encourages women to enter STEM fields, and also leads CADChain, and multiple other projects like the Directory of 1,000 Startup Cities with a proprietary MeanCEO Index that ranks cities for female entrepreneurs. Violetta created the "gamepreneurship" methodology, which forms the scientific basis of her startup game. She also builds a lot of SEO tools for startups. Her achievements include being named one of the top 100 women in Europe by EU Startups in 2022 and being nominated for Impact Person of the year at the Dutch Blockchain Week. She is an author with Sifted and a speaker at different Universities. Recently she published a book on Startup Idea Validation the right way: from zero to first customers and beyond and launched a Directory of 1,500+ websites for startups to list themselves in order to gain traction and build backlinks.
Violetta Bonenkamp's expertise in CAD sector, IP protection and blockchain
Violetta Bonenkamp is recognized as a multidisciplinary expert with significant achievements in the CAD sector, intellectual property (IP) protection, and blockchain technology.
CAD Sector:
- Violetta is the CEO and co-founder of CADChain, a deep tech startup focused on developing IP management software specifically for CAD (Computer-Aided Design) data. CADChain addresses the lack of industry standards for CAD data protection and sharing, using innovative technology to secure and manage design data.
- She has led the company since its inception in 2018, overseeing R&D, PR, and business development, and driving the creation of products for platforms such as Autodesk Inventor, Blender, and SolidWorks.
- Her leadership has been instrumental in scaling CADChain from a small team to a significant player in the deeptech space, with a diverse, international team.
IP Protection:
- Violetta has built deep expertise in intellectual property, combining academic training with practical startup experience. She has taken specialized courses in IP from institutions like WIPO and the EU IPO.
- She is known for sharing actionable strategies for startup IP protection, leveraging both legal and technological approaches, and has published guides and content on this topic for the entrepreneurial community.
- Her work at CADChain directly addresses the need for robust IP protection in the engineering and design industries, integrating cybersecurity and compliance measures to safeguard digital assets.
Blockchain:
- Violetta’s entry into the blockchain sector began with the founding of CADChain, which uses blockchain as a core technology for securing and managing CAD data.
- She holds several certifications in blockchain and has participated in major hackathons and policy forums, such as the OECD Global Blockchain Policy Forum.
- Her expertise extends to applying blockchain for IP management, ensuring data integrity, traceability, and secure sharing in the CAD industry.
For the past several years Violetta has been living between the Netherlands and Malta, while also regularly traveling to different destinations around the globe, usually due to her entrepreneurial activities. This has led her to start writing about different locations and amenities from the POV of an entrepreneur. Here’s her recent article about best hotels in Italy to work from.
About the Publication
Fe/male Switch is an innovative startup platform designed to empower women entrepreneurs through an immersive, game-like experience. Founded in 2020 during the pandemic "without any funding and without any code," this non-profit initiative has evolved into a comprehensive educational tool for aspiring female entrepreneurs.The platform was co-founded by Violetta Shishkina-Bonenkamp, who serves as CEO and one of the lead authors of the Startup News branch. The Fe/male Switch team is located in several countries, including the Netherlands and Malta.
Mission and Purpose
Fe/male Switch Foundation was created to address the gender gap in the tech and entrepreneurship space. The platform aims to skill-up future female tech leaders and empower them to create resilient and innovative tech startups through what they call "gamepreneurship". By putting players in a virtual startup village where they must survive and thrive, the startup game allows women to test their entrepreneurial abilities without financial risk.
Key Features
The platform offers a unique blend of news, resources,learning, networking, and practical application within a supportive, female-focused environment:
- Skill Lab: Micro-modules covering essential startup skills
- Virtual Startup Building: Create or join startups and tackle real-world challenges
- AI Co-founder (PlayPal): Guides users through the startup process
- SANDBOX: A testing environment for idea validation before launch
- Wellness Integration: Virtual activities to balance work and self-care
- Marketplace: Buy or sell expert sessions and tutorials
Impact and Growth
Since its inception, Fe/male Switch has shown impressive growth:
- 3,000+ female entrepreneurs in the community
- 100+ startup tools built
- 5,000+ pieces of articles and news written
Partnerships
Fe/male Switch has formed strategic partnerships to enhance its offerings. In January 2022, it teamed up with global website builder Tilda to provide free access to website building tools and mentorship services for Fe/male Switch participants.
Recognition
Fe/male Switch has received media attention for its innovative approach to closing the gender gap in tech entrepreneurship. The platform has been featured in various publications highlighting its unique "play to learn and earn" model.
