Let me paint a quick picture for you.
A dozen or so individuals, spread out across a city, graciously volunteer their time to organize and host a particular not for profit event.
Amid the flurry of email flying back and forth (regardless of whether it is applicable or not to their piece of the puzzle) confusion reigns, communication suffers, and frustration rises.
What do we do?
By every definition, this is a a clearly defined project. I am a proponent of the structure and discipline of formalized project management methodologies.
But?
These volunteers have no project experience and no budget to hire someone with that type of experience. In this environment we need to realize that any solution to their problem has to fit their constraints. Do you think this team can purchase complex project tools, create resources, add some work breakdown structures and the like?
Hint: No.
In this case any tool being looked at to help must fit what they are already familiar with, something similar to what they use frequently that can help them do this job. In this particular case I suggested a web based tool that looks similar to the calendar you use in your email program.
The SMB Takeaway
As I stated in the title, choose a tool that supports the size of your organization, and the skills of your users. If you intend to rebuild your business around a new skill or capability, whether project management, sales force automation etc, feel free to dive in and learn the ropes.
But for something that is ‘part time’ at best?
A complex tool will simply breed more confusion, more frustration. And end up not being used at all.