Are there other tools that can help us?

These are ICT tools that can be used collaboratively to carry out a range of simple project management functions. The applications allow collaborators to have a central page that holds to-do lists, implementation notes, photos and attached files. Collaborative organisers like Backpack are available in a limited free form.

BaseCamp is a more sophisticated but easy to use web-based project collaboration tool. It makes it possible to centralise group communication with collaborators, assign to-dos and tasks, post messages and gather feedback, organise simple scheduling, share files and track people's time, without having to download any software. This package has a free trial period, but needs to be purchased if it is to be used long-term.

Further reading: Wikipedia