Your team should adopt a software tool that reflects how you work, not the other way around. While no project management tool is perfect, you can get that solid 85% if you prioritize the feature set. For example, if deadlines and calendars rule your workflow, search for that. If attaching files or holding video calls is more important, look for that.
But no matter what system you use, you need to pair it with actual human management. Yes, “boss” can become a four-letter word, but frankly you need one. Someone has to be the bad guy and remind laggards to update their checklists, to move cards to the appropriate column, and to file things once complete (for example.) It’s human nature to leave things untidy, but when your collectively productivity depends on everyone pitching in, someone has to do the meta work of making sure folks check those boxes where necessary.
Ideally, the above is done out of mutual respect, and not merely hierarchy or authority, but that’s another story.
I agree many apps aren’t built with makers in mind. As a designer, I can tell instantly if a tool is created for programmers or customer service reps, or if it’s meant for very vague checklist-y workflows like Gwyneth Paltrow’s shopping list. Some are very purely a kanban board, others a glorified to-do list. It’s a jungle out there.
My advice for teams, create a workflow based on sound, unchanging principles. Then find a tool that suits your workflow. If you know who you are, and how you work, you’ll be able to switch apps over a long weekend with little drama.