Asana vs monday: 2024 Comparison

Asana vs monday: 2024 Comparison

Asana and monday are two of the most popular project management tools available today.

But how do they stack up against each other?

Which one manages tasks better?
Which one helps you allocate resources more effectively?
Which one is more affordable?

Discover all the answers in our detailed comparison guide.

A. Project and Task Management

Get. Things. Done. 

You and every project manager likely live by those words.

It’s also the heart and soul of any project management software. 

This is why, before anything else, you must evaluate a tool’s ability to help you manage your tasks and projects.

Features to look out for:

  • Project structure: A simple, intuitive way to organize work and toggle through multiple projects, tasks, boards, etc. 
  • Views: Board, list, timeline, Gantt, and other types of views that let you visualize various types of information within each project.
  • Tasks & subtasks: Dedicated spaces offering the ability to drill down to the smallest level of actionable detail about each project item. 
  • Statuses: Effortless ways to communicate the exact progress of each task, board, project, etc.
  • Checklists: Quick to-do lists for each task so things don’t fall through the cracks 
  • Task templates: Easy-to-copy templates to create identical tasks at scale across multiple projects. 
  • Assignees: The ability to assign tasks, boards, or projects to individual team members, groups, or even teams. 
  • Priorities: A way to communicate the urgency level of each task, subtask, or project. 
  • Automations: Trigger-based (if X happens then do Y); ways to automate repetitive actions such as notifications, comments, status updates, etc.

1. Project Structure / Hierarchy

a. Asana

Split your Asana workspace into individual Tasks, Projects, and Portfolios leading up to high-level Goals.

Goals > Portfolios > Projects > Tasks > Subtasks 

  • Goals: High-level targets for the team to work towards.
  • Portfolios: Containers for similar-themed Tasks and Projects. 
  • Projects: Divide your work into specific projects to indicate specific initiatives and objectives. 
  • Tasks: Individual actionable items within projects with due dates that can be assigned to specific team members. 
  • Subtasks: Smaller actions within individual tasks.

b. monday

Use monday’s clean folder system to help everyone find relevant projects and tasks easily. 

Workspace > Folder > Sub-folder> Dashboard/Board/Workdoc

  • Workspace: A space shared across the account that contains all the folders, sub-folders, boards, etc. You can create multiple workspaces.
  • Folder: Groups all dashboards and Workdocs within a Folder to reduce clutter. You can use a Folder each for a project, department, team, etc. 
  • Sub-folders: Add another level of organization within each Folder.
  • Boards: A visual overview of the project where all team members can collaborate on day-to-day tasks within a Folder/Subfolder. Toggle between multiple views, such as List, Calendar, Timeline, etc., to change how your project is displayed.  
  • Items: Individual action items — represented as rows on the Board — that can be assigned to individuals or teams.        

2. Views

a. Asana

Asana offers six handy ways to visualize your projects and tasks:

  • Kanban board: Organize your work like sticky notes on a board. You can track progress through different stages with this view. 
  • List: Presents your work as a to-do list, capturing every task in a project or process in one place.
  • Timeline: Maps out project plans on a timeline to show the relationship between tasks and keep work on track. 
  • Calendar: Provides a calendar view of work to spot scheduling conflicts and overlaps. 
  • Gantt chart: Offers a bird’s-eye view of projects, schedules, and dependencies.
  • Files: Shows you all the images, documents, and files attached to tasks in a project.

b. monday

monday offers 12 ways to visualize work:

  • Chart: Users can create various reports using different chart types to analyze their workflow​​.
  • Gantt: This flexible view displays milestones and dependencies between items, providing a clear overview of projects and associated tasks​​.
  • Calendar: See all tasks with a date/timeline in a calendar format, customizable by day, week, or month​​.
  • Workload: This view shows how work is divided among team members, indicating who’s got their plate full.
  • Table: Provides a filtered view of the board’s main table, which you can customize to show information by person, status, column, or group​​.
  • Kanban: Use the Kanban project management technique to prioritize tasks and balance demands with available capacity​​.
  • Form response: Converts boards into forms to collect information from contacts as new items​​.
  • Cards: Displays all items assigned to each team member to assess their capacity.
  • Files: Manages all files in one place, offering a consolidated, gallery-like view of board files​​.
  • Blank: A customizable space where users can choose multiple widgets to display on one page, similar to a dashboard. 
  • Map: Use the map view to manage your location logistics.
  • Timeline: Offers a visual representation of project timelines.

3. Tasks & Subtasks

a. Asana

Set up tasks with clear ownership of different to-do’s and actionable steps in a project. 

Tasks can provide information on:

  • Assignees and collaborators
  • Task Description for details or instructions
  • Start and Due Dates
  • Attachments
  • Task Dependencies
  • Custom Fields for Labels

Break tasks up into smaller subtasks to divide the work among a team.

b. monday

Track tasks within a workflow by creating items on a project board. 

When you add an item, you can add information such as:

  • People who will work on it
  • Details
  • Due dates
  • Priority
  • Labels

You can also add subitems to break each task down further.

4. Statuses

a. Asana

Use the Overview tab in the project to get a complete picture of the project’s current status: On Track, At Risk, Off Track, or Complete.

At the Project or Portfolio level, use the Custom Fields options to set various progress stages or any other field you need to communicate about. Then, you can select the relevant option to update a Task’s status.

b. monday

Customize the Status Column labels according to your workflow. 

Click the ‘+’ sign on the top right of each Status label to leave a comment with details about status changes. 

5. Checklists

a. Asana

Asana doesn’t offer the functionality to add checklists to your tasks. 

b. monday

Add a Checklist in the Update section of each item.

Items containing Checklists show a small tick mark icon to indicate how many Checklist items are currently completed.

6. Task Templates

a. Asana

Create repeatable workflows via task templates that let you automatically set details like:

  • Task type
  • Task title
  • Assignee
  • Project
  • Due date
  • Dependencies
  • Tags
  • Attachments

You can create a task template by converting an existing task into a template. 

Note: This closes the current task.

b. monday

monday’s item default value lets you set specific values that will be applied to all new items or tasks on a board.

Once set up, you’ll see a pop-up that lets you set default values for:

  • Assignee
  • Timeline
  • Progress
  • Phases 1, 2, and 3
  • Time estimate

7. Assignees

a. Asana

You can assign tasks only to one person at a time. However, you can add multiple collaborators who can view and edit the task alongside the assignee.

b. monday

Designate ownership by assigning a team member, multiple team members, or even entire teams and sub-teams to an item on the board.

8. Priorities

a. Asana

Asana

Add a custom field for priority levels on your project. Set low, medium, and high priority levels for each task.

b. monday

Add a Priority column and choose between high, medium, and low priority for each item on the board.

9. Automations

a. Asana

Streamline your project workflows with Asana’s rules and other automations.

  • Rules: Set up automation rules to perform an action based on a trigger — E.g., When you create a task within a certain project, automatically assign it to the project’s manager.
  • Bundles: Create Bundles of fields, sections, rules, and task templates and apply them to multiple projects at once.
  • Form automations: Create forms and automate actions based on form responses.

b. monday

monday allows you to create custom automation rules with triggers, conditions, and actions. Alternatively, pick a rule template from the library to fill in and apply to your boards. The rules also allow for automations between boards.

You can also automate recurring tasks by time period.

B. Time Management

Time is money for a reason. 

The right software can be the difference between pinching pennies and raking in the big bucks.

Effective project management software offers effortless time management features to help you befriend the clock. 

With the right one, expect to keep all your tasks running as scheduled and meet your deadlines with ease. 

Features to look out for include:

  • Due dates: Communicate expected delivery dates.  
  • Time estimates: Make capacity decisions based on how much time each task or project is expected to take. 
  • Time tracking: Measure productivity with accurate time consumption data for each team member. 

1. Due Dates

a. Asana

You can set custom due dates as a feature in project templates in Asana. 

b. monday

You can add due dates to monday items by adding a date column and selecting a date. You can also customize the column with deadline mode to visualize task progress by time or set up reminders.

2. Time Estimates

a. Asana

Use time estimates to set a projected time and compare it with the actual time spent on a task. The field is only available after enabling the native time-tracking feature.

b. monday

monday doesn’t have a dedicated time estimates feature. However, you can set time estimates for items in a list by adding a number column, naming it time estimates, and noting the estimated time. 

3. Time Tracking

a. Asana

Asana’s embedded time tracker allows you to measure exactly how long work takes by monitoring screen activity. 

Using the embedded time tracker, you can also: 

  • Manually track the time spent on tasks.
  • Stop the timer and come back to the task later.
  • Open a detailed log to see who tracked time for a task and when.

b. monday

monday’s native time tracking widget tracks the time spent on tasks for projects. It shows you the total time spent on tasks across one or more boards — both on an individual level (for the people assigned) and for the entire team.

C. Reporting

What you can’t measure, you can’t improve. 

Reporting and analytics features can help you track real-time progress, monitor key metrics, and sniff out bottlenecks like a detective.  

Armed with these insights, your team can stay ahead of the curve no matter the situation. 

Expect better resource management, superior deadline compliance, and a more focused and decisive team.

Features to look out for include:

  • Goals and milestones: Record targets for the whole team to see and work towards.
  • Dashboards: Visualize data from all corners of the team into a user-friendly, interactive interface.
  • Gantt charts: Keep your plans flexible with Gantt charts that allow you to adjust timelines based on changing resource availability and task completion ratio. 

1. Goals & Milestones

a. Asana

In terms of goal-setting, Asana enables you to:

  • Create company-wide and team-specific Goals
  • Set milestones for tasks.
  • Access activity history of goal interactions
  • Filter to see Open, Closed, or All goals
  • Categorize goals as objectives, key results, or individual goals

b. monday

Set up OKR boards using monday board templates and track your goal progress.

monday also offers a Goal Widget you can add to your dashboard, which lets you:

  • Choose a board to base your goal on.
  • Set a goal target (sum or average).
  • Select a column to calculate your goal.
  • Get goal progress updates.

2. Dashboards

a. Asana

Asana Dashboards provide quick access to crucial project progress and task completion data​​.

Share them with your team members and customize these Dashboards with the following types of charts:

  • Column
  • Donut
  • Assignee
  • Burn, and 
  • Line charts

b. monday

monday’s dashboards offer a consolidated view across boards, aiding in monitoring project progress, budget tracking, workload estimation, and more.

Add widgets to your dashboard to process and display data from any boards. 

Widgets include:

  • Charts
  • Progress batteries
  • Gantts
  • Number column overviews
  • Apps

You can further customize your dashboards by:

  • Turning live data on or off
  • Filtering by boards, groups, columns, and advanced filters
  • Expanding the view for full-screen or TV mode
  • Toggling between dark and light mode
  • Setting up email notifications for updates

3. Gantt Charts

a. Asana

Asana’s Gantt view allows you to:

  • Filter by task status (All, Complete, Incomplete)
  • Sort by period (Day, week, month, quarter, half-year, year)
  • Select multiple tasks and set dependencies.
  • Map chart colors to custom fields (E.g., teams or task statuses)
  • Mark a moment in your project progress as a baseline to compare against future progress.

b. monday

monday’s Gantt view allows you to:

  • Choose which timeline, date, or week column you want to display.
  • Display your items by group, board, or column.
  • Label your items by group, item name, owner, status, and more.
  • Color your chart by group, column (E.g., status), or board.
  • Drag and drop to reschedule items and their dependencies.
  • Take a baseline snapshot of your project to compare against future progress or delays.
  • View your chart in days, weeks, months, quarters, or years.
  • Set milestones and view them on your chart as diamonds.
  •  

D. User Management

Software, features, and other tech things aside, the real heroes of any project are your team members. So make sure to pick the kind of project management software that puts them front and center!

How do you do this?

Look for software that knows what different team members need and helps you deliver the right experience. 

Features to look out for include:

  • User groups: Create internal teams representing various departments, functions, or projects. 
  • Permission levels: Grant different access levels depending on the users’ information requirements and the company’s security concerns. 
  • Guest users: Invite team members from other companies/teams to collaborate with your team without compromising on confidential data. 

1. User Groups

a. Asana

Add a group of users to a team that can collaborate on specific tasks and projects. 

Teams can be public (anyone in the organization can join), private (by invite only), or membership by request (team members can request to join). 

Adjust the privacy settings for each team and change access levels for individual members within it. 

A team can have shared access to all projects, permission settings, invitations, messages, calendars, and more.

b. monday

Create a Team by adding users working on or cross-collaborating over a shared goal or project. Team members can also request to join these teams. 

However, you cannot add guest users to a Team.

@mention these Teams in Updates, assign them items or projects, and add them to boards.

2. Permission Levels

a. Asana

Make projects or tasks private by restricting commenting and editing access. This way, you can secure your conversations. 

You can also hide projects or tasks so only people added to or mentioned in them can comment or edit.

b. monday

Adjust permissions for workspaces, boards, dashboards, and even columns.   

3. Guest Users

a. Asana

Collaborate with external users (such as clients and vendors) by creating a guest profile. Share limited access to projects and tasks with them for transparency without letting them in on internal communications.

b. monday

Invite Guest users to view or edit multiple Boards shared with them. 

E. Collaboration

In project management, collaboration and communication are like a ballroom dance — if everyone isn’t in sync, you’re just stepping on each other’s toes!

A project manager should encourage their team to be on the same page regarding everything happening on the project. This could involve regular meetings, periodic status updates, shared checklists, etc. 

But things can get tricky when you add different team structures (remote, hybrid, distributed, etc.). 

The trick is to balance ‘informing everyone’ with ‘over-communicating.’ 

The solution is to forge a shared space where the whole team can contribute without hampering individual productivity. Picking a suitable project management software is the first step toward achieving this goal. 

Features to look for include: 

  • Comments: Simple ways to send feedback or discuss a task or project. 
  • Threads: Keep all relevant comments in a single thread. 
  • Tagging/@mention: Mention a team member on a task, in comments, or in any shared space to notify them. 
  • Sharing tasks: Share tasks with relevant team members for efficient collaboration.
  • File management: Attach and store files, create and annotate documents, etc., for ready access to project documentation. 
  • Notifications: Customize how team members receive notifications.

1. Comments, Threads, & Tagging

a. Asana

Add a comment to any task to mention team members or share thoughts, questions, and feedback. Make your comments informative with the help of emojis, links, and rich text formatting.

b. monday

Open any item you wish to communicate on, go to the Updates section, and leave a text message or @mention a team member, multiple people, or a team. People can respond to the update in text, gif, attachments, or leave an emoji reaction.

2. File Management

a. Asana

Attach files to tasks or comments to provide more information to collaborators. 

Get a quick glimpse of all files attached to various tasks with the File view. 

Comment on images, PDFs, GIFs, and BMP files.

b. monday

Add a File column to your board. Click inside the cell to attach files to specific items. Once uploaded, the File column will mention the files attached to items.

Click images, PDFs, and video files in the File column to start annotating. Leave feedback in comments, @mention your team members, and resolve comments.

3. Notifications

a. Asana

Choose which project members get notified when you add tasks, publish status updates, or send messages to avoid cluttering everyone’s inboxes. Schedule notifications to send due date reminders to keep things on track. 

Adjust your settings to change what notifications you receive on email, browser, or on the platform.

b. monday

Notify team members with in-app and email notifications on important updates. Use monday’s ‘automation recipes’ to notify someone based on preset trigger actions.

F. Customer Support

Individual users in smaller teams often face a steep learning curve with most project management software. 

In their case, having access to responsive support executives and a wealth of helpful resources can make a significant difference, turning a frustrating experience into a positive one.

However, customer support is just as crucial for larger teams. 

Even if these teams initially received thorough onboarding and training, their needs and use cases tend to evolve over time. Continuous and adaptable customer support becomes essential to address these changing needs effectively.

With adequate customer support, you can:

  • Derive maximum value from the app with the help of professional guidance whenever required
  • Ensure your team is making full use of all the features you’re paying for
  • Learn from case studies of other teams using the same software
  • Expand your use cases with time
  • Learn about the features your team uses the most and avoid spending on those you don’t need
  • Solve minor issues on your end by going through help resources
  • Get hands-on support when you get stuck
  • Keep a record of all your complaints and feedback for the platform to aid future buying decisions
  • Send feedback to the app’s developers so they can design the features you most desire

Features to look for include: 

  • Detailed knowledge bases and documentation to aid DIY solutions to common issues
  • Case studies, templates, guides, and other resources
  • Easy access to resources for all types of users — free or paid
  • Async support executives to cover for the time difference
  • Live agents who can respond via chat or phone 
  • Screenshots and recordings to display how the tool works
  • Translations to resources in other languages, if needed

Asana

  • Asana Help: Step-by-step guides on specific features
  • Asana Forum: Insights from a community of Asana users and experts 
  • Asana Developer’s Guide: Guide to how you can customize your Asana experience with the help of their API
  • Asana Guide: Tips, tricks, and advice to get the most from Asana
  • Asana Academy: Interactive courses and webinars to learn Asana
  • Customer support: Email, Help Desk, Chat

monday

  • Help center: Videos, articles, and more about monday
  • monday academy: Free courses, webinars, live training
  • Community: Platform discussions, announcements, feature requests, and community events with fellow monday users
  • Technical documentation: Support to use the monday API
  • Customer support: Email, Help Desk, Chat, 24/7 (Live Rep), Phone
  • 24/7 support: Live chat, email, call

G. Platforms Supported

Distributed and field teams might not always be armed with laptops or computers. 

But that doesn’t mean productivity has to stop.

With a mobile-friendly project management tool, the workflow keeps humming along, turning those smartphones into mighty workflow tools.

More reason to look into this?

If your company follows a Bring Your Own Device (BYOD) approach, your team members need the freedom to switch between various devices. 

With support for all types of apps, you can:

  • Ensure uniform access irrespective of device type
  • Save on the cost of buying the same types of devices for the whole team
  • Give all team members a chance to log work from anywhere, anytime

Features to look for include: 

  • App support for the latest Mac, Windows, iOS, and Android versions.
  • Maximum coverage for all key features across devices

Asana

  • Browser: Chrome, Firefox, Safari
  • Desktop: Mac, Windows (64-bit), Windows (32-bit)
  • Mobile: iOS, Android

monday

  • Browser: Chrome, Firefox, Safari, and Microsoft Edge
  • Desktop: Mac, Windows
  • Mobile: iOS, Android

H. Pricing

Whether you have deep pockets or shoestring budgets, there’s project management software out there for every kind of organization. 

But the confusing combination of features and numbers on pricing pages can make it difficult to choose. 

Here are some easy tips for starters.

If you plan on buying the software subscription for just yourself or a small team that’s not likely to grow rapidly anytime soon — stick to the free plan as long as possible. Or pick the cheapest monthly subscription possible. These should cover most of your feature requirements comfortably in most cases. 

However, if you expect to hire rapidly and grow to a sizable number, go for a plan that grows with you — ideally with a per-user rate that doesn’t add up exponentially. 

Finally, most software offers flexible enterprise plans that let you cherry-pick your favorite features into a custom package. If you’re part of such a team, it’s best to contact the sales team and get the best deal possible. 

Asana Pricing

Asana’s pricing structure is as follows:

  • Personal (Free): Up to 10 users, three views
  • Starter ($13.49/user/month): Everything in free plus up to 500 users, all views, 250 automations a month
  • Advanced ($30.49/user/month): Everything in Starter plus 25,000 automations, goals, approvals, native time tracking
  • Enterprise (Contact sales for pricing): Everything in Advanced plus unlimited users, Asana Intelligence, Unlimited views, service accounts
  • Enterprise+ (Contact sales for pricing): Everything in Enterprise plus audit logs, and data loss prevention, eDiscovery, and archiving integrations

monday Pricing

monday offers these five pricing plans:

  • Free: Up to three board 
  • Basic ($10/user/month): Everything in free plus unlimited items, 5GB storage, priority support
  • Standard ($12/user/month): Everything in Basic plus Timeline, Gantt, and Calendar views, and 250 automations and integrations a month
  • Pro ($20/user/month): Everything in Standard plus Chart view, time tracking, and 25,000 automations and integrations a month
  • Enterprise (Contact sales for pricing): Everything in Pro plus advanced analytics, tailored onboarding, premium support, and security

I. Best Suited To

Picking the right project management tool is like finding the perfect pair of shoes. They must be a snug fit but also leave you some wiggle room to get comfortable! 

In other words, the tool you pick must fit all your current needs and grow alongside your future requirements, too. 

So make sure you’ve covered all bases in your research when picking project management software for your team. 

One way to do this is to check what types of teams your choice serves best. 

For instance, what works for a small software development team might not suit a large marketing agency. 

When hunting for a PM solution, it’s vital to match the tool’s features and use cases with your team’s workflow. Tailor your search to find a tool with all the necessary features to manage your tasks and boost productivity.

Asana Verdict

Asana is an excellent all-rounder project management tool tailored to diverse team sizes and project needs.

It has an extensive free plan for teams of up to 10 people, with unlimited projects, messages, file storage, and more. This could make it a safe choice for small teams looking to try before they buy.

For more complex projects, Asana is also well-equipped for:

  • Agile projects
  • Sprints
  • Product management
  • Managing content marketing
  • Tracking work requests
  • Creating dashboards and custom reports (including expense, milestone, goals, and workload reports)
  • Protecting your data through privacy and security compliance

One of Asana’s limitations is that you can only assign a task to one person at a time. This is intended to make roles as clear as possible. However, adding collaborators to oversee projects involves extra steps.

While Asana might be the perfect tool for smaller project management teams looking for an all-in-one solution, as your team expands, you might be better off looking at tools better equipped for dealing with larger workforces.

monday Verdict

One thing you’ll notice when you look at the monday app interface is colors, colors, colors. And they’re not just for aesthetics; they have function.

The tool aims to make it easy to understand project statuses at a glance without sifting through mountains of text. This way, project managers can get a high-level, big-picture view of all their processes in context.

Its main view is the grid or table form because it shows you more at once. However, there are also many different views and dashboards to help you oversee projects.

This app also does a lot more than just basic project management. 

For example, it comes with:

  • CRM and content marketing features.
  • Reports about progress, productivity, resources, and capacity.
  • Separate tools for software development teams and sales CRM teams

In short, monday suits companies of any size, from SMEs to enterprises. It supports various work types, such as sales, development, operations management, and HR.

It does lean to the more complex side of things, which can be a tricky adjustment for PM newbies. However, monday offers extensive support documentation and even daily webinars to help new users make the most of the tool’s features.