Asana and Project.co 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
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.
Organize your Project.co workflow as follows:
Dashboard > Projects > List > Tasks > Subtasks
- Dashboard: A combination of various elements like projects, templates, tasks, etc., for quick access.
- Projects: A space to view either all projects regardless of assignment or projects specifically assigned to you.
- List: A series of tasks in a clear and linear format. Select multiple views, such as Calendar, Scheduler, or Kanban.
- Tasks: A collection of tasks within projects, each containing further details like attachments, comments, subtasks, and more.
- Subtasks: Granular action items within each task, which you can create by dragging and dropping tasks or through other methods.
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.
Project.co comes with the following default views:
- List View: Display items in a list and sort, group, edit, or reorder them easily.
- Cards View: Visualize all items assigned to each team member to assess their capacity.
- Calendar View: Display items as colored blocks based on the start and due date.
- Scheduler View: View items on a timeline and group them by project, status, date, assignee, etc.
- Kanban View: View items in columns and group them by any field so you can track progress through different stages.
3. Tasks & Subtasks
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
- Task Dependencies
- Custom Fields for Labels
Break tasks up into smaller subtasks to divide the work among a team.
Create multiple or individual tasks for a clear view of the entire team’s work across all projects.
Tasks can provide a variety of information, like:
- Access (Creators, Collaborators, or both)
- Due Dates
- Task Description
Also, split tasks into smaller to-dos as subtasks within parent tasks.
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.
Create color-coded custom statuses to outline the workflow of your projects and tasks.
You can remove all existing statuses aside from Active and Completed. However, you can edit the name and color of the Active status.
Asana doesn’t offer the functionality to add checklists to your tasks.
Project.co doesn’t have native checklists for to-do items.
6. Task Templates
Create repeatable workflows via task templates that let you automatically set details like:
- Task type
- Task title
- Due date
You can create a task template by converting an existing task into a template.
Note: This closes the current task.
Develop task templates in Project.co so you don’t have to set up projects from scratch every time. Adjust fields like Status, Due Dates, and Account privacy settings.
Each template can contain tools like discussions, attachments, notes, and so on. If you don’t have a template, their templates gallery offers 30+ free templates.
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.
Assign projects, tasks, roles, etc. to individual members, entire teams, or groups of people with your Project.co account.
Add a custom field for priority levels on your project. Set low, medium, and high priority levels for each task.
Set your Project.co tasks to High, Medium, and Low levels — visualized by different colored flags on each task. Creator Plus and Creator Admin users can also set up custom priorities.
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.
Project.co doesn’t have native automations.
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
You can set custom due dates as a feature in project templates in Asana.
Set start and due dates for your Project.co projects, tasks, and subtasks.
2. Time Estimates
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.
In Project.co, you can add time estimates for how long a task or project will or should take. You can also use charts to see the difference between time allocated and actual time spent on tasks.
Only Creator Plus and Creator Admin roles can delete and edit allocated time on projects.
3. Time Tracking
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.
Use Project.co’s manual timesheets or its in-built timer to record how long each project and task takes. Creators and higher-level roles can manage time entries.
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
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
Project.co doesn’t have features to set goals and milestones.
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:
- Burn, and
- Line charts
Project.co has a welcome dashboard that allows you to quickly access different elements you’ve created or been invited to.
These elements include:
Within each project dashboard, you can add and embed files from other tools like YouTube, Google Docs, Figma, and more.
3. Gantt Charts
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.
Project.co has a Gantt chart view that allows Creators to set up task dependencies and move multiple tasks simultaneously.
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
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.
In Project.co, account administrators or higher-level users can create groups for each client company, department, and team and assign members to the appropriate group.
Groups serve as filters for projects, tasks, payments, and time. If you add groups to any one of these elements, you can then filter them by their allocated group. This helps you with time tracking, invoicing, and understanding who is responsible for which projects.
Users with a Collaborator (or Collaborator Plus) role can invite people to their groups, but they can only add people to their own group.
2. Permission Levels
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.
Project.co offers five user roles (Collaborator, Collaborator Plus, Creator, Creator Plus, and Creator Admin), each with its own set of permissions. Assigning one of these roles allows you to:
- Set different levels of visibility, from organization-wide to invite-only access.
- Choose which users can define roles for the people they invite.
- Select Creator Admins who can access all account settings.
- Choose who can create projects, manage tasks, or view notes.
- Decide whether members can modify or delete groups, time entries, and payments.
3. Guest Users
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.
The Collaborator role in Project.co is ideal for external users because it grants them limited access to specific projects or tasks, enabling collaboration while maintaining your control over sensitive project information and overall system security.
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
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.
Any role in Project.co can add comments, create threads, react to comments with emojis, use @mention to notify people, and reply in-app or by email. However, Collaborator and Collaborator Plus roles can’t edit or delete comments.
2. File Management
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.
You can attach images and documents to projects, tasks, discussions, and notes so assignees have everything they need to collaborate efficiently.
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.
Receive in-app or email notifications for invitations, comments, mentions, assigned tasks, changes to tasks, and payment success in your Project.co account.
When logged in, users don’t receive email notifications straight away to reduce email overload. Instead, you’ll receive an in-app notification. All users can set their notification preferences in settings.
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 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
- Knowledge Base: Pages providing written guidance and information on Project.co’s features.
- Community: Pages for community engagement and support.
- Inspiration: Pages with examples of different ways to use Project.co.
- How-To Videos: More detailed videos explaining specific features and processes.
- Contact Support: 24/7 Live rep, Chat, Email, Phone.
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
- Browser: Chrome, Firefox, Safari
- Desktop: Mac, Windows (64-bit), Windows (32-bit)
- Mobile: iOS, Android
- Browser: Chrome (Desktop and Android), Firefox, Microsoft Edge, Safari, Brave
- Desktop: Mac, Windows
- Mobile: iOS, Android
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’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
Project.co has two pricing plans:
- Free: Unlimited tasks & collaborative notes, 1GB storage total, six tools per project, and more.
- Paid ($8/user/month): Everything in Free plus unlimited tools per project, 20GB file storage (per user seat/account), 100,000 AI tokens (user/month), and more.
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 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
- 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.
Project.co is a versatile project management tool, most suitable for smaller businesses.
Compared to other project management tools, Project.co stands out for its user-friendliness, offering an intuitive interface and features.
However, its simplicity may not be suitable for companies with more intricate processes. For example, it offers only a limited selection of views and lacks dashboard widgets, recurring payment options, native automation, task checklists, and goal or milestone tracking. As a result, it might not fulfill the advanced requirements of large-scale operations.
On the positive side, Project.co provides robust controls for managing extensive teams, enabling seamless collaboration, project monitoring, and data security. Additionally, small teams can significantly expand the tool’s functionality for a very affordable $8/user/month.
Overall, Project.co serves as a dependable organizational hub, especially for smaller companies. While it may not match the feature richness of some competitors, its flexibility and ease of use make it a valuable choice in the realm of project management tools.