Asana vs Project Insight: 2024 Comparison

Asana and Project Insight 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. Project Insight

You can understand Project Insight workspace with the help of the following hierarchy:

Project Home > Project > Work List > Tasks > Issues

  • Project Home: First screen that gives you access to all Projects in your workspace.
  • Project: A dedicated space for all Project-related information.
  • Work List: Contains any Tasks, Issues, approvals, or assignments you’re currently working on and their status.
  • Task: Actionable items that need to be completed in order to complete the Project.
  • Issues: Independent to-dos that emerge during the course of a Project.

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. Project Insight

The default view to see your Tasks in Project Insight is a List displayed on your Work List page. But almost every page has Page Display Options that let you pick and choose what you want to view on the page.

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. Project Insight

You can find Tasks in your Project Insight Work List. Each Task houses information essential for its completion, such as:

  • Status
  • Related Items (or files you can attach)
  • Comments
  • Time tracked so far
  • Location

A Task can have multiple Predecessor and Successor Tasks. This decides the order in which your team must tackle them and automatically calculates the Project timeline.

Each parent task is known as a Summary Task in Project Insight. These can be split into smaller to-dos in the form of a Child Task.

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. Project Insight

Choose from one of the following default Statuses to indicate Task progress in Project Insight:

  • Not Started
  • Started 
  • In-Progress
  • Almost Done
  • Done

Besides these, you can add a column for Percent Complete that lets users indicate progress with percentages the Admin has set in a drop-down. 

5. Checklists

a. Asana

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

b. Project Insight

Project Insight doesn’t offer any native checklist feature.

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. Project Insight

Task templates exist as part of Project Templates in Project Insight.

You can either craft a Project Template from scratch or save an existing Project as a Template in a folder. This will also save the structure and components of all its Summary (parent) Tasks that make it up.

If you wish to create a Task via a Template, you must access a Project Template and select the particular Task you want to recreate.

 

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. Project Insight

You can assign an entire Project to team member(s), which will end up assigning them all the Tasks within it too. You could also assign single Tasks to individuals or multiple team members.

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. Project Insight

While you cannot add Priorities to individual Tasks in Project Insight, you can do this for Projects and Issues.

Choose from the default High, Medium, and Low priority levels for your Projects and Issues. 

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. Project Insight

Project Insight requires you to get Add-ons to execute Project-level automation. 

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. Project Insight

Project Insight uses an Intelligent Scheduling system to calculate due dates. 

This means that once you set the start date for a Project, Project Insight automatically calculates and sets all start and end dates for Tasks within it.

Additionally, if you add a start date and estimated number of Duration (in workdays) and Work Hours a Task is estimated to take (or allotted), Project Insight adds all due dates automatically. This shifts dynamically as you move around dates and hours for its preceding and succeeding Tasks. 

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. Project Insight

Every Project in Project Insight has Target settings you can edit. This page will allow you to update the estimated hours for the Project in the Target Budget Hours field. 

On a Task level, you can add Duration (in workdays) and Work Hours in separate columns of the Work List. 

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. Project Insight

Enter time used per Task by:

  • Directly adding worked hours on a specific Task 
  • Editing a grid containing all Tasks you’ve worked on
  • Starting a Timer on each Task while you work on it 

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. Project Insight

Project Insight doesn’t offer any native features for goal tracking.

You can designate a certain Task as Milestones, denoting their importance in the Work List. Project Insight will give Milestone Tasks diamond icons to help them stand out. 

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. Project Insight

Every Project Insight user can access a central Dashboard that contains their active and upcoming Tasks.

A Project Manager can configure this to include key Project details and customize it to include any information they want to access instantly. These could include Tile components, such as:

  • Approvals
  • Calendars
  • Charts
  • Issues
  • Project Requests
  • Notifications
  • And much more

Users can save a particular layout on these Dashboards, rename them, and share them with others in the team.  

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. Project Insight

To access a Gantt Chart view on your Work List or Project home page, go to the Page Display Options and configure the particular information you wish to display in it.

Once generated, you can adjust Task dates and Milestones, review the Project’s Critical Path, change Dependencies, and more on your Gantt Chart. 

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. Project Insight

Project Insight lets you create the following types of Users:

  • System Administrator Roles:
      • System Administrator
      • User Manager
  • Power User Roles:
      • Company Manager
      • Project Creator
      • PMO Manager
      • Department Manager
      • Project Template Manager
      • Approval Manager
      • Approval Template Manager
      • Issue Manager
      • PTO Manager
      • Expense Report Approver
      • Time/Expense/Invoice Manager
  • Team Member Roles:
    • Project Resource
    • Project Report Viewer
    • Resource allocation Viewer
    • Time/Expense Report Viewer

Besides these, you can create various Resource Types that denote the types of skill sets your Users represent. These could be designers, product managers, content writers, etc.

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. Project Insight

All Project Insight Users have different permission levels depending on:

  • Their User System Role (Ex: System Administrator, Power User, Team Member, etc.)
  • The Communication Settings for the particular item
  • Project Permissions

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. Project Insight

Project Insight does not allow you to share any information from your Workspace with external users nor lets you create guest user profiles.

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. Project Insight

Add a comment to any of the Tasks you’re working on to communicate with your team members within Project Insight. If you @mention your team members, they’ll be notified too.

 

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. Project Insight

All Tasks in Project Insight allow you to add files as Related Items to any Task. 

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. Project Insight

Project Insight offers a comprehensive list of Notification settings. Among other things, you can set a number of auto-alert options. 

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

Project Insight

  • Getting Started Guide: Get started with a few basic videos. 
  • Video Tutorials for Add-ons and Features.
  • Project Insight Community: User-generated content on Project Insight.
  • User Manual: A written manual with detailed explanations of Project Insight features.
  • Dev Tool Kit
  • Developer tools and REST API resource center
  • Request a Feature: Vote on current feature requests or submit a new one. 
  • Webinars and Tutorials
  • Free Live Training Hours: Weekly, live, in-person training with our expert team.
  • Blogs
  • Support: 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

Asana

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

Project Insight

  • Browser: Firefox, Chrome (Desktop and Android), Safari, Microsoft Edge
  • Desktop: Not available
  • 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

Project Insight Pricing

Project Insight has the following pricing plans:

  • Free: For up to 3 users only. 1 Custom Field, Unlimited Projects and Task Management, Unlimited Project Templates, Unlimited Views, and more core features.
  • Pro ($9 per user/per month): Unlimited Users, 5 Custom Fields, everything in the Free plan + advanced features such as Budgeting and Costing, Work Timers, Timesheets, and more.  
  • Business ($19 per user/per month): Unlimited Users, 15 Custom Fields, 3 custom items, everything in the Pro plan + advanced features such as Invoice Records and Billing, QuickBooks Online Integration, Portfolio Management, and more.
  • Enterprise (contact for a quote): Unlimited Users, 100 Custom Fields, everything in the Business plan + advanced features such as Cross-project Dependencies, Resource and Capacity Management, Critical Path Tools, and more.

You can try all but the Enterprise plan for free.

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.

Project Insight Verdict

Project Insight prides itself on offering a platform that aligns with the essential project management principles. 

And rightly so.

With features like Intelligent Scheduling, thorough capacity management, and nuanced levels of permissions for each user, Project Insight indeed puts its best foot forward in the project management game.

Busy project managers, especially in bigger teams, will relish the extremely customizable Page Display Options and its bulk edits functionality.

What you might miss, though, is a slightly easier, more visual interface.

New users, especially those without a background in project management, could be put off by Project Insight’s complexity.

For example, while the Work List can be customized, it could benefit from a few standard (default) views that users can deploy from the get-go.

Additionally, Intelligent Scheduling doesn’t let users manually set timelines for their own Tasks without changing the entire project’s timeline. This works out great for project managers who need complete oversight and control of the Work List but may feel restrictive to team members working on smaller Tasks.

However, if your project has complex (and hyper-specific) requirements, Project Insight’s steep learning curve may be worth the ride!