Asana and Workzone 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 workspace with the help of Workzone’s simple hierarchy.
Welcome Page > Workspaces > Projects > List > Tasks > Subtasks
- Welcome Page: A default welcome page you can tailor to each user role, containing elements such as Documents, Projects, Requests, Calendar, and Reports.
- Workspaces: A collection of folders or buckets under which you store work, letting users access the content most important to them.
- Projects: A series of projects most relevant to a specific user role.
- List: An organized view of all tasks within a particular project or category.
- Tasks: A series of actionable deliverables that represent different aspects of a project.
- Subtasks: A collection of deeper subtasks contained within parent tasks.
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.
Workzone allows you to see your work with four views:
- List: Display items in a list, the default view of your main projects and the tasks within them. You can filter projects and tasks by status.
- Board: Visualize and organize work items using a customizable Kanban-style board with drag-and-drop functionality.
- Calendar: Schedule, organize, and track events or project tasks by client or department in a date-based format. You can combine separate calendars into a master calendar for the whole organization.
- Gantt: Use the Gantt view for a visual overview of the start and end dates within a project.
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 tasks within Workzone to organize projects into multiple phases, activities, and groups at different levels.
When adding tasks, you can add the following details:
- Due Dates
- Task dependencies
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.
Within the status column, a faded-gray checkbox transforms into a green check mark, indicating the task’s completion.
You can also adjust completion percentages for individual tasks and subtasks to reflect progress. Workzone will use these percentages to calculate overall project progress.
Projects and phases that slip behind schedule are automatically flagged with triangular colorful caution symbols in place of the green check mark. Yellow symbols represent late subtasks, while red symbols represent late summary tasks.
Asana doesn’t offer the functionality to add checklists to your tasks.
Each user gets an automatic To-Do List, providing a focused view so you can organize work across projects.
You can sort to-do items by date and customize views for users, groups, and individual or multiple workspaces. It also allows you to update task details directly from the list.
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.
Capitalize on past success with time-saving and reusable project or task templates.
Each template can contain the following items:
- Due dates
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 workspaces, documents, tasks, and more to individual team members or groups of people.
Add a custom field for priority levels on your project. Set low, medium, and high priority levels for each task.
Assign tasks a numerical value ranging from one to ten to indicate their importance or urgency, with one representing the highest priority.
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.
Workzone offers automated To-Do List updates, notifications, and Calendar events.
Set up triggers to receive automatic email alerts for various task activities, such as:
- Project field updates
- New tasks
- Upcoming deadlines
- Late tasks
You can also create recurring events on a weekly, monthly, or yearly basis in Workzone’s Calendar.
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.
Keep on top of task and project deadlines by adding due dates. If you shift the date for any task, the dates for all dependent tasks will move accordingly.
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.
If enabled, the work column will provide time estimates for how long tasks will or should take. This feature lets you generate reports comparing the time spent on tasks against budgeted hours.
Additionally, Workzone can calculate new dates and durations if you make changes to any relevant fields.
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.
Workzone’s native time tracker feature allows you to measure how long specific tasks take and ensure accurate timelines. However, if you want to manually record time, Workzone offers task timesheets so responsible users can input and track hours.
Additionally, you can track projects with or without billable time, meaning you can differentiate between internal and client-related projects.
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
While Workzone doesn’t have goal tracking, you can use milestones to track key project phases and stay on track. View progress percentages, deliverables, assignees, and critical evaluation points within your project plan.
You can also filter projects to show milestones exclusively, allowing you to share project progress with anyone who doesn’t need in-depth visibility.
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
Workzone dashboard reports provide quick insights into completed or active project and task data. You can visualize this information in donut or bar charts based on workspace, status, or assignee.
Customizable dashboards are an Enterprise-only feature that includes further options like table, donut, bar, column, and line charts.
You can also generate workload reports with metrics like user capacity, user availability, assigned tasks, workload, and utilization, which you can filter by timescale, group, or completion.
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.
Workzone’s interactive Gantt charts let you:
- Build, view, and edit project schedules directly on the timeline
- View assignees, progress, and task dependencies
- Drag and drop bars to adjust start and end dates
- Sort by timescale (Weeks, Months, Quarters, or Years), dates, and priority
- Draw lines between tasks to create dependencies
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 Workzone, Administrators can set up user groups to include a set of team members or individuals outside of your organization. However, you can only assign user groups if every member of the group has access to the task or project.
You can also @mention users with access in messages or comments.
Note: You can only have ten users maximum per project or task.
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.
Workzone allows you to set different permission levels for team members with five roles: Partner Users, Reviewers, Contributors, Managers, and Administrators.
This lets you:
- Select Administrators who have full access to everything and control user access.
- Choose which workspaces users can access and what they can do or access within them.
- Define user capabilities, including the ability to create, modify, or delete items, documents, tasks, and users.
- Specify who can view, add, and manage items within folders, documents, calendars, and projects.
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 Partner User role is well-suited for external users, because it ensures they can only manage the documents, tasks, attachments, etc. you assign to them.
Managers and Administrators can also create screening rooms in Workzone to provide guests with access to important files.
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.
You can leave comments on each project task and document. Keep the whole team in the loop with organized, time-stamped logs of all important discussions.
You can @mention users with access to the same item or area you’re typing in.
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.
File sharing in Workzone is a seamless and secure process.
Users can easily upload files by dragging and dropping them from their desktop into projects, tasks, or documents. You can also send email alerts for updated files, approvals, or comments.
Furthermore, Workzone allows for precise control over folder or document permissions, ensuring that each individual has access only to the information that is relevant to them.
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.
You can set up a variety of automatic notifications for newly created tasks or to remind users when work is due.
Whenever you assign new tasks to a user, Workzone sends emails to them. Administrators can customize whether or not users receive notifications.
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
- Product Tour: Guides that walk you through the basics of using Workzone.
- Knowledge Base: Articles and resources that offer in-depth information and solutions for various aspects of using the product.
- Resources: Collection of pages, such as FAQs, best practices, webinars, and more.
- Professional Services: Premium support and hands-on help from the Professional Services team.
- How-To Videos: Short videos explaining specific features and processes.
- Customer support: 24/7 Live rep, Chat, Email, Help Desk, 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
- Desktop: Mac, Windows, Linux
- Mobile: N/A
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
Workzone has the following pricing plans:
- Team ($24/user/month): Unlimited project and task management, 100GB storage, advanced reporting, and more.
- Professional ($34/user/month): Everything in Team plus 150GB storage, custom project intake forms, enhanced time-tracking controls, and more.
- Enterprise (Contact sales for pricing): Everything in Professional plus single sign-on (SSO), public access forms, advanced reporting, custom project and task fields, and more.
Note: Contact the sales team for a demo or free trial.
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.
Workzone is a robust platform that caters to a wide range of teams, particularly small and medium-sized businesses. Its feature-rich paid plans offer comprehensive solutions for effective project management.
Balancing sophistication with simplicity, Workzone offers user-friendly and intuitive features like personalized to-do lists, precise time estimates, and efficient time tracking.
Additionally, Workzone’s real-time status alerts and in-depth workload reports are ideal for users who require advanced automations and analytics. With several visualization methods, this tool is a solid choice for handling complex projects, streamlining workflows, and promoting effective communication across departments.
That said, it’s worth noting that Workzone is strictly a web-based tool and doesn’t currently offer a dedicated mobile app. This lack of mobile support may hinder productivity for companies seeking a seamless workflow across devices.
Although geared primarily toward SMEs, Workzone doesn’t provide a free plan that you would expect for smaller teams. Furthermore, it limits views and lacks custom dashboards and fields, which are Enterprise-exclusive features.
Altogether, Workzone is user-friendly and adaptable, catering to teams with varying levels of experience. While it has its limitations, its overall simplicity and functionality still make it a valuable choice for many organizations.