monday 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
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.
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.
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.
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
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
- Due dates
You can also add subitems to break each task down further.
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.
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.
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.
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.
Project.co doesn’t have native checklists for to-do items.
6. Task Templates
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:
- Phases 1, 2, and 3
- Time estimate
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.
Designate ownership by assigning a team member, multiple team members, or even entire teams and sub-teams to an item on the board.
Assign projects, tasks, roles, etc. to individual members, entire teams, or groups of people with your Project.co account.
Add a Priority column and choose between high, medium, and low priority for each item on the board.
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.
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.
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 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.
Set start and due dates for your Project.co projects, tasks, and subtasks.
2. Time Estimates
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.
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
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.
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
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.
Project.co doesn’t have features to set goals and milestones.
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.
- Progress batteries
- Number column overviews
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
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
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.
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
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.
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
Adjust permissions for workspaces, boards, dashboards, and even columns.
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
Invite Guest users to view or edit multiple Boards shared with them.
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
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.
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
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.
You can attach images and documents to projects, tasks, discussions, and notes so assignees have everything they need to collaborate efficiently.
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.
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
- 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
- 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, and Microsoft Edge
- Desktop: Mac, Windows
- 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.
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
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.
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.
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.