monday vs Workzone: 2024 Comparison

monday vs Workzone: 2024 Comparison

monday 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

a. monday

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

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

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

b. Workzone

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.

2. Views

a. monday

monday offers 12 ways to visualize work:

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

b. Workzone

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

a. monday

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

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

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

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

b. Workzone

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:

  • Status
  • Assignees
  • Due Dates
  • Notes
  • Comments
  • Attachments
  • Checklists
  • Task dependencies

4. Statuses

a. monday

Customize the Status Column labels according to your workflow. 

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

b. Workzone

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.

5. Checklists

a. monday

Add a Checklist in the Update section of each item.

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

b. Workzone

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

a. monday

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

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

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

b. Workzone

Capitalize on past success with time-saving and reusable project or task templates.

Each template can contain the following items:

  • Descriptions
  • Categories
  • Due dates
  • Dependencies
  • Assignees

7. Assignees

a. monday

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

b. Workzone

Assign workspaces, documents, tasks, and more to individual team members or groups of people.

8. Priorities

a. monday

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

b. Workzone

Assign tasks a numerical value ranging from one to ten to indicate their importance or urgency, with one representing the highest priority.

9. Automations

a. monday

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

You can also automate recurring tasks by time period.

b. Workzone

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:

  • Comments
  • 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

a. monday

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

b. Workzone

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

a. monday

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

b. Workzone

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

a. monday

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

b. Workzone

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.

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. monday

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

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

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

b. Workzone

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.

2. Dashboards

a. monday

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

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

Widgets include:

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

You can further customize your dashboards by:

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

b. Workzone

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

a. monday

monday’s Gantt view allows you to:

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

b. Workzone

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

a. monday

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

However, you cannot add guest users to a Team.

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

b. Workzone

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

a. monday

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

b. Workzone

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

a. monday

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

b. Workzone

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.

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. monday

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

b. Workzone

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

a. monday

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

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

b. Workzone

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.

3. Notifications

a. monday

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

b. Workzone

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

monday

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

Workzone

  • 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

monday

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

Workzone

  • Browser: Chrome (Desktop and Android), Firefox, Microsoft Edge, Safari
  • Desktop: Mac, Windows, Linux
  • Mobile: N/A

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. 

monday Pricing

monday offers these five pricing plans:

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

Workzone Pricing

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.

monday Verdict

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

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

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

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

For example, it comes with:

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

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

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

Workzone Verdict

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.