monday vs Zoho Projects: 2024 Comparison

monday and Zoho Projects 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. Zoho Projects

Transform your workspace with the help of a simple, user-friendly project hierarchy. 

Portal > Project groups > Projects > Milestones > Tasks > Sub-tasks

  • Portal: A centralized hub to manage projects, track progress, and communicate with team members.
  • Project groups: Organize multiple projects into a single project group for easy access.
  • Projects: A collection of milestones and tasks to achieve a specific objective.
  • Milestones: Short-term goals that let you break down projects and represent a key stage of progress.
  • Tasks: Actionable items that help achieve milestones and the project’s objectives.
  • Subtasks: Granular action items within each task.

Zoho_Projects_Project_Structure

 

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. Zoho Projects

Zoho Projects offer several views for managing tasks and tracking progress:

  • Work Overview: Displays a comprehensive view of all tasks, projects, and milestones across a portal.
  • Project List: Presents a quick view of completion rates, task statuses, budget details, and more of all the projects.
  • Task List: A list view of all tasks, with columns displaying information such as task name, assignee, due date, and status. 
  • Issue List: Displays a vertical view of all issues, including their project, classification, status, severity, due dates, and more. 
  • Project Gantt: Showcases project and task timelines, schedules, and progress. You can view the projects on the right side and schedule information on the left.
  • Custom: Use filters to select specific criteria and customize your project, task, and issue views.
  • Kanban: Organize cards (tasks and issues) in columns to indicate statuses, priority, and modules. Click on the cards to view comments, files, and other relevant information.
  • Chronology Gantt: Visual representation of the timeline and the relationship between tasks to help manage task dependencies and overlaps.
  • Milestone Gantt: Get a hierarchy-based view of all the tasks that fall under a particular milestone, along with the due dates, overdue tasks, and other task details.
  • Calendar: A calendar-like display of your project, task, milestone, and issue deadlines on a daily, weekly, and monthly basis.

Zoho_Projects_Views

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. Zoho Projects

A task in Zoho Projects helps manage simple and complex projects by breaking them down into actionable items. 

Tasks provide information on: 

  • Task descriptions
  • Assignees
  • Tags 
  • Due Dates and Time Estimates
  • Checklists
  • Attachments
  • Comments

Zoho_Projects_Tasks_Subtasks

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. Zoho Projects

Zoho Projects offer statuses to help users track the progress of projects, tasks, and issues. 

Create custom task statuses that suit your project workflow under the ‘Open’ and ‘Closed’ categories.

Milestones in Zoho Projects have their own status categories like Active, Completed, and Archived.

When you complete all the tasks under a milestone, the tool automatically updates its status. Similarly, following a milestone status update, project status can also be updated automatically through custom functions.

Zoho_Projects_Statuses

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. Zoho Projects

Zoho Projects doesn’t offer native checklist features.

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. Zoho Projects

Zoho Projects offers ready-made task templates. Even better, you can make your own custom template to perfectly suit your project.  

Each template can retain information, such as:

  • Title
  • Description
  • Checklists
  • Tags
  • Assignees
  • Priority
  • Attachments
  • And more

Zoho_Projects_Task_Templates

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. Zoho Projects

Assign projects, milestones, tasks, and issues to individuals and teams in Zoho Projects.

8. Priorities

a. monday

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

b. Zoho Projects

With Zoho Projects, you can set tasks to None, Low, Medium, or High Priority levels. Plus, use different colors to represent priority levels.

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. Zoho Projects

Zoho Projects’ automation features include: 

  • Blueprint: Design workflows and automate routine tasks, like setting task statuses, creating custom task fields, and adding assignees.
  • Workflow rules: Use conditions to auto assign tasks, update fields, send alerts, and add webhooks.
  • Custom functions: Reassign issues, notify stakeholders via SMS, or send client updates automatically through custom rules and conditions. 
  • Webhooks: Automate HTTP push alerts from Zoho Projects to third-party applications.
  • Business rules: Use conditions to automate issue management processes, like assigning issues to a user and changing issue severity.

Zoho_Projects_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

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. Zoho Projects

Add due dates to milestones, tasks, and subtasks. The tool also lets you set due dates directly from the list views and dashboards.

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. Zoho Projects

Time estimates are called Work Hours or Planned Hours in Zoho Projects.

Add Work Hours to indicate how long a task should ideally take. You can use the Planned vs Actual charts to assess the actual time taken, helping you measure and improve productivity.

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. Zoho Projects

Zoho Projects offers time-tracking features for users to record time spent on different tasks, generate invoices, and bill clients. 

You can either log in time manually using timesheets or start task timers to record hours automatically.

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. Zoho Projects

Milestones in Zoho Projects are goal-based targets consisting of task lists and tasks. Completing these should take you closer to the project objective and help assess the overall project progress.

Additionally, you can duplicate milestones from one project to another and automate them through blueprints.

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. Zoho Projects

The Zoho Projects dashboard is composed of different widgets, such as Task Progress Chart, Timesheet Summary, Team Status, and more. It lets you view:

  • Progress of work items
  • Performance indicators
  • Reports and summary charts
  • Pipeline work item indicators

Zoho_Projects_Dashboards

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. Zoho Projects

Along with a Global Project Timeline Gantt, Zoho Projects provides two Gantt chart types: 

  • Chronological Gantt: View tasks by order of occurrence
  • Milestone Gantt: View tasks by order of Milestones

With Zoho Projects Gantt charts, you can:

  • Create Gantt charts that support four types of task dependencies Finish to Start, Start to Start, Start to Finish, and Finish to Finish.
  • Add new tasks and details like task description, owner, and due dates.
  • View and edit important task information, such as the owner, progress percentage, start and end dates, and a list of all predecessors and successors.
  • Share Gantt charts via email or export them in PDF files.

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. Zoho Projects

User groups in Zoho Projects allow you to group portal users into different teams for better project resource management. 

Create a user group under a team and add them as followers to tasks or issues. You can assign a team lead, associate teams to projects, and @mention them in comments. 

Plus, manage team communications through a single email alias to notify multiple team members together about project updates.

2. Permission Levels

a. monday

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

b. Zoho Projects

Zoho Projects offers three levels of profile permissions: 

  • Portal Level: Applies only to project users. You can’t assign portal-level permissions to client profile users.
  • Project Level:  Applies to user profile and client profile users. Client profile users can access just forums, pages, and events.
  • Module Level: Applies to both user and client profiles. It offers various permission categories:
    • View
    • Add 
    • Edit
    • Delete
    • Reorder

The module level permission categories can change depending on milestones, task lists, tasks, issues, and timesheets. For example, a task list has a reorder permission category, while a milestone doesn’t.

3. Guest Users

a. monday

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

b. Zoho Projects

Zoho Projects offers just read-only access to guest users. 

Read-only access users cannot add, edit, or delete any entities in Zoho Projects. You can assign them to tasks, issues, and milestones with view permissions.

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. Zoho Projects

In Zoho Projects, users with comment access can add comments and @mention to tag members in project documents and tasks.

Additionally, you can hide comments from clients by marking them as internal comments.

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. Zoho Projects

Attach documents and images to projects, tasks, and comments for real-time collaboration and task management in Zoho Projects. 

To start discussions on the attached documents, just click the ‘Add Comments’ field on the right side of the file name.

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. Zoho Projects

View all Zoho Projects notifications on a single page. You can also select the projects for which you want to get notifications. 

Plus, set up email alerts to automatically notify users about certain actions, like changing a task’s status.

Zoho_Projects_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

Zoho Projects

  • Knowledge Base: Information about features and its usage
  • FAQs: Answers to questions about the tool
  • Projects Community: A community of Zoho Projects users
  • Video resources: Interactive Zoho Projects tutorials
  • Customer support: Email, live chats, and 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

Zoho Projects

  • Browser: Firefox, Chrome, Safari, Microsoft Edge
  • Desktop: None
  • 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. 

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

Zoho Projects Pricing

Zoho Projects offers the following pricing plans:

  • Free: Upto 3 members, 2 projects, 5GB storage 
  • Premium ($5/user/month): Unlimited projects, 20 project templates, 100GB of storage space
  • Enterprise ($10/user/month): Unlimited projects, 30 project templates, 10 read-only users, 120GB of storage space

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.

Zoho Projects Verdict

Zoho Projects is a no-brainer for teams that want a feature-rich project management solution at an affordable price.

Here’s what makes Zoho Projects shine:

  • Comprehensive project management tools with impressive automation capabilities that cover everything you need, from task management and time tracking to reporting.
  • An intuitive interface with user-friendly features like drag-and-drop actions and dashboard customization. 
  • Robust collaboration and communication tools, like feed and chatrooms, that facilitate smooth teamwork.

However, Zoho Projects’ reporting features might not be extensive for larger teams and bigger projects. For example, it has a limited dashboard functionality, making it difficult to add client information or arrange tasks and projects. 

Additionally, only Enterprise users have full access to reports like Gantt charts and resource utilization charts.