Trello vs Teamwork: 2024 Comparison

Trello and Teamwork 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. Trello

Track your workload in Trello by organizing it into:

Workspaces > Boards > Lists > Cards

  • Workspaces: A container for all the Boards in your team. You can create multiple Workspaces to classify your work further.  
  • Boards: A simple Kanban board interface to view task progress within a Workplace.
  • List: A series of tasks (Cards) at the same progress stage. For example, To-do List, Doing list, Done List, etc.
  • Cards: The smallest component of the board with all the actionable aspects of the project.

Trello_Project_Structure

b. Teamwork

In Teamwork, your projects rely on a structured hierarchy of information.

Portfolio > Projects > Milestones > Task Lists > Tasks > Subtasks

  • Portfolio: Organize projects with portfolio boards and create columns for different workflow stages.
  • Projects: Create a central hub for clear communication and documents for your project based on business or client needs.
  • Milestones: Monitor your project progress and set goals specifying tasks or sets of tasks to be completed within a defined timeframe.
  • Task Lists: Group and manage tasks with multiple task lists within a project and link each list to a desired milestone.
  • Tasks: Delegate tasks to individuals, multiple people, teams, and clients—or keep them unassigned.
  • Subtasks: Make your tasks more detailed and clear by breaking them down into subtasks. 

2. Views

a. Trello

Trello provides seven project views, namely:

  • Boards: View your tasks on a Kanban board. It’s the simplest way to go from idea to action, plan projects, and track tasks.
  • Timeline: Stay on top of project timelines, sprints, and goals. It’s great for adjusting dates on the fly and spotting potential gaps.
  • Calendar: Perfect for managing schedules or to-dos; plus, you can sync it with third-party calendars.
  • Dashboard: Offers a bird’s-eye view of projects and processes, helping you manage workloads and spot bottlenecks before they start.
  • Map: Ideal for location-based data. Great for tracking properties, planning events, or organizing fieldwork.
  • Workspace: Manage work across multiple Boards. Create custom overviews for detailed tracking of both minor tasks and large projects.
  • Table: See your work like a spreadsheet. Sort and filter to focus on what matters.

Trello_Views

b. Teamwork

Teamwork provides seven Views to visualize your work:

  • Lists: View all your projects and tailor your level of detail using collapsible projects and subtasks.
  • Kanban Boards: Get a clear view of your project’s inner workings in a swimlane display and update task progress with easy drag-and-drop motions.
  • Tables: Manage tasks in a spreadsheet-style interface with customizable and adjustable columns, drag-and-drop reordering, and horizontal/vertical scroll view options.
  • Gantt Charts: See your project’s timeline at a glance and easily identify deadlines to ensure your projects stay on track.
  • My Work: Get access to all your tasks, milestones, and events in a single location.
  • Clients: Gain insight into the status of all projects associated with a client.
  • Everything: Review all tasks, milestones, messages, files, etc, in your projects. See what’s done and what needs attention across all projects.

3. Tasks & Subtasks

a. Trello

Manage tasks, goals, or anything that needs to get done via cards on Board. 

Your cards can hold a variety of useful information, like:

  • Members who are responsible for the task
  • Due dates 
  • Attachments
  • Labels 
  • Comments
  • Location
  • Custom Fields

You can also track and monitor task progress via a Checklist of smaller to-dos within the task.

Trello_Tasks_Subtasks

b. Teamwork

Assign tasks to one or multiple team members by adding start/due dates or no dates for flexible task completion.

Add rich detail to each Task with the help of: 

  • Task details
  • Files
  • Priority levels 
  • Progress & Time
  • Followers
  • Tags
  • Dependencies 
  • Reminders
  • Custom fields, etc. 

You can also add multiple Subtasks to a task on your project.

4. Statuses

a. Trello

Move cards to specific lists that indicate the workflow stage they’re in. Customize these lists to suit your workflow.

Trello_Statuses

b. Teamwork

Project Statuses help categorize your projects based on their progress in the timeline.

Teamwork offers six types of status options to choose from:

  • Active
  • Current
  • Late
  • Upcoming
  • Completed
  • Archived

5. Checklists

a. Trello

Add multiple checklists to a single card. @mention team members in checklist items to notify them. 

You can also track checklist completion with the help of a progress bar at the top that shows the completion percentage. 

Finally, turn checklist items into cards to move them to the main board.

b. Teamwork

In Teamwork Spaces, you can’t add checklists to your Tasks and Subtasks. However, you can add a checklist to your Pages and Subpages that let you create detailed documents and share your company knowledge base with your teams and clients. 

Add a checklist to your Pages or Subpages, reorder the items in it, and mark them as complete once you’ve finished working on your page.
Generate templates to create new Task Lists or duplicate your existing templates.

A Template can contain:

  • Start dates
  • Skip weekend settings
  • Email notifications
  • Notes
  • Privacy
  • Milestones
  • Default properties

6. Task Templates

a. Trello

Trello allows you to create a default Card Template. You can do this from a blank or new card, where you can: 

  • Format the description
  • Add custom fields
  • Copy over checklists, and more.

Trello_Task_Templates

b. Teamwork

Generate templates to create new Task Lists or duplicate your existing templates.

A Template can contain:

  • Start dates
  • Skip weekend settings
  • Email notifications
  • Notes
  • Privacy
  • Milestones
  • Default properties

7. Assignees

a. Trello

Assign a Card by going to the Members icon and selecting a member or multiple people from the dropdown.

b. Teamwork

Teamwork lets you assign tasks to individuals and multiple users within your project.

You can also assign tasks to clients or teams by checking the boxes in the People or Teams tab. 

8. Priorities

a. Trello

Use the custom fields functionality to add a Priority field to each Card.

b. Teamwork

In Teamwork, you can create up to six custom priority levels for your site alongside the three default levels — low, medium, and high. 

You can also replace the default priority levels by adding six entirely custom Priorities.

9. Automations

a. Trello

Trello’s automation features include:

  • Card and board buttons: Adds buttons to automate the next step in a workflow
  • Rules: Set triggers to automate actions
  • Scheduled automations: Set up recurring actions
  • Due date automations: Trigger actions when a task reaches its due date

Trello_Automations

b. Teamwork

Set up Automations to execute actions automatically when specific task events or triggers occur.

You can enhance the specificity of your automation by adding extra trigger conditions, such as:

Trigger Event > Additional Condition(s) (optional) > Action Event(s)

Note: The number of times automations can run depends on your subscription type. For example, the scale plan offers 50,000 monthly automation runs with multiple actions.

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. Trello

Trello lets you add and edit start dates, due dates, and due date reminders in a card.

b. Teamwork

In Teamwork, you can set and modify the Task Dates for all New, Existing, Dependent Tasks, and Subtasks. 

You can also edit due dates for tasks with dependencies in the Gantt Chart.

2. Time Estimates

a. Trello

Trello doesn’t have a dedicated time estimates feature. However, you can create a custom field to note a time estimate for working on a card.

b. Teamwork

You can add and edit a time estimate in a column next to the task to indicate the total hours or minutes it should take to complete a task.

3. Time Tracking

a. Trello

Trello doesn’t offer any native time-tracking features.

b. Teamwork

With Teamwork, you can track the time you spend on tasks and projects as you work through them with multiple time-tracking options, including: 

  • Manual time tracking: Add individual time entries for each task or project.
  • Timer: Track and log time for your chosen project or task as you work using Teamwork’s native time tracker. 
  • Timesheets: Record time for tasks and projects directly in your personal timesheet.
  • Desktop timer app: Use the Teamwork desktop app to track time and switch between tasks smoothly. 
  • Chrome extension: Use the Chrome extension to log time or start a timer manually.
  • Email: Add time entries when responding to email notifications related to a specific task.

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. Trello

Browse the Trello template library for templates to help you set and track goals. For example, you can clearly define project goals and track milestones with the OKR (objectives and key results) template.

b. Teamwork

A Milestone represents a project goal with a target date that can be tracked using task lists to monitor progress.

Site and project admins and other users (with permission) can add or edit project milestones. 

You can create bulk milestones (10 at a time) or duplicate an existing milestone. 

2. Dashboards

a. Trello

Trello keeps it simple and user-friendly, so its reporting mainly consists of the Dashboard View — a bird’s-eye perspective on your projects and how much work needs to be done.

You can add bar or pie charts in tiles that tabulate the number of cards (tasks) per list, due date, member, and label.

Trello_Dashboards

b. Teamwork

Teamwork offers a pre-populated Personal Dashboard, giving you an overview of activities across all your projects.

You can create custom dashboard views using different metrics for specific projects and items. When creating a dashboard view, you can choose one of these templates: 

  • Personal: Display your active tasks, upcoming events, milestones, and tracked time.
  • Starred: Provide counts for tasks, milestones, and time on your starred projects.
  • Everything: Include all possible options in a comprehensive view.
  • Custom: Build your own customized dashboard using the available options. 

3. Gantt Charts

a. Trello

Trello doesn’t have any native Gantt chart capabilities. However, it does offer a timeline view that provides a visual representation of project interconnections and deadlines.

It allows you to:

  • Adjust start and end dates for issues
  • View by day, week, month, or quarter
  • Group by member, list, and label
  • View unscheduled cards

b. Teamwork

Visualize your project progress in a Gantt-style View, where each bar represents:

  • Project timeline: Months, days, or weekends spent working on the task. 
  • Task duration based on start and due dates: Users are color-coded, and each person is represented by colored bars on the chart. 
  • Milestones: Target date on which the task should be completed. 

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. Trello

Trello doesn’t let you create custom user groups with different permission levels.

b. Teamwork

Teamwork enables site admins and users with permission to create Teams for managing people in their workspace. Each team can be grouped by:

  • Subteams 
  • Project-level teams
  • Company-level teams (only for premium plan users) 

This helps group individuals based on roles or project contributions.

When delegating work, you can:

  • Assign items to specific teams 
  • Give each team a name and logo for easy identification.

2. Permission Levels

a. Trello

Set different permission levels for all team members. Choose who can comment, react, invite, or remove members on your Trello boards.

b. Teamwork

The Permissions and Access levels you can assign to each user depend on the user license type on your workspace.

Standard users can have complete access, including access to site administrator privileges (if necessary).

Teamwork’s permission setting offers:

  • Project level permissions: Project admins and users with project-level permissions can customize permissions for each user.
  • Project feature access: Users with specific project permissions can decide which features are active for everyone on a project and set their display order.
  • Site-level feature access: Site admins and users with site-level permission can choose which user gets access to various site-level areas like dashboards, events, and projects.
  • Site-level administrator access: Site owners choose which user gets access to all items throughout the site.

3. Guest Users

a. Trello

Invite guest users to one or multiple Boards to view and edit Cards.

b. Teamwork

Collaborate with third parties by giving them access to your project in a limited capacity. 

They can:

  • Complete tasks
  • Add comments
  • View files

However, they can’t:

  • Change task statuses
  • Log time 
  • Add new users, task lists, milestones, and tags to projects.

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. Trello

Click any card to open the comments section and leave a comment. Add attachments in them and @mention team members to collaborate on tasks. 

Edit your comments to keep them up to date with the latest information. Or delete them to avoid miscommunication. 

Right-click the timestamp to get a share link. Share these comments with others to invite more people to view and comment on the cards.

Trello_Comments_Threads_Tagging

b. Teamwork

Teamwork lets you add Comments to project items like tasks, milestones, files, notebooks, and links.

Project admins can enable or disable the Comments tab in the project’s settings, allowing you to mark comments as read, add replies, or view all comments. 

Additionally, you can Message your team in projects to discuss ideas, ask questions, or share suggestions, and everyone can reply in the thread.

2. File Management

a. Trello

Attach files to cards to offer more insight into the task.

Trello automatically makes it the Card cover if it’s an image file.

b. Teamwork

Attach files to tasks, view existing files, and manage attached task files to keep all task-related information organized in one place. 

3. Notifications

a. Trello

Send and receive notifications for various actions such as adding cards, being mentioned on them, changing due dates, moving cards, and more.

Change how and when you receive these notifications.

Trello_Notifications

b. Teamwork

Project admins can choose to notify the users when a new task, milestone, message, file, notebook, or link has been added. 

This default option automatically sends task-specific notifications to the person who created the task, the person assigned, and the person who completed a task or milestone.

Furthermore, it lets you mark notifications as read or unread, mute the notifications you receive, or opt to receive notifications via email.

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

Trello

  • Atlassian University: Product training and certification for Jira, Confluence, Trello, and more
  • Atlassian Playbook: Free workshop resources to address common team challenges 
  • Atlassian Documentation: Help to administer Atlassian products
  • Developer Resources: Build, deploy, and manage your apps while Atlassian takes care of security, computing, and storage
  • Atlassian Community: Ask questions to product experts
  • Atlassian Support: Resources for users and administrators
  • Migration Program: Cloud migration support for all teams
  • Enterprise Services: Support for enterprise teams
  • Support: Email/Help Desk, Chat, 24/7 Live rep, Phone

Teamwork

  • Teamwork academy: Training course to help understand the workings of the tool.
  • Resource Center: Interactive guides, books, recorded webinars, and free tools. 
  • Demos: Brief videos covering the fundamentals of Teamwork.
  • Live webinars: Engage in real-time sessions to see how the tool works.
  • Help docs: Find answers to questions about how the tool operates.
  • Customer support: Contact the support team through live chat and email.

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

Trello

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

Teamwork

  • Browser: Chrome Extension, Microsoft Office Add-in, Outlook Online and Desktop 
  • Desktop: Windows, Mac
  • 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. 

Trello Pricing

Trello’s four pricing plans are as follows:

  • Free: Up to 10 boards, 250 workspace commands a month
  • Standard ($6/user/month): Everything in Free plus unlimited board, 1,000 Workspace commands a month
  • Premium ($12.50/user/month): Everything in Standard plus extra views, Unlimited Workspace command
  • Enterprise ($17.50/user/month): Everything in Premium plus unlimited workspaces, public board management, SSO and user provisioning

Teamwork Pricing

Teamwork has the following pricing plans:

  • Free ($0 for up to 5 users): Suitable for small teams that are getting started. 
  • Starter ($8.99/user/month): All the essential PM tools you’ll need to get started.
  • Deliver ($13.99/user/month): Everything in the Starter plan, plus more robust project management tools.
  • Grow ($25.99/user/month): Everything in the Deliver plan, plus more features to handle complex client projects.
  • 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.

    Trello Verdict

    Trello is an exceptionally user-friendly and intuitive PM tool. It focuses heavily on visualizing work, especially on Kanban boards (though other views are available in higher-paid tiers). And its customization features make your workspaces visually engaging to make work more fun.

    These factors make Trello perfectly suited to PM beginners, startups, and SMEs with relatively simple processes and small teams.

    It’s also great for personal productivity and project management — E.g., if you’re a freelancer or you’re planning a big party.

    The tradeoff for simplicity is, of course, limited complexity. Trello isn’t the best choice if you want to manage big projects with lots of simultaneous tasks, team members, and moving parts.

    For example, Trello’s commenting functionalities are quite linear and not well-suited to multiple conversation threads at once.

    There are extensive options to expand the app’s functionality with account upgrades, integrations, and power-ups. However, these will also cost extra money and time.

    Teamwork Verdict

    Teamwork is an easy-to-use project management tool used by large enterprises and mid to small-sized businesses.

    Compared to other project management tools, Teamwork stands out for its user-friendly interface and intuitive features, making it ideal for teams with varying levels of technical proficiency. 

    It excels at managing complex projects through features like Tasks and Subtasks, Dashboards, Automations, Project Views, etc., that help enhance clarity and track project progress. 

    Another popular aspect of this tool is its client management feature, which facilitates effective interaction with clients while giving you control over shared information.

    The only notable shortcoming of this tool is that it may not fully meet the needs of companies that require advanced functionalities, like sophisticated reporting tools or extensive integrations. 

    However, Teamwork compensates for these shortcomings with its robust collaborative features and adaptable user experience. This makes it an appealing option for teams that prioritize simplicity, ease of use, and effective project management capabilities.