Zoho Projects vs Workzone: 2024 Comparison

Zoho Projects vs Workzone: 2024 Comparison

Zoho Projects 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. 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

 

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. 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

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. 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

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. 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

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. Zoho Projects

Zoho Projects doesn’t offer native checklist features.

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. 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

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. Zoho Projects

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

b. Workzone

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

8. Priorities

a. 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.

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. 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. 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. 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.

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. 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.

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. 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.

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. 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.

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. 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

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. 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.

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. 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.

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. 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.

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. 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.

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. 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.

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. 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.

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. 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

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

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

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

Zoho Projects

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

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

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.

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.

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.