TECHNOLOGY · PROJECT MANAGEMENT

5 project tools.
A clearer way to work.

Compare Trello, Asana, monday.com, ClickUp and Notion through the decisions that matter: organising tasks, sharing responsibilities and keeping project information together.

Whether you manage your own workload or coordinate a team, start with a tool that fits how work moves from an idea to a finished result.

See the Comparison ↓
Illustration of task boards, project schedules and team collaboration

Start with the work your team needs to organise

A freelancer tracking assignments, a marketing team planning campaigns and a business coordinating several projects will need different systems. Before comparing dashboards, identify the work you want to track, who owns each task and how progress should be reported. A clear process makes it easier to judge which tool fits.

This project management tools comparison focuses on task organisation, project views and the relationship between work and supporting information. It draws on providers’ published information rather than a controlled team productivity test. Features, permissions and usage limits vary by plan, so check the official guidance before purchasing.

AT A GLANCE

Five approaches to organising work

Compare the working model first, then explore the options that match your project requirements.

Project management tool features and suitability comparison
Tool Working approach Tools to explore Worth shortlisting for Consider before choosing
Trello Visual boards, lists and cards Board organisation and additional project views Work tracked through clearly defined stages The views and workspace features included in your plan
Asana Tasks organised within projects Project views, custom fields and workflow tools Team coordination and shared task ownership Reporting, planning and workflow features by plan
monday.com Configurable board-based workflows Columns, views and connected work information Teams modelling repeatable business processes The product, plan and board structure you need
ClickUp Tasks organised across workspace levels List, Board and other task views Teams needing different perspectives on shared work View availability, permissions and setup conventions
Notion Projects and tasks alongside documents and databases Connected project databases and supporting pages Work that benefits from shared briefs and knowledge Database design and responsibility for maintaining it

On smaller screens, scroll sideways to see the full table. Suitability descriptions are our editorial assessment. Feature availability depends on the chosen plan.

01 · VISUAL BOARDS & WORK STAGES

Trello

Trello centres work around boards, lists and cards, providing a visual way to organise tasks. Its additional views include options such as Calendar, Timeline and Table, with availability depending on the plan and workspace.

We would shortlist Trello when a project can be understood through a sequence of stages, such as planned, in progress and completed. Try building a board for a real piece of work, then agree what each list means and when a card should move. Check whether the additional views and workspace features you need are included before committing to a subscription.

Explore Trello’s official project views ↗ Read Trello’s guide to using views ↗

02 · TASK OWNERSHIP & TEAM COORDINATION

Asana

Asana organises tasks within projects and provides different ways to view the work. Its project management information describes planning tools, custom fields and workflow features, with capabilities such as Timeline, Gantt and rules available through relevant plans.

We would shortlist Asana when a team needs shared task ownership and a consistent way to understand upcoming work. During a trial, create a representative project with owners, dates and clear completion criteria. Check whether each person can find their next task and whether the project lead can understand progress without rebuilding a separate report.

Explore Asana’s official project management features ↗

03 · CONFIGURABLE BUSINESS WORKFLOWS

monday.com

monday.com uses boards and configurable columns to organise work information. Its guidance distinguishes flexible boards from structured project features, while supporting documents and intake forms can sit alongside the board-based workflow.

We would shortlist monday.com when a team wants to model a repeatable process, such as managing requests, coordinating campaigns or tracking delivery stages. Begin with the information each item needs, rather than adding every possible column. Confirm which monday.com product and plan supports your requirements, then test whether the resulting board gives both contributors and managers the information they need.

Explore monday.com’s official getting started guide ↗ Read monday.com’s board and project guidance ↗

04 · MULTIPLE VIEWS OF SHARED WORK

ClickUp

ClickUp provides multiple ways to view tasks, including List and Board views alongside other planning perspectives. Its workspace structure allows views at different levels, with feature availability and limits varying by plan and user role.

We would shortlist ClickUp when different people need different perspectives on the same work. Test a small workspace using a consistent set of task names, statuses and priorities. Decide which views each role actually needs and agree where new work belongs. This helps you assess the platform through everyday use rather than the number of available configuration options.

Explore ClickUp’s official task views ↗ Read ClickUp’s view guidance ↗

05 · PROJECTS, DOCUMENTS & SHARED KNOWLEDGE

Notion

Notion places project and task management alongside documents, notes and company knowledge. Its project guidance uses connected databases, with individual pages providing room for task details, project scope and supporting information.

We would shortlist Notion when the context behind a task matters as much as its status. A content project, for example, may benefit from keeping the brief, notes and task records close together. Start with a template or a modest database design, then agree who maintains its properties and views. Test whether colleagues can find both the work and the information needed to complete it.

Explore Notion’s official projects and tasks guide ↗

MAKE YOUR SHORTLIST PRACTICAL

Three checks before you commit

Run one real project

Choose a manageable piece of current work. Add its tasks, owners and dates, then involve the people who will use the system. Observe whether they can find and update their work.

Compare the complete plan

Check member and guest arrangements, required views, reporting, storage and automation limits. Calculate the subscription for the team you actually expect to include.

Agree how the system works

Define statuses, naming conventions and when updates are expected. Assign responsibility for the workspace so its structure remains useful as projects and team members change.

COMMON QUESTIONS

Project management: useful answers

Which project management tool is best for a small team?

Start with the way the team works. A visual board may suit work moving through clear stages, while other projects need different planning views or detailed supporting documents. Trial the same project in two shortlisted tools and compare how easily people use them.

What is the difference between a board and a timeline?

A board groups work into lists or columns, often reflecting status or workflow stages. A timeline displays work across dates, helping you understand its scheduling. The available controls and planning features depend on the tool and subscription.

Can I manage project documents alongside tasks?

Check how each platform handles documents, attachments and links. Notion explicitly places project management beside documents and knowledge. The right arrangement depends on whether you want to write within the workspace or connect information stored elsewhere.

Will a new tool automatically improve team productivity?

A tool can make ownership and progress easier to see, but the team still needs clear tasks, agreed processes and consistent updates. Evaluate the system against practical outcomes, such as fewer missed handovers or less time searching for project information.

Keep exploring your options

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