4 Of The Best Project Management Tools…but which is the best?

I’m starting this month’s exploration in to the many tools and technologies available to business owners in order to make their already hectic lives a whole lot easier, by looking at my most favourite of all topics…organisation. 

A friend of mine recently described his other half (incidentally, my best friend) as a ‘control enthusiast’.  As a self-confessed ‘control enthusiast’ this term brought me great joy and, I’ll admit it, a little sense of pride. 

Being a ‘control enthusiast’, not only do I like everything to be in order, but I also like to create ways for less organised (let’s use this word instead of controlling) people in my life to become more organised. 

Thankfully, some geniuses have created wonderful tools and this week we’ll be taking a look at 4 of these in a bit more detail – TrelloClickupTodoist and Asana

The first app I am going to talk about in this blog is one which I have been using a for a couple of years now… 


Trello

Cost 

Free with options to upgrade 

I have used Trello for teams of up to 10 people on the free package and it has worked well, but for a larger companies with multiple different teams, it could be worth upgrading. 

The first upgrade is to Business Class which is 10USD per user per month if you pay annually. If you pay monthly, this cost increases to 12.50USD. 

The highest package you can go for is the Enterprise package which is cheaper the more users you have. So, for 20 users, the cost is 20.83USD per user per month. For up to 5,000 users the cost is 5.92USD per user per month. 

How Does It Work? 

There is a dashboard

On the dashboard you can create boards. I have separate boards for different clients, each with their own personalised background. 

Within these boards, you can create different lists, each with their own cards

Within the cards, you can: 

  • Add a description 
  • Assign tasks to different members 
  • Add attachments 
  • Add comments 
  • Add members to the card 
  • Create coloured Labels 
  • Create checklists 
  • Set due dates 
  • Share and archive 

For me, I have 4 cards as standard:  

  1. Things to do 
  2. In progress 
  3. Done 
  4. Goals 

Once I’ve completed a card on my Things To Do list, I simply drag it across to the Done card and I can track my progress. 

Trello Mobile 

The Trello App is pretty much a mirror image of the website – clean, simply and easy to use but fairly basic. 

Best Features 

When I say ‘Best Features’, this is purely my opinion from use of the platform in my work and personal life. 

As a huge fan of lists and prettiness, Trello makes me very happy. 

The dashboard is really easy on the eye with plenty of white space. 

I love how you can create checklists and tick them off as you go along and it’ll give you progress as a percentage. 

You can also assign tasks to different people so they’ll get a notification on Trello itself and via email – great for letting clients know where I’m up to on a project. 

Worst Features 

As well as lists, I like to be able to see a calendar. 

With the free version of Trello, you get one ‘power up’ per board. This basically means you can add different apps to your board, of which a calendar is one.  

However, with one ‘power up’ per board and a LOT of choice (calendars, analytics, voting to name just a few), how do you get everything you want on one board?! 

I chose the Planway Calendar but only got a 15 day free trial (other platforms come with a calendar built in…read on for more details). 

Best For 

  • Making checklists 
  • General overview at a glance 
  • Keeping clients / projects separate 
  • People who don’t like fuss 

Clickup

Cost 

Free…forever apparently! 

The free package comes with 100MB storage, unlimited tasks and unlimited users. 

The upgraded package, ‘Unlimited’ comes with the above plus unlimited storage, unlimited integrations, unlimited dashboards and a couple more features. 

How Does It Work? 

First impressions after being a Trello user for such a long time….THIS LOOKS TERRIFYINGLY COMPLICATED. 

However, after watching the demo video and having a play around with it, Clickup actually seems to be extremely useful (if not a little over the top with the options and customisation). 

In a nutshell, you have a Space

Within this Space, you have ListsBoards and Calendar

In Lists you can create Tasks, assign them to different members of the team, set a Due Date, add Subtasks, add Attachments and Mark as Done when complete. 

Boards is a visual representation of Lists and leads you to the same options. 

Within the Calendar, you can set tasks with the same options as above. 

Clickup Mobile 

I LOVE THIS APP! So clean and simple (in comparison to the website). Everything is easily accessible and navigate. I would probably use the mobile app much more than the desktop version because it seems less overwhelming. 

Best Features 

I am a great believer in setting yourself goals. Clickup has a Goals section where you can set you goal and within this, create targets. 

You can track your progress and it’ll show you what percentage of your target you have reached. 

Worst Features 

While Clickup has A LOT to offer, it just doesn’t seem well structured or easy to navigate. 

There are too many customisable options which is distracting and you really have to go searching for what you need. 

Best For 

  • People who love detail 
  • Organising teams and events 

Todoist

Cost 

Free – for up to 80 projects with 5 people per project. 

Upgrade to ‘Pro’ for 3USD for up to 300 projects with 25 people per project plus comments, reminders, file uploads, labels, filters and productivity trends. 

For teams, you can upgrade to the ‘Business’ package for 5USD per user per month (if paid annually, otherwise it is 6USD per user per month). 

For this, you get up to 500 projects with up to 50 people per project, a team inbox, admin & member roles and priority support. 

How Does It Work? 

Todoist is basically a really simple To Do list (SHOCK!)  

You can add a task, set a due date and create subtasks in a checklist. 

Once complete, the task disappears. 

You can also create projects with tasks and subtasks

The web version is pretty basic and not too aesthetically pleasing, although it does the job. 

Todoist Mobile 

The app is surprisingly pleasant to use and to look at. The layout is much better than the web version. 

Best Features 

Todoist doesn’t really have that many features to choose from! 

It is a To Do list and it does what it says on the tin. 

Worst Features 

I personally feel that the layout of the web version is bland and a little message for such a simple platform and I can’t understand why it isn’t as neat as the mobile app. 

Best For 

  • People who just need a quick To Do list 
  • Small business owners who need a little help but don’t have lots of people to organise. 

Asana

Cost 

Asana has the most options of all 4 platforms we’ve looked at when it comes to pricing. 

The ‘Basic’ package is free – with this you can manage tasks and to do lists, view your calendar, assign tasks, collaborate with up to 15 members and integrate with some apps. 

The ‘Premium’ package is more project focused. For £9.49 per user, per month (if paid annually, otherwise it is £11.59 per user, per month) 

The ‘Business’ package is £20.99 per user, per month. For this you get all of the above, plus portfolios, workloads, proofing, the abilit to lock custom fields, and Adobe and more integrations 

How Does It Work? 

The dashboard is really clean and easy to navigate and split up in to: 

  • Tasks 
  • Inbox 
  • Portfolios 
  • Teams 
  • Reports 

The Tasks page is simply a list of tasks, what project they belong to and when they’re due. 

The Inbox shows you any tasks that have been assigned to you or any you’ve been mentioned in. 

Portfolios allows you to manage multiple projects and workloads but is only available in the Business package and above. 

Teams allows you to separate projects by team (I personally use Teams to separate clients). 

Reports shows you what tasks you’ve created, which have been completed and which you have assigned to others. 

Asana Mobile 

Really attractive app with options to view by Task List, Calendar or by Project.  

Best Features 

I’d say Asana is closest to Clickup in terms of the features it offers but the layout is so much better. It is so neat and I love how you can easily separate projects. 

Worst Features 

I haven’t found any yet! 

Best For 

  • Anyone who has at least one project they’re working on and wants to tick off task by task. 
  • Different teams with different responsibilities. 

So, as a loyal Trello user I didn’t think I’d want to make the switch.  

Todoist just seems a little too basic, Clickup has potential but I just don’t have the time to work out all of the different functions. 

For me, Asana is the clear winner. It is so easy to use, it looks great and makes it so easy to be organised. 

Do you have any other organisational tools you’d recommend? Please comment below if you have any suggestions. 


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