Trello vs. monday.com: Which Project Tool is Right for You?

Summary: Deciding on a project management tool that suits your business can be confusing. This blog compares the two most popular tools, monday.com vs. Trello, to help you choose the one that best suits your needs. 

Are you constantly battling poor resource management, struggling to keep track of deadlines, or feeling overwhelmed by disorganized tasks and team communication? 

If so, your business clearly needs robust project management software. But with numerous options available, choosing the right tool can be daunting.

Two popular platforms that often top the list are monday.com and Trello. Both are widely used and highly rated, but they offer distinct approaches to organizing tasks, collaborating with team members, and streamlining workflows.

monday.com, a versatile work operating system, has gained popularity for its comprehensive feature set and customizable interface. It’s known for handling complex projects and offering advanced analytics. On the other hand, Trello, with its intuitive Kanban-style boards, has long been a favourite for its simplicity and ease of use, making it particularly appealing for smaller teams and straightforward projects.

This comparison will delve into the strengths, limitations, and key features of both monday.com and Trello. We’ll explore their pricing structures, user interfaces, integration capabilities, and overall suitability for different teams and projects. 

A Quick Feature Comparison

Let’s take a look at a side-by-side comparison between monday.com and Trello. These popular project management tools offer different features and functionalities to suit various business needs

Features
Gantt Chart	Yes	No (requires third-party Power-Up)
Workflow Management	Multiple project views available	Primarily Kanban board-based
Time Tracking	Built-in time tracking available	Available through third-party integration
Portfolio Management	Built-in feature available	Not available natively
Customization	Highly customizable	Limited customization available
Collaboration	Whiteboard, @mentions, real-time document editing	@mentions, card comments
Integration	200+ integrations available	Available via Trello Power-Ups
Reporting	Detailed data-driven reports and analytics	Limited metrics and dashboards
Communication	Help center, community forum, live chat, phone	Help center, community forum, email
Pricing	Starts at $9	Starts at $5
Rating	4.7 Star	4.4 Star
	Try monday.com	Try ClickUp

In-detail Feature Comparison to Decide The Right Software

We will explore each feature of ClickUp and monday.com in detail. This section covers key aspects of both tools, helping you make an informed decision based on your specific needs.

1. Kanban Board

Dashboard: Create customizable dashboards with 25+ drag-and-drop widgets, offering versatile project views.	Dashboard: Primarily Kanban-style boards with lists and cards for visualizing project progress.
Visual Appeal: Clean and intuitive interface with customizable colour coding.	Visual Appeal: Highly visual and appealing boards, resembling a digital canvas with colourful Post-it notes.
Task Management: Part of a broader set of customizable workflows for managing complex projects.	Task Management: Simple and effective task management using a card-based system; Gantt charts available through Power-Ups.
Resource Management: Advanced tools for tracking resources across projects, including time tracking and resource allocation.	Resource Management: Basic resource management through card assignments and labels
Customization: Highly customizable with multiple project views (27+) and extensive automation options.	Customization: Customizable through Power-Ups, but more limited in native features.

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2. Ease of Use

Onboarding Process: Requires initial setup and configuration; offers guided tutorials.	Onboarding Process: Minimal setup is needed; users can start immediately.
Feature Discoverability: Rich features set can be overwhelming; may require exploration	Feature Discoverability: Core features are immediately visible and accessible
Mobile Experience: Full-featured mobile app, but can feel complex on smaller screens	Mobile Experience: Streamlined mobile app, optimized for on-the-go use
Keyboard Shortcuts: Extensive keyboard shortcuts for power users	Keyboard Shortcuts: Limited but intuitive keyboard shortcuts
User Permissions: Granular control over user roles and permissions	User Permissions: Straightforward board-level permissions
Search Functionality: Advanced search with multiple filters	Search Functionality: Basic search with limited filtering options
Template Library: Extensive template library for various industries and use cases	Template Library: Limited template options focused on board layouts

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3. Integration

Total Integrations Listed: Over 200 integrations, including popular tools like Slack, Gmail, Microsoft Teams, GitLab, MailChimp, Excel, Outlook, and DocuSign.	Total Integrations Listed: Over 195 integrations, including popular tools like Google Docs, Slack, Jira, Microsoft Teams, and Gmail.
Integration Tools: Allows multiple developers to upload their configurations, offering flexibility in customization and integration options.	Integration Tools: Similarly allows multiple developers to upload their own configurations, ensuring a wide range of integration possibilities.
Power-Ups (Add-ons): This does not offer Power-Ups but provides integrations directly.	Power-Ups (Add-ons): Features Power-Ups, which are add-ons that enhance functionality, such as importing CSV/Excel files and adding team voting capabilities.
Unlimited Integrations from Free Plan: Limits the number of integration actions you can use monthly based on the plan, which might restrict usage for teams with extensive integration needs.	Unlimited Integrations from Free Plan: Offers unlimited integrations starting from the free plan, making it more suitable for small teams requiring extensive connectivity without additional costs.
Special Integrations: Includes specific integrations like Microsoft Office 365 and Canva, which are beneficial for teams using these tools and not available on Trello	Special Integrations: Does not offer special integrations like Microsoft Office 365 and Canva, focusing instead on a broader range of general integrations.
Ease of Integration Setup: Requires some initial configuration but offers guided setup	Ease of Integration Setup: Simple one-click installation for most power-ups

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4. Native Time Tracking

Native Time Tracking: Built-in time tracking is available starting from the Pro plan.	Native Time Tracking: No native time tracking; relies on external integrations.
External Integrations for Time Tracking: Third-party integrations are required for plans below the Pro level.	External Integrations for Time Tracking: Requires third-party apps like Toggl or Harvest for time tracking.
Ease of Use: Time can be recorded directly on tasks within the platform (Pro plan and above).	Ease of Use: Requires signing up for and setting up additional tools for time tracking.
Workflow Continuity: Seamless workflow continuity with built-in time tracking (Pro plan and above)	Workflow Continuity: Potential complexity in workflow continuity and data syncing due to reliance on external apps

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5. Customization

Customization Level: Highly customizable to fit complex workflows. Allows extensive tailoring of columns, views, and statuses.	Customization Level: Less customizable, primarily uses a standard Kanban board layout with some flexibility through Power-Ups.
Variety of Views: It offers multiple views, including Kanban, Gantt charts, calendar, timeline, and workload views. Each view can be customized and saved.	Variety of Views: There is a Kanban board view, with additional views available through Power-Ups.
Adaptability to Team Needs: Can be extensively tailored to meet specific team needs, making it suitable for complex projects and diverse workflows.	Adaptability to Team Needs: Suitable for simpler project management tasks, with adaptability through Power-Ups.
Access to Advanced Features: Some advanced customization features and views are available only in higher-tier plans.	Access to Advanced Features: The free plan offers core features, with additional functionalities available through Power-Ups.
Support for Different Work Styles: This tool supports various work styles with different views and customization options. It is ideal for teams with diverse project management needs.	Support for Different Work Styles: Best for teams that prefer a simple, visual approach to task management, with the flexibility to add features as needed.

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6. Customer Support

Support Availability: Offers 24/7 support for all paid plans. Premium support for Enterprise customers.	Support Availability: Offers tiered support based on subscription level.
Support Channels: Multiple channels, including live chat, email, and phone support.	Support Channels: Limited channels, primarily through a contact form and community forum.
Priority Support: Prioritized support is based on plan size; premium support is available at the Enterprise level.	Priority Support: It varies by plan: basic support for the free plan, business-hours support for the Standard plan, and 24/7 support for the Premium and Enterprise plans.
A dedicated customer relationship manager is available for the enterprise plan, providing direct access to a dedicated manager.	Dedicated Customer Relationship Manager: Not available.
Ease of Access: Encourages communication with multiple departments, including direct channels to the C-suite for feedback.	Ease of Access: Basic contact form and community forum, with more comprehensive support for higher-tier plans.
Help Center Resources: Comprehensive help center with resources, webinars, and community interaction.	Help Center Resources: Support section with documentation, resources, and community forum.

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7. Security

Two-Factor Authentication: Yes	Two-Factor Authentication: Yes
HIPAA Compliance: Available in Enterprise plan	HIPAA Compliance: Not available
Suitability for Large Enterprises: High	Suitability for Large Enterprises: Limited
Data Encryption: At rest and in transit	Data Encryption: At rest and in transit
SOC 2 Compliance: Yes	SOC 2 Compliance: Yes
User Permissions: Granular control over user roles and permissions	User Permissions: Board-level permissions
Single Sign: n-On (SSO): Available in higher-tier plans	Single Sign-On (SSO): Available in Enterprise plan
Data Residency Options: Available for Enterprise customers	Data Residency Options: Limited options

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8. Pricing Plans

Pricing Plan
Basic/Standard	$9 Price (per seat/month, billed annually)	$5 Price (Per user/month, if billed annually)
Standard/Premium	$12 Price (per seat/month, billed annually)	$10 USD (Per user/month, if billed annually)
Pro/Enterprise	$19 Price (per seat/month, billed annually)	$17.50 USD (Per user/month, if billed annually)
Enterprise	Contact Sales	N/A

How is monday.com better than Trello?

While both monday.com and Trello are robust project management tools, monday.com offers several advantages that make it more suitable for complex workflows and larger teams: 

1. Advanced Security Features

monday.com offers more comprehensive security across all its plans, ensuring that your data is protected regardless of your chosen tier. While Trello provides basic security features in its lower-tier plans and has faced significant data breaches, monday.com provides advanced security options, including two-factor authentication, single sign-on (SSO), and SOC Type II compliance. 

For businesses that prioritize data security, monday.com is the clear winner.

2. Customization and Automation

monday.com excels in customization and automation, allowing you to tailor the platform to fit your team’s unique workflows. Its boards are highly visual and intuitive, enabling you to create custom workflows, automation, and templates to streamline your processes. 

This level of customization is particularly beneficial for teams managing projects that require more than just Kanban boards.

3. Native Time Tracking and Project Views

Unlike Trello, which relies heavily on third-party apps for time tracking, monday.com offers native time-tracking tools starting from its Pro plan. This feature allows teams to track time directly within the platform, providing seamless integration and reducing the need for additional tools. 

Additionally, monday.com offers a variety of project views, including Gantt charts, calendar views, and workload views, giving you multiple ways to visualize and manage your projects.

4. Extensive Integration Capabilities

monday.com boasts a wide range of integrations with popular third-party apps such as Zoom, Canva, and Office 365, which Trello does not offer. These integrations enhance the platform’s functionality and make connecting with the tools your team already uses easier. 

This comprehensive integration capability ensures that monday.com seamlessly fits into your existing tech stack.

5. Effective Collaboration and Task Management

monday.com provides collaboration features, allowing team members to comment on tasks, attach files, assign responsibilities, and set due dates.

This promotes transparency and communication within your team, ensuring everyone is on the same page. 

Trello vs monday.com: Which is the Best Project Management Software?

Strong management, cost efficiency, and comprehensive solutions all point to one conclusion: monday.com is the leading project management software. In the race between Trello vs. monday.com, both come with their features and limitations. 

Which is best for you? It depends on your requirements. 

Go for Trello if you – 

• want kanban boards to manage simple projects.
• are looking for a PM tool for limited team members.
• don’t need extensive customization or integration. 

However, go for monday.com if you- 

• need to manage multiple projects. 
• are looking for ultra-customizable tools.
• want multiple project views and advanced project management software.
• need a dedicated customer success manager to help you with your issues 24/7.

Ultimately, the choice between Trello and monday.com depends on your specific project management needs and the size and complexity of your team.