Project Management Features: ClickUp, Asana, Trello, Zenkit, Airtable & Quire
There are SO many Project Management tools out there that are worth a look, but which one is the right fit for YOU?
I’ve taken the time to break down the ones I’ve used & organize them into feature lists so you can search for what you need and see which apps offer those things.
Now, let’s see which app is the right fit for your productivity needs!
Project Management Tool Features
I spent a few hours compiling a list of features for these 6 major project management tools I’ve actually used before:
Since ClickUp is my current fav, I’m basing the structure of the organization around it, because it seems to have the most amount of features available. The names & descriptions are mostly specific to ClickUp, but you can sort by brand/app to see which apps offer what, based on information I’ve collected from their websites.
This is NOT an end-all-be-all list. This is the most comprehensive list I could put together in a few hours, only dealing with apps I’ve used myself. All of the features I’ve added to this came from the app websites, specifically their features list pages.
Some brands share a more extensive amount of information than others, and because ClickUp’s site shared the most amount of information, this list highlights it most often.
I only marked it on the list when I knew without a doubt, it’s a paid feature.
The items marked as paid features are not the only features on their paid plans, though. I’m sure there are more that are not marked, which just means the website didn’t explicitly state that it was/wasn’t a paid feature.
👉🏻 If you see something you think I should edit in this spreadsheet, leave a comment below! I am, after all, striving for accuracy here.
Basic Feature Comparison
To see a very basic list of features across multiple PM tools, you can find ClickUp’s simple, easy-to-read chart here.
Here’s what I know, from my own personal experience using these apps. (Only going into the most detail, with the two I’m personally most comfortable with.)
Seems by far the most extensive, most versatile app with the most features. The free plan limits your storage, so once I found it, I upgraded to the lowest paid plan immediately. I’ve never used the free plan, so I can’t tell you exactly how limiting it is.
I will definitely go on record and say ClickUp wasn’t that intuitive for me getting started. They do have a MEGA easy way to import content from other apps like Trello, which I did. After that though, I guess I expected to be able to use it like Trello, and because of that, it was like I had a mental block on using ClickUp.
After some time though it became a puzzle that I needed to work out, regardless of whether I liked the platform or not. 😂 I played with it until I figured out how to use ClickUp; they have GREAT support, tons of tutorial videos & other help docs.
It is a little slow to load each page, but it’s something I’ve gotten use to & with all the features that are available, it’s not a deal breaker for me.
ClickUp wins on the ability to customize. You can even choose your own status colors with HEX codes to match your branding.
Calendar view is per board, only––which is kind of a big deal. There are ways to get around this, but the fact that we’d have to use Planyway’s PowerUp (you only get 1 PowerUp/Integration per board on the Free plan) to view all due dates on all cards, across all boards, or rig the platform with Butler actions to auto-duplicate/move/copy cards to a specific Calendar board to be able to have a ‘global calendar’ view ––isn’t great.
One due date per task, so no start & end dates for the project itself, unless you create a card/task for each. It does allow you to add times to the due dates.
You only get 1 PowerUp/Integration per board, on the free plan, as stated above. So if you want to link Slack, Google Drive/Dropbox, a Calendar, and Custom Fields, you’ll need a paid plan. They do have lots of fun Integrations & cool ad-ons in the PowerUps though, so it may be worth the upgrade.
Trello seems by far, the easiest to learn how to use. It’s all drag-and-drop. It only has 1 view, in the traditional Kanban (column lists) style, plus a Calendar View if you’re using that PowerUp.
The system is super simple: Each board (project/space) has column lists, and each list has a series of cards/tasks.
You can click any task to open it & that’s where all the good stuff goes: due dates, labels/statuses, members/teammates/assignees, comments, attachments, activity log per task, descriptions, checklists for that task, etc.
Trello allows more minor customizations.
On the free plan you can pick a color background or a photo from the Unsplash library (free stock photos). On the paid plan you can upload any image you want for a background.
Trello’s labels/statuses are a specific set of colors, not changeable that I’m aware of, except in name or viewed in Colorblind Mode.
You can “decorate” your lists by adding bogus/empty cards at the top & giving them an attachment that shows up on the card’s face, which can allow you to add image or color labels to your lists that you design yourself.
Other than that, you’d need PowerUps to further customize, with things like Custom Fields, etc. The platform itself doesn’t allow much alteration, but within your boards you can play to make it feel like your own.
You can kind of get a feel for Airtable from the spreadsheet I’ve embedded above. That was created in that platform. While they have other views, I’ve only ever used their spreadsheet/Grid view myself so I can’t speak from experience on their other offerings.
I do know they have bank-level encryption, so your info will be secure there, which is always a great thing to know as a business owner.
Zenkit felt like Asana + Trello + Airtable combined. The one thing I love about Zenkit is the Mind Map feature! It’s on their free plan, too. So it’s great for mapping out processes & automations, especially with things like Dubsado Workflows.
It also handles spreadsheet style views like Airtable, list views like Asana and Kanban/Board views like Trello, plus a global calendar (huge plus!), and image attachments that show on the face of the card without opening it (in board view, like Trello).
Zenkit offers a lot of process customizations, like filtering, and how much information shows in the list/board/spreadsheet view at a glance. It also allows custom fields on the free plan, which is great if you have the need to add multiple dates (start/end) and other things like that.
Here you can actually see how Zenkit imported my Trello Bookmarks Swipe File board (my featured freebie is available here!) It imported all of that information, but compared to how it’s laid out in Trello, it’s a lot more visually disorganized in Zenkit. Not that it couldn’t be fixed, but I haven’t been motivated to do so when it’s fine in Trello, currently. I really only need it in one place, after all. 🙂
I honestly haven’t logged into my account here in a couple years. I did start with Asana when I first started my business, but at the time it was too overwhelming for me and Trello was a better fit.
I think they’ve updated a lot of things since I last used it, so I don’t feel terribly qualified to mention much about it now.
It does seem like it requires a paid plan to get some real use out of it though. After a quick login and look around, it seems like all I can view with the free plan is the List View and Calendar View. The Timeline feature (Gantt chart), progress insights, and forms are all paid features.
Quire is very simple. It does some complex things, but it’s user-experience is VERY plain & clean & simplistic.
If you need a lot of white space, but still want to see your project information in a few different ways, and have some of the power that comes with the platforms above, then Quire might be a good fit.
The best part? It’s ALL free. All of the features they offer are free until some time in 2020, so go ahead & create your account now to take advantage.
One note that’s not immediately obvious in Quire: you have to add listed tasks to the board view, in order for them to show up there. To do that, you select the main task (Branding, in this example), and in the little side/pop out for that task group, there’s a Kanban icon at the top. It’s grey when it’s inactive & green when you’ve added it to a board view.
That’s it for today, folks! 😂 I can’t pack in any more information into one post –in fact, this probably should’ve been several DIFFERENT posts. But, whatever!
If you have something to add or correct, let me know in the comments!
If you’d rather have someone setup your PM tool for you, let me know!
I’ll be offering this service very soon!
Click the link below to let me know you’re interested & I’ll reach out when the service launches!