Best Project Management Software for 2024? Motion vs Asana vs ClickUp vs Monday vs Notion 🤔
Summary
TLDRThis video reviews various project management tools, focusing on the pros and cons of popular platforms like Notion, ClickUp, Monday.com, Asana, and Motion. The presenter critiques Notion for its lack of structure and ClickUp for being overly complex and buggy. Monday.com is also seen as too broad, while Asana is recommended for larger teams due to its stability and reliability. Motion, praised for its AI capabilities and integration with calendars, is favored for small to mid-sized teams or solo entrepreneurs, offering an efficient, all-in-one time and task management solution.
Takeaways
- 🔧 Notion, although recently marketed as a project management tool, is not recommended due to its overwhelming flexibility and lack of structure, making it hard to manage projects efficiently.
- ❗ Setting up a project management tool can take up to 50 hours, so it's important to prepare for a significant time investment in both configuration and team training.
- 📉 Adoption rates for project management tools can be poor, with 35% of small teams (10 or fewer employees) and 28% of larger teams abandoning them within a year.
- 🛠️ ClickUp, while offering an all-in-one solution, is often criticized for being overly complex, buggy, and overwhelming, leading to user frustration.
- 🚫 monday.com is visually appealing but ultimately cumbersome, with too many unnecessary fields, notifications, and a lack of scalability for long-term use.
- ✅ Asana, specifically designed as a project management tool, is stable, reliable, and well-suited for larger teams (200+ employees), with a powerful API and enterprise-level integrations.
- 📅 Motion, a newer tool, excels in time management by integrating tasks and calendar events, using AI to automatically reschedule tasks and improve daily workflow.
- 🤖 Motion's AI capabilities help prioritize tasks efficiently, especially useful for small to mid-sized teams (1-100 people) or solopreneurs.
- 💼 Asana is recommended for large teams, while Motion is suggested for smaller teams or individuals looking for simplicity and AI-driven task management.
- ❌ Notion, ClickUp, and monday.com are not recommended for project management due to their complexity, lack of focus, or scalability issues.
Q & A
What is the main focus of this video?
-The main focus of the video is to compare various project management tools, including Notion, ClickUp, Monday.com, Asana, and Motion, and provide recommendations on which tool might be best suited for different team sizes and use cases.
Why does the presenter not recommend using Notion for project management?
-The presenter does not recommend Notion for project management because it offers overwhelming flexibility with little guidance, leading to chaos when trying to manage projects. Instead of managing projects, users often end up building a project management system themselves.
What are the key concerns mentioned regarding the use of ClickUp?
-The key concerns about ClickUp are that it tries to do too much by offering a wide range of features, which can lead to confusion and frustration. Users often find it overwhelming, buggy, and not optimized for specific tasks, resulting in a poor user experience.
What issue did the presenter encounter when using Monday.com as a project management tool?
-The presenter found that while Monday.com looked visually appealing with colorful buttons and customizable statuses, it became cumbersome to update all the fields daily. Additionally, it didn't scale well for larger teams, leading to confusion and an eventual abandonment of the tool after about a year.
Why does the presenter recommend Asana for teams with over 200 employees?
-The presenter recommends Asana for teams with over 200 employees because it is a dedicated project management tool with a reliable and stable platform. Asana's large team of developers focuses solely on improving the project management experience, making it suitable for larger enterprises with complex project needs.
What prompted the team at Efficient App to switch from Asana to Motion?
-The team at Efficient App switched from Asana to Motion because Motion combines task and time management in one platform. It integrates personal and work tasks onto a calendar and uses AI to automatically reschedule tasks, offering a more streamlined and efficient way to manage time and projects.
How does Motion use AI to manage tasks?
-Motion uses AI to rearrange tasks automatically. If a task is not completed by its deadline, Motion reschedules it for the next available time slot, reducing the manual effort required to adjust deadlines.
What does the presenter say about the time commitment required to set up a project management tool?
-The presenter emphasizes that setting up a project management tool is not a quick task and can take up to 50 hours or more. It requires detailed mapping of processes, projects, and training for the team to effectively use the tool.
Why is adoption of project management tools often poor in small teams?
-Adoption of project management tools is often poor in small teams because team members may find the tools cumbersome to update daily, leading to poor engagement. A study cited in the video showed that 35% of teams with 10 or fewer employees stopped using their project management tool after one year.
What type of team is Motion best suited for, according to the presenter?
-According to the presenter, Motion is best suited for small to mid-sized teams, particularly teams with 1 to 100 people. It is also recommended for solopreneurs, as it offers a simple setup and helps manage both personal and work tasks efficiently.
Outlines
📊 Choosing the Best Project Management Tool
The speaker introduces the topic of selecting a project management software. They mention that the video will cover popular tools like ClickUp, Monday, Asana, and their favorite, Motion, while briefly discussing why they don't recommend Notion. The goal of the video is to help teams decide which tool works best, considering factors like team size, the complexity of the setup, adoption challenges, and daily use commitment.
🚧 The Challenge of Project Management Tool Setup
Setting up a project management tool requires significant time and effort, with some solutions taking over 50 hours to fully implement. Mapping out processes, projects, and team training is essential. Adoption can be poor, especially for smaller teams, with many abandoning these tools within a year. Successful implementation also depends on daily commitment from the entire team to update tasks and progress, making team buy-in crucial.
❌ Why Notion Falls Short as a Project Management Tool
The speaker explains that while Notion has begun marketing itself as a project management tool, its overwhelming flexibility and lack of structure make it difficult to use for managing projects effectively. Notion lacks the opinionation that dedicated PM tools like Asana and Monday offer, which makes users spend more time building a system than managing projects. Notion may appeal to solopreneurs for basic task management, but it's not recommended for larger teams.
⚠️ ClickUp: Overwhelming and Buggy
ClickUp promises to replace multiple tools with its comprehensive features, but the speaker warns that it tries to do too much. This leads to an overwhelming user experience and a buggy platform that falls short in execution. User feedback highlights its complexity, poor design, and inefficiency. The speaker advises against using ClickUp due to its overwhelming feature set and the risk of micromanagement.
🎨 The Appeal and Pitfalls of Monday.com
Monday.com is described as visually appealing but overly complicated for daily use. While the customizable features initially seem useful, they become cumbersome over time. Teams often face issues with unnecessary fields and overwhelming notifications, making the tool hard to scale. After using Monday.com for about a year, the speaker's team abandoned it, finding it too complex and buggy for their needs.
✅ Asana: Reliable and Effective for Large Teams
Asana stands out as a dedicated project management tool with a solid reputation. It is highly reliable, less buggy, and has powerful integrations and APIs. While it is best suited for larger teams (200+ employees), Asana requires proper setup and team training for successful adoption. The speaker endorses Asana for its stability and long-standing experience in project management.
🚀 Motion: The Ultimate Time Management Tool
The speaker shares their experience transitioning from Asana to Motion. Motion integrates tasks, meetings, and personal appointments into one platform, allowing teams to manage their time efficiently. Its AI-powered scheduling system automatically reschedules tasks when deadlines are missed. Motion is ideal for small to mid-sized teams or solopreneurs looking for a streamlined tool that balances work and personal time.
💡 Final Recommendations and Next Steps
For teams with up to 100 members, Motion is recommended as the easiest and most efficient tool. Larger teams should consider Asana, while ClickUp, Monday.com, and Notion are discouraged. The speaker closes by encouraging viewers to leave comments for any additional questions and to subscribe for more content in an upcoming mini-series.
Mindmap
Keywords
💡Project management tool
💡Notion
💡ClickUp
💡Monday.com
💡Asana
💡Motion
💡Time management
💡AI (Artificial Intelligence)
💡Adoption
💡Setup time
Highlights
Notion is marketed as a project management tool, but it's criticized for being too flexible, leading to chaos instead of efficient project management.
ClickUp tries to do everything, from tasks to whiteboards to docs, but ends up being overwhelming and buggy, missing key features due to trying to cover too much.
Monday.com, while visually appealing, struggles with complexity and scalability for larger teams. It also tries to expand into other areas like CRM, which isn't effective.
A study by Reich found that 35% of teams with 10 or fewer employees stopped using their project management tool after one year, with 28% of larger teams doing the same.
Setting up a project management tool is time-consuming, often requiring 50+ hours for configuration, mapping processes, and training team members.
Adopting a project management tool requires daily commitment from the entire team, as it demands consistent updates to project statuses and tasks.
The main benefit of Asana is its singular focus on project management, making it reliable, stable, and powerful, especially for larger teams with over 200 employees.
Motion, the team’s current favorite, is a time management platform that combines task scheduling, calendar management, and AI to auto-reschedule missed tasks.
Motion integrates well with Slack, allowing team members to convert messages into tasks automatically, adding them to the calendar without manual input.
Motion is ideal for small to mid-sized teams (1 to 100 people) and solopreneurs, thanks to its simplicity and AI features for managing tasks and time effectively.
While tools like Monday and ClickUp try to be all-in-one solutions, they often overwhelm users with unnecessary features and lead to frustration.
The flexibility of Notion can become a drawback, as users end up spending more time building a project management system rather than managing their projects.
ClickUp received mixed reviews on Reddit, with users highlighting its inefficiency, complexity, and confusion due to poor information architecture and excessive features.
Asana is recommended for large teams that are already familiar with enterprise tools like HubSpot or Salesforce, as it requires proper setup and training.
Tools like Motion focus on answering the question 'what do I need to do next?' by placing tasks directly into the user’s calendar, integrating work and personal tasks in one place.
Transcripts
so your team has finally decided that
it's time to set up a project management
software and you're wondering which
one's best for you well in this video
I'm going to cover notion as a project
manager which we don't recommend and
then also more popular ones like click
up Monday Asana and then our favorite
motion choosing the right project
management tool for your team can be a
very daunting task there's a lot of
options out there and in this video I
hope to clarify for you which one may be
best for your team so here at efficient
app we've personally used monday.com
Asana and also motion and we've also
deeply vetted click up and notion which
just recently started marketing
themselves as a project management tool
so keep watching to find out which one
was our favorite as you're watching this
video I just want you to keep in mind
your team size because a lot of these
project management tools were created
for larger teams with hundreds of
employees so a few caveats that I want
to cover before we really deep dive into
the different tools available number one
setup is no joke prepare to spend up to
50 hours or even more to set up some of
these solutions for your team deeply
mapping out your processes and your
projects and also training your team on
how to use them so if you're looking for
a solution that you think is going to be
set up overnight just want you to take a
moment and consider that this is
typically a larger project at hand
number two adoption can be poor so a
study by Reich found out that 35 percent
of teams that had 10 or less employees
stopped using the project management
tool after one year for teams greater
than 10 about 28 percent of teams give
up on using a project management after
the first year the third thing to
remember is that using a project
management tool is a Daily Commitment
not only for yourself but also for your
team team members need to update the
project management tool every single day
they need to update what's been
completed or update the status of things
so you really need buy-in from the
entire team if this is something that
you're planning on rolling out now that
we've covered that now let's talk about
the actual project management tools on
the market and which ones we recommend
let's start with notion as a project
manager so notion recently started
marketing themselves as a project
manager they're saying on their website
that they're a powerful project
management tool without the chaos which
is kind of ironic and funny because
chaos is probably the exact word that
I'd use to describe trying to manage any
kind of projects in notion the problem
with notion is that there's such little
guard rails when it comes to the tool
there's overwhelming flexibility and
initially that can seem a little bit
exciting because you're thinking you're
going to set up this project manager
ideally exactly how you want it for for
your business but the problem with
little guard rails is that there's no
opinionation of how things should work
and you end up starting to build a
project manager tool instead of really
just managing your projects you have to
remember that tools like Monday and
Asana and click up their whole business
is dedicated towards building a solution
as a project manager notion is a
knowledge base and they're just giving
you ideas of different ways that you can
use it so maybe if you're a solopreneur
or you're working on your own and you
really just want a really basic way to
manage your tasks you can toy with the
idea but even that I wouldn't recommend
the truth is we didn't even want to
mention notion as a part of this review
but because they're starting to Market
themselves this way we thought it might
be worth mentioning just to hopefully
help lessen the confusion out there
let's move on to another popular one
click up click up markets itself as one
app to replace them all they say that
they can manage your tasks they can
offer you white boards dashboards chat
goals and even docs again while this
might be appealing because you're
thinking you're going to need less tools
the problem with an all-in-one tool is
that they try to do just way too much
the main complaint we hear about click
up and the reason why we haven't even
tried to implement it in our business is
that it's overwhelming to use there's
too many features and it's super buggy
because instead of focusing on doing one
thing well it kind of tries to do
everything and then it misses out on the
final 10 to 15 percent of really making
features as powerful as they could be
here's some thoughts we found on Reddit
so easy release 8115 says my
organization use click up and I hated it
I spent more time creating cards and
tracking time and reorganizing my space
than I did actually working part of the
problem is how my boss used click up for
micromanaging it's dangerous when it's
used by a bad boss I guess that can be
true for any project manager someone
else said I really dislike click up am I
missing something so an organization I
work with is moving to click up most of
the reviews I've seen are super positive
and the rest of my team seems to really
like it so far but I really really
dislike it I find it buggy confusing
complex poorly designed from an
information architecture standpoint and
more when assessing potential PM tools
last year click up was at the bottom of
my list along with Asana kinda disagree
with you and they are but let's keep
going I also think it's odd that people
keep talking about efficiency because
its efficiency is just so vastly
inferior anyway what am I missing I'm
really curious because the reviews are
so incredibly positive but I find it
nearly impossible to use without getting
frustrated every few seconds it would be
wonderful if I can choke down the
Kool-Aid since I'm stuck using click up
whether I like it or not another PM tool
that we believe is trying to do way too
much is monday.com and I have personal
experience with Monday because I
actually tried to use it for about a
year with one of my previous customers
Monday has expanded into trying to do
everything as well and recently we even
saw themselves Market themselves as a
CRM which really just made me want to
pull my hair out if you're looking for a
c CRM just use a proper CRM don't try to
use a project manager as a CRM I'll be
honest the appeal with monday.com for
myself and my team at the time was just
how pretty it looked they had all these
colorful buttons and we thought how cool
would it be to manage everything in here
so when you first set it up you're
encouraged to have many different
statuses you can prioritize things based
on a five-star system and that's cool
and all but then when you actually start
using it every single day you're finding
how much work it is to update all these
fields that you had set up initially as
we went on and used it even more we
found that really we didn't need all
these fields and we just kept cutting
back and there was also a lot of trouble
with really making it work for a greater
team there was just so many
notifications that were firing off
everywhere and everybody just kept
feeling like confused in terms of when
they were actually needed in the tool
and when they weren't now granted that
problem can happen with other tools and
it requires like proper notification
setup which we then did and eventually
we actually just assigned the tool to be
managed by 1 pm and he kind of had you
know his run with it we were a team of
about 15 people at the time and we
totally fit into that Reich study
because after I'd say six to eight
months it really started phasing out of
the business and after a year we stopped
using it entirely because it just wasn't
scalable for what we were trying to do
so overall yes I'll say monday.com looks
pretty I really like their marketing but
in terms of being an effective tool I
don't think it's great I think it's also
kind of buggy and if you're looking for
a more reliable project manager I think
you're going to really benefit from
checking out something like Asana that's
been around a lot longer so now that
you've heard me talk about the tools
that we don't recommend let's talk about
the tools that we actually like what we
like about Asana is that it's just a PM
tool through and through they've always
been a PM tool and that's all that
they're still trying to be till this day
last we checked they have about 1700
employees that are working on one thing
and that's giving you a better project
management experience and solution this
means that their tool is reliable it's
stable it's not as buggy as the other
tools and it has a powerful API with
lots of cool types of Integrations and
features that come along with it so we
actually used Asana here at efficient
app for seven years it was RPM tool and
that's before we switched to motion
which I'll talk about in a second the
thing with Asana is we actually do still
recommend it if you have say over 200
employees if you have a large team if
you are familiar with the Enterprise
space and you're familiar with tools
like HubSpot or Salesforce that require
more of a consultant to set it up that
is your Asana version of a PM tool it is
great when set up properly and if you
have proper team training and you can
get that adoption we really think it is
the best tool on the market for larger
teams so last but not least what's the
tool that we currently use about a year
ago we switched off of Asana and we
started using motion and the reason for
that is because motion is the ultimate
time platform management tool what I
mean by that is prior to motion we had
our tasks in Asana that were work
related and then we had our personal
tasks that we stored in something called
tick tick which is another tool and then
we had a calendly equivalent called
chili Piper that we used to schedule
calls and we were using all of these
different tools to try to really manage
where we needed to be and what we needed
to do so with motion initially they were
a calendar tool that allowed people to
schedule time on your calendar and they
did that in a really clever way by
allowing you to kind of Chunk your
meanings together and free up more time
so you can actually get Focus work done
then they expanded into being a task
management and now a full project
management tool what's really cool about
it is that we can put all of our our
tasks for our different customers and
projects within motion and then it puts
those specific tasks on our calendar so
as you can imagine we have meetings and
places that we need to be personal
appointments as well on our calendar and
around that we have our tasks that we
need to do that are work related and
also personal related at the end of the
day we are just one person we all have
the same amount of hours in a day so it
kind of seems ridiculous in hindsight
now to use all these different tools to
manage your time when in reality the
only question you should be asking is
what do I need to do next and that's
what motion helps answer for us really
easily motion also uses AI to rearrange
our tasks for us so in Asana we would
spend a sick amount of time rearranging
our deadlines and pushing things
backwards when we didn't actually
complete a task in a specific deadline
which is super common across you know
every job in every industry but with
motion if you have something that you
need to complete for one day and you
don't get it done then motion would
automatically reschedule that task for
you for the next day or your next
available time slot again this makes it
so much easier because we open up motion
and that question of what do I need to
do next is mainly answered for us we
also have a really cool integration with
motion and our slack where say Alex who
is my business partner sends me a
message I can just hit save on that
message and it automatically puts it as
a task on my calendar within motion we
have a whole video showing that
integration off so check it out in the
description so if you're a small to
mid-sized team so say one to a hundred
people you can probably get away with
using motion and that setup that I
mentioned at the beginning that's 50
plus hours the smaller your team the
quicker it's going to be with a tool
like motion because like I said you're
really just managing your time and then
you have tasks and then you can break
them up into bigger projects if you need
to if you are a solopreneur i would also
recommend motion instead of notion that
I spoke about in the beginning and
that's because it's just really set up
for you it's opinionated and all you
have to do is go through the prompts and
before you know it you really have all
your tasks on your calendar in one place
you don't have to figure out how to
configure it so if you're looking for
Simplicity a Sprinkle of AI motion is
the way to go if you are a larger team
200 people plus Asana is the way to go
and if you're considering click up
monday.com or notion we wouldn't
recommend it if there's other questions
that you have that we haven't covered in
this video make sure to leave them down
in the comments below we're available to
answer anything that can help your
decision making process a little bit
easier don't normally say this but if
you did find this video helpful would
definitely appreciate a thumbs up as it
lets more people access this information
also I'll ask you to subscribe because
we have an exciting mini-series coming
out shortly that we'd love to share with
you
Ver Más Videos Relacionados
ClickUp AI Tutorial - How To Use ClickUp for Beginners in 2024
ClickUp Tutorial for Beginners | Simplify Project Management & Team Productivity for FREE
What is ClickUp?
Best To-Do list Apps of 2024: New and Updated
Best CRM Software 2024? Notion vs Airtable vs folk vs Copper vs Pipedrive vs HubSpot vs Salesforce
The Best To-Do List Apps in 2024
5.0 / 5 (0 votes)