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Comparing PM Tools

  • Writer: appliedpm
    appliedpm
  • Oct 6
  • 2 min read

The biggest challenge in project management is finding a tool that has everything. However, choosing the right project management tool isn’t just about features—it’s about the right fit. Your team size, complexity needs, and working culture determine which platform will actually be used versus just gathering digital dust. Here’s how these three popular PM tools perform across different team scenarios.


Small Teams (2-10 People): Versatility of Notion

For startups and small teams wearing multiple hats, Notion offers the most bang for your buck. It’s an all-in-one workspace tool that provides a comprehensive platform for individuals and teams to manage projects, collaborate, and organize information without overwhelming complexity.

Why Notion works for small teams:

  • Combines task management, note-taking, documentation, and project tracking in one place.

  • Offers a Personal Pro plan for $8 per month for annual billing.

  • Provides free access for students and educators, making it budget-friendly.

Real-life scenario: A 6-person marketing agency can use Notion to manage client projects, store brand guidelines, track campaign performance, and maintain their knowledge base. Everything lives in one searchable workspace, eliminating the need for multiple tools.

Medium Teams (10-50 People): A Well-Designed Structure with Asana

As teams grow, coordination becomes critical. Asana is a task and project management tool designed to help teams organize and manage their work, with a focus on workflow management.

Why Asana fits medium teams:

  • Utilizes a workload function to monitor and assess work assigned to each team member.

  • Ensures balanced workloads, preventing burnout and bottlenecks.

  • Offers a free plan for up to 15 users, with a mid-tier Premium plan at $10.99 per user per month when billed annually.


Large Teams (50+ People): Monday.com Handles Complexity

Enterprise teams need visual clarity and powerful automation. Monday.com offers visual boards, 200+ ready-made templates, no-code automation, easy integrations, and custom dashboards designed for complex operations.

Why Monday.com scales:

  • Includes automation tools on mid and high-tier plans, beneficial for larger teams.

  • Features a visual board system that makes status tracking intuitive across departments.

  • Enterprise case study: A 200-person software company uses Monday.com to coordinate product launches across teams.


The Decision Framework

Choose Notion if:

  • Your team values flexibility over structure.

  • You need combined documentation and project management.

  • Budget is tight.

Choose Asana if:

  • You need proven project management workflows.

  • Team workload balancing is critical.

  • You want extensive integrations.

Choose Monday.com if:


Key Requirements for Project Management

  • Visual project tracking is essential.

  • Powerful automation is needed.

  • Budget allows for premium features.


Importance of Team Size and Style

Team size matters, but team style matters more. Consider the following needs based on team size:

  • Small teams need flexibility.

  • Medium teams require structure.

  • Large teams demand automation.

Tip: Always test each tool with a real project before committing. The best PM tool is the one your team uses consistently.

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