Smartsheet vs Monday: Which is the best project manager for our SME?

Project management has a direct impact on the productivity of any company. In this context, choosing between Smartsheet and Monday.com requires careful consideration, especially because each platform offers us different advantages. Both tools are designed to centralize our tasks, automate workflows, and facilitate collaboration within the team, but they do so from very different approaches: while one relies on visual elements and flexibility, the other focuses on a structure more similar to spreadsheets and leads us to advanced data management.

Let’s talk about the essential differences between Monday and Smartsheet, so we can decide with the information in hand which one fits our team better. In the analysis, we have taken into account their performance in different scenarios, the type of projects they manage best, the user experience they offer, and the mid-term adoption cost. 

The analysis is based on direct experience with both platforms, and interviews with companies that use them to understand how they perform in real environments, not theoretical scenarios. It is clear that both are great options, so the right choice will depend on the type of project, the team size, and the processes we want to automate. Let’s see which one is best for us.

Monday.com: Visual organization and flexibility

Monday is a project management platform that stands out especially for its customizable boards in multiple views with options such as Kanban, Gantt, Calendar, or Timeline, which we can adapt to the needs of each project.

Monday.com allows task management through lists and cards, facilitating organization and tracking. Team members are always updated on project progress thanks to its real-time notification system. The application offers the ease of logging in from any device, ensuring accessibility and mobility for all users.

One of its strong points is its dashboards, which provide a visual tool for tracking and analyzing the status of projects. To improve usability, the platform also allows defining each person's profile to personalize the experience.

Thanks to its API, Monday allows integrations with Slack, Google Drive, or Salesforce to be set up in just a few clicks, enabling communication centralization. However, the learning curve is moderate, as although the interface is intuitive and well-designed, delving into automations requires time due to their complexity.

Pros and Cons of Monday.com

Smartsheet: Power in Sheets and Data

Smartsheet interestingly combines a spreadsheet environment with project management features. The interface feels truly familiar if we have worked with Excel, and its Gantt Chart, Calendar, Dashboards, Columns, Lists, and Cards views allow us to see and organize project information in the most efficient way according to the type of project and the needs of each area.

Smartsheet stands out for its security, enabling risk management and large-scale work across different company areas. Another point to note is its API, which allows us to connect with solutions like Microsoft 365 and Jira, facilitating data synchronization. The learning curve is medium-high, especially to master the formulas we need to use and the automation rules based on conditional logic.

Pros and Cons of Smartsheet

Direct Comparison: Smartsheet vs Monday

Differences and Similarities Between Smartsheet and Monday

Both solutions focus on optimizing project management, but they differ in their approach and, therefore, in their target audience.

Why look for alternatives?

Seen this way, both platforms seem much more than we might need, but the needs of the projects we are going to carry out are sometimes changing. So, let's see, where both Smartsheet and Monday.com may fall short.

Where does Monday fall short?

Although in prices, Monday.com is really interesting at 9 €/user/month, some users we have spoken to mention that sub-tasks are not fully hierarchical, and its CRM lacks certain specific functionalities that a dedicated system does include.

Also, to access Monday's AI in its full extent, it is necessary to subscribe to one of the higher plans, which implies an increase in cost to consider.

Where does Smartsheet fall short?

In pricing, Smartsheet is structured in plans, like the Pro from 9 €/user/month and Business from 19 €/user/month, but it does not offer a free plan. The absence of a native time tracking system and a considerably less visual interface make it somewhat complicated to clearly and easily track projects in development.

Some users we have spoken to add that the Smartsheet mobile app offers less functionality than the web version, which makes management difficult in certain locations and platforms.

What is the best project management tool for my company?

Deciding whether Monday.com or Smartsheet is better depends on having a clear understanding of our needs and plans. Thus, there is no universal answer, but in general terms the outlook is as follows.

• If we prioritize graphic management and rapid collaboration, Monday.com is the best option, thanks to its dashboards, columns, card view, and task list management.
• If our SME requires advanced reporting and handles large volumes of data, Smartsheet will provide more value, standing out in no-code automation, session management and access via email, and efficient organization of work and requests.
• For small teams or those with very tight budgets, the option to use Monday's free plan is something to consider, although both offer paid options with additional features.
• For organizations with compliance and audit needs, Smartsheet's reporting capability makes the difference, along with its focus on security, innovation, and customer and user satisfaction worldwide.

What is the best project manager for our SME?

After comparing Smartsheet and Monday, it is clear that both platforms offer us excellent solutions. Both are world leaders, present in more than 190 countries and trusted by well-known brands and Fortune 500 companies. However, each one focuses on different priorities.

Monday.com stands out for its visual flexibility and great ease of use, which is key for creative teams. Smartsheet provides unmatched analytical power, ideal for complex projects or highly regulated environments.

Both Smartsheet and Monday.com drive innovation and prioritize security as key features, ensuring data protection and compliance with the highest standards. Before making a decision, it is essential to analyze the details and features of each solution to choose the one that best suits the needs of our company.

Regardless of which one we choose, we will have a mature and constantly evolving tool that will facilitate the management of our SME, optimizing the productivity of our teams. Being able to try both firsthand with the free plan or through a demo is key; it is clear that, regardless of the choice, our SME will benefit from greater operational agility, better data-driven decision-making, and more efficient resource management.