Trello Vs Asana

Trello Vs Asana

Written by Luciano Castro

Trello Vs Asana, using it in Lean and Scrum / Kanban (when to use what)

Trying to manage your company’s projects and programs can be an exhausting, time and money consuming task. It can be a daily burden to organize employees, deliver tasks, control them, follow the execution, to juggle meetings, assignments, deadlines, project implementation, and more. It can be chaotic, unorganized and very frustrating for all participants in the process unless you have some of the project management tools to help.

What could be the solution to help you organize your own business, to survive by the end of the day  and to help you establish daily routing and more efficient processes within the company?

It could be some of the Project Management Softwares with different options such as general ones, not specialized ones or specialized for certain business niche, helping managers in need to get things organized and in order.

Companies that use project management applications reduce their chance of budget overruns, they manage projects more efficiently, and have higher-performing projects than those who don’t.

We will now analyze two Project Management Software and Tools: Asana and Trello. There is not a predetermined answer which one is better, nor we could give it to you, since you will need to try, explore, find the best fit, the most appropriate one for your business. Because you are the one knowing what your needs are, what there is to be organized, who the members in the process are, how the process itself looks like, and how it should be organized.

We are just making our own assessment here based on our experience and on our research. Nothing is set in stone, as one of my CEOs would like to say. Try one, test it and if it is not working well, if it doesn’t fit your business culture, change it. This is better than to work and organize work in an inappropriate software using wrong tools, showing you bad reports, causing difficulties to your employees, making it hard to organize the process.

So, there is no definite and final answer on the question what is better, Asana or Trello?

If you wish for a competent Collaboration Software product for your business you must remember to assess a wide range of options. It doesn’t have to be challenging and can be as quick as matching their traits in a table like the one below. You will also get a brief idea how each product functions. The comparison will allow you to identify the strengths and weaknesses of each service, and choose which fits your requirements better. Aside from the robust features, the application that is easy to understand and use is always a better choice.

Both applications, Asana and Trello, are being used by the Small businesses, Large enterprises, Medium businesses and Freelancers. Furthermore, both apps are available for Windows, Linux, android, IPhone/IPad, mac, web-base and windows mobile.

Both applications also utilize the Kanban process management method which visualizes the steps in a process and a task’s movement through each process.


Let’s start with Trello. Trello proves to be an efficient project management system that lets you break down large projects into smaller tasks and lists. It offers Kanban-style boards, cards and lists, along with drag-and drop functions to help users organize projects and track project’s progress. This mobile-ready platform has a free version that is great support for small business.

Trello organizes your projects and day-to-day tasks by creating notecards on the dashboard. The software can also be used as a trip planner, a side project, a community bulletin, an event or an idea repository. Tasks and ideas can be noted on the Trello cards and the work progress can also be tracked. The user can sort and organize these cards based on their categories. A quick overview is displayed on the front of the cards which the user can flip over to dive into more detailed information such as checklists, due dates, comments, attachments etc. There is a progress meter that adds a checklist to organize your to-do list. You can also attach documents and multimedia files to the cards.

You can implement Trello with different types of management, methodologies, and approaches, such as:

  • Budget Management; Issue Management; IT Project Management; Milestone Tracking; Percent-Complete Tracking; Portfolio Management; Project Planning; Requirement Management; Resource Management; Status Tracking; Task Management; Time & Expense Tracking; Recurring Task Management; Kanban Board; Idea Management; Project Templates; Timeline View

Trello, in its core, is a visual collaboration tool that utilizes the concept of boards. It’s a simple and effective tool to manage and organize tasks. It helps teams to organize tasks within a project. But it can also be used as a personal to- do- list. Due to its versatile nature, Trello is one of the most popular project management apps.
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Creating your first Trello board is pretty simple.  I just started a few weeks ago, and I’m almost a professional. It is very intuitive and easy to adopt. You just need to sign in, and after you sign up, by clicking the + button you can create a new board. Choose the name for your board. Then, add lists that will serve as your task containers. In Kanban, the lists or columns are used to represent the steps of your process. Depending on your process, you can add as many lists as you need. And of course, you can rename the lists to correspond to the action or the step that a task needs to undergo to get from To Do to Done.
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Now that you have your project steps visualized, it’s time to add the Trello cards. Each card should represent one task or idea. You can then split bigger tasks into smaller components by adding a checklist to your card and attach important files and documents to the card itself.

Learn more about the difference between Asana and Jira.

Place the cards in the list that shows the stage the task is in. Then assign the tasks to people responsible for completing them. You can invite team members or collaborators on your board so they can follow the project activity with you. Similar to other project management tools, Trello has the option to add a due date to tasks. It will  remind the assignees when the deadline is approaching and if it passes. You can also color-code and label cards. These features are very useful when you want to make it easier to distinguish between different types of tasks.

Since Trello uses the Kanban method as a basis, tasks move across lists according to their status. To move a task from one stage to the next, click-and-hold to drag it to the next list.

You could plan sprints in Trello as well. It’s not giving such a clear view on the sprints, spring backlog, but if there are not some specific tools, you could use Trello for this Purpose, to organize and implement sprints.

infographic trello_luciano castro

Kanban-style Trello board that you can use to track progress of your lean startup experiments.

Step 1. Anyone can view the template board that we’ve created. But to edit and use it in anger, you’ll first need to create a Trello account, which is free, if you don’t have one already.

Step 2. Next, copy the board to your own account. Open the board’s menu, then click “More” and choose “Copy Board.”

Step 3. For each assumption you want to log, copy the Experiment Template card. Click on the pencil icon on the template card, then “Copy”

Step 4. Record all the assumptions about your business model in the Assumptions Backlog.

Step 5. Create one card for each assumption – fill in the Assumption section of the Experiment Card.

Step 6. Add labels to each card to identify which aspect of your business model the assumption relates to.

Step 7. Prioritize your assumptions by dragging cards up and down in the list.

Step 8. When you’re ready to begin running some experiments, drag those cards to the Plan column and complete the Test section of the card.

Step 9. As you build out and run the test to collect data, move the cards through the Build and Measure columns to track progress.

Step 10. With data gathering complete, move the card to the Learn column and complete the analysis of your data.

Step 11. If there are follow-up experiments to run, create a new card in the Assumptions Backlog. Then move your card to either the Valid Assumptions or Invalid Assumptions columns to keep a record of what you have learned.


Asana is one of the most popular project management softwares currently available on the market and one of the leading project management solutions. It has an interface that allows users to see what tasks they have done or what is still on their plate and what is due. Thus, project managers can ensure that their team members are focused on their goals, and with clear and easy-to-find instruction of  what they are supposed to do.

The work management platform lets you set priorities and deadlines, share details and assign tasks—all in one place. To stay on track, it allows you to follow projects and tasks through every stage. You know where you’re at with your work and you can keep everyone aligned with goals. It can help you keep track of deadlines, and report on your work, as well as share results with your team and see how work is progressing and to see what’s on track and what needs attention.

You can share info in Asana or make teams and projects private to create a safe space for sensitive work. Share info with the right people. Make teams and projects private to create a safe space for sensitive work.

trello_dashboard_luciano castro

You can use Asana for a range of activities from company road mapping to day-to-day operations. Asana is not meant just for task management, it is a communication super tool that helps the whole company collaborate on common goals. Asana helped users in the company keep track of their activities and break up projects into smaller, actionable tasks. This helped the project members get things done efficiently. Now, Baggu uses Asana to confidently assign tasks as well as long projects that need close teamwork over a period of time.

  • Budget Management; Issue Management; IT Project Management; Milestone Tracking; Percent-Complete Tracking; Portfolio Management; Project Planning; Requirement Management; Resource Management; Status Tracking; Task Management; Time & Expense Tracking; Recurring Task Management; Kanban Board; Idea Management; Project Templates; Timeline View

It seems that Asana is more appropriate for the Agile Scrum concepts than Trello. By planning sprints in Asana, teams can have full clarity on sprint plans, milestones, launch dates, and backlog, with work efforts and communication together in one place.

Importance of agile project management.

You can create epics in Asana, features and backlogs, stories and add them to your sprint. By keeping backlog sections or projects in Asana, you can have an up -to-date, running list of all the items on the backlog. By using custom fields, you can filter tasks in your backlog to help you decide what you should prioritize next. Plus, you can easily move tasks to and from the backlog.
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Asana tool allows you to monitor all your project initiatives in a single place and at a quick glance it  will show you which ones are on track, which are off track, and which are at risk of failing.

This is a very helpful feature of the Asana desktop app, Asana online, Asana Windows app or iOS app because at a quick glance, you can see your company’s projects by priority, their date ranges, who is responsible for the overall project, and how each is doing.

Project Managements Software Overview

Asana  Trello 
User satisfaction 96% User satisfaction 97%
Starting price from 9.99 $ Starting price from 9.99$
Free up to 15 users Free for personal use with unlimited cards
Monthly Payment Monthly payment
Annual subscription Annual subscription
Features  Features
Activity feed Free of charge for the basic private use
Add assignees, attachments and hearts to tasks Quick overview on front and back of the cards
Create custom calendar and views Easy organizations with tags, labels and categories
Email bridge Drag and drop functionality
My tasks list Focus Mode In-line editing
Track tasks and add followers Real-time sync
Get notifications and reminders Checklists with a progress meter
IPhone support, HTML5 mobile site Easy uploading of files and attachments
Multiple workspaces Data filtering
Project Sections and Search Views Archiving of cards records
Real-time updates Unlimited member invites
See team member’s tasks and priorities Deadline reminders
Set goal, priorities and due dates Discussion trough comments
Set project permissions Email notifications
Project and task creation Activity log
Comments on tasks Assign tasks
Task dependencies Voting feature
Gantt Charts with Timeline Upload attachments
Kanban support with boards Information retrieves and back up
  SSL encryption data
  Text and visuals fit any screen size
  Search function
  10 supported languages
  Mobile functionality
  Developer API
Asana  Trello 
Pricing info Pricing info 
For teams up to 15 users it’s free. Free for personal non-business use
Free Unlimited tasks, projects and conversations With free unlimited boards
Basic dashboards Unlimited cards
  Unlimited lists
  Unlimited Members
  Unlimited checklists
  Unlimited attachments up to 10 MB each
  Integration with the Drive, Box and Dropbox
Premium plan pricing starting from 9.99$ Business class 9.99$ per user/month
Private teams Unlimited Power-Ups
Exclusive projects Unlimited File attachments – 250 MB per attachment
Unlimited dashboards Collection Tool
Data export One-click Access Removal
SSO & SAML Public and Private Board Control
Centralized administration Restricted Membership Invitations
Customer success program Custom Background
Enterprise plan  
Use of sophisticated admin tools like SAML and service accounts from team member management  
Receive white glove treatment with a dedicated Customer Success Manager  
Guaranteed Customer support within two hours  
Robust control over the data and security  
Personalized branding such as placing logo  

Conclusions and suggestions

After using both software and tools, it seems to me that Asana is more suitable for the Lean methodology based on concepts and principles of lean process implementation. You can easily track, diagnose, report and evaluate the tasks in Asana; changes are easy to implement and you will have control of the whole process. Asana is more suitable for implementing Lean methodology and Lean  management principles, since it eliminates the “organizational and communicational” waste, provides you with different communication and organization channels, with an overcrowded board, with the knowledge base inside of the Asana. Moreover, it is excellent for the Knowledge management and documenting the processes inside the company. You can differ tasks, differ responsibilities, and it is easier to communicate inside the task/card than it is in Trello.

Who is Luciano Castro? Visit the About Me page and find out more.

Moreover, all is standardized, all looks neat, all looks clean and in order compared to Trello. Trello boards can sometimes look messy, unorganized and unstructured, with a lot of different messed up cards.

It’s more suitable for creating your digital Kanban board rather than Scrum board. Trello offers plenty of functionalities to help manage your team. It uses lists and cards to map the flow, share the lists and cards between teams and team members, attach files and create checklists.

As much as it is good for the Kanban, it seems not so much appropriate and practical for the scrum approach, since it is harder to organize repeating tasks, to organize tasks with one and even several ongoing and overlapping projects, to follow their track and implementation of the team members, which is a must for the scrum, and available in some other tools which are more appropriate for the Scrum process.

It looks as if in Asana you could keep your sprints more structured than in Trello. Just having a list of to-do’s doesn’t help you understand if your sprint is on track and you will have a clearer view on each task as well.

To conclude, Trello doesn’t seem to be adequate for the Scrum because of the layout, but it is more suitable, or perfect for the Kanban beginners.

Asana proves to be more versatile, providing more options than Trello, which you could use in different situations, with different teams. Such possibilities are limited or non- existing with the Trello.

But, nevertheless, Trello, I love you and thank you for all your help.

Sincerely yours,

Humble project manager

1. Asana / you can find out more following this link.

2. Trello / you can find out more following this link.

Contact information


Castro & Partners - P. IVA: 02325360515
Via Mannini 19, 52100, Arezzo - Italy

Phone: +39 0692949345
Contact: [email protected]



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