The Theme Park Problem The Theme Park Problem Open almost any project management app and you could be forgiven for wondering if you signed up for Disneyland by mistake. There are colorful dashboards, customizable widgets, cheerful animations when you check something off. Asana even has unicorns flying across the screen when you complete a task, which is fun — until you realize the deadline slipped anyway. project management app The modern PM tool has become less about managing projects and more about entertaining people while they fail to manage projects. It’s gamification meets bureaucracy, a hybrid no one really asked for but somehow we all got stuck with. This is the state of Monday, ClickUp, and Asana. They are big, popular, heavily marketed — and they all compete the same way: by promising flexibility. flexibility. And then there’s Mab.io, which promises something very different. The Flexibility Pitch The Flexibility Pitch The sales pitch for most PM software goes like this: “We give you infinite freedom to design your perfect workflow.” You can make custom statuses. You can create unlimited roles. You can build dashboards that track your dashboards. And at first, this feels empowering. Who doesn’t want to tailor a tool to fit their exact needs? It’s like being told you can build your own theme park: you get to decide where the rollercoasters go, how tall the rides are, and whether cotton candy is included in the ticket price. The problem, of course, is that most people are not very good at building theme parks. And even if they were, they probably have better things to do than design one from scratch before getting on with their actual job. So what ends up happening is that teams spend days — sometimes weeks — fiddling with configurations. They debate whether “In Progress” should come before “Doing,” or if “Review” is different from “Approval.” They appoint someone to be the “Notion architect,” which is a real job title people now put on LinkedIn, though it is arguably just a polite way of saying “tool wrangler.” The tool becomes the project. Monday, ClickUp, and Asana in Brief Monday, ClickUp, and Asana in Brief To be clear, these tools work. Millions of people use them. But each comes with its own brand of absurdity. Monday.com: The cheerful, colorful one. Think kindergarten bulletin board with enterprise pricing. It’s fun until you realize the color-coded status bars don’t actually move work forward.ClickUp: The “replace all your apps” one. If you’ve ever thought, “What if my PM tool was also my doc tool, my CRM, my whiteboard, my Slack replacement, my calendar, and possibly my therapist?” — ClickUp is for you. Ambitious, but exhausting.Asana: The unicorn one. It has a lovely interface, it’s friendly, it’s polished. But eventually you realize that checking boxes and watching animations is not the same thing as shipping features. Monday.com: The cheerful, colorful one. Think kindergarten bulletin board with enterprise pricing. It’s fun until you realize the color-coded status bars don’t actually move work forward. Monday.com ClickUp: The “replace all your apps” one. If you’ve ever thought, “What if my PM tool was also my doc tool, my CRM, my whiteboard, my Slack replacement, my calendar, and possibly my therapist?” — ClickUp is for you. Ambitious, but exhausting. ClickUp Asana: The unicorn one. It has a lovely interface, it’s friendly, it’s polished. But eventually you realize that checking boxes and watching animations is not the same thing as shipping features. Asana The common thread: flexibility. You can bend them into whatever shape you like. Which means you often bend them into knots. The Paradox of Flexibility The Paradox of Flexibility Flexibility sounds good in theory. In practice, it means: Twelve custom statuses that all mean “we’re not done yet.”Three owners on the same task, which translates into zero actual owners.Two-hour meetings about whether we should call it “Backlog” or “Ideas.”One Slack channel full of notifications nobody reads anymore. Twelve custom statuses that all mean “we’re not done yet.” Three owners on the same task, which translates into zero actual owners. Two-hour meetings about whether we should call it “Backlog” or “Ideas.” One Slack channel full of notifications nobody reads anymore. It’s like going to a restaurant where the chef hands you raw ingredients and says, “Congratulations, you get to design your own dish!” It feels empowering until you realize you didn’t come here to cook. Which brings us to Mab.io. Enter Mab.io: The Opinionated Contrarian Enter Mab.io: The Opinionated Contrarian Mab.io takes the opposite stance. It is not a blank canvas. It is not a theme park. It is not trying to be your everything app. Mab.io is more like a stern manager who looks you in the eye and says: “You are not as good at designing workflows as you think you are. Here is the system. Follow it.” Four fixed roles. Owner, Assignee, Advisor, Follower. That’s it.Ten fixed statuses. From Planning to Completed, with structured steps in between.One task, one owner. No multi-assignee nonsense. Four fixed roles. Owner, Assignee, Advisor, Follower. That’s it. Ten fixed statuses. From Planning to Completed, with structured steps in between. One task, one owner. No multi-assignee nonsense. You don’t get to change these things. You don’t get to argue about them. The rules are locked in. At first this sounds restrictive. And that’s because it is. But it’s also liberating. Because instead of spending a week building your own fake version of a process, you just… work. The Side-by-Side Comparison The Side-by-Side Comparison It helps to see the differences in black and white. It helps to see the differences in black and white. The contrast is clear: where others say yes to everything, Mab.io says no to most things. The Philosophy Behind It The Philosophy Behind It There’s a deeper divide here. Monday, ClickUp, Asana: These tools assume teams are rational actors. If you give them freedom, they will organize themselves efficiently. They’re the economists of the PM world, imagining humans as frictionless productivity machines.Mab.io: Mab.io assumes teams are human. They procrastinate, they argue, they forget things. They need boundaries, not infinite freedom. Monday, ClickUp, Asana: These tools assume teams are rational actors. If you give them freedom, they will organize themselves efficiently. They’re the economists of the PM world, imagining humans as frictionless productivity machines. Mab.io: Mab.io assumes teams are human. They procrastinate, they argue, they forget things. They need boundaries, not infinite freedom. It’s the difference between a potluck dinner and a restaurant with a set menu. A potluck can be fun, but it often ends with three people bringing chips and nobody making a main course. A set menu ensures everyone gets fed. Who They’re Really For Who They’re Really For Monday: For teams who enjoy dashboards, colors, and stickers almost as much as doing actual work.ClickUp: For managers who want to build an empire inside one app — and don’t mind spending weekends customizing it.Asana: For people who need a unicorn to cheer them on.Mab.io: For teams who are tired of pretending they’re good at process design. Monday: For teams who enjoy dashboards, colors, and stickers almost as much as doing actual work. ClickUp: For managers who want to build an empire inside one app — and don’t mind spending weekends customizing it. Asana: For people who need a unicorn to cheer them on. Mab.io: For teams who are tired of pretending they’re good at process design. Digression: Complexity Is the Default Digression: Complexity Is the Default There’s a lesson here that goes beyond project management. In finance, products often fail because they get too complex. They add features to please everyone, and soon nobody understands them. Project management software has followed the same path. Each year, new features are added. Each year, the core gets harder to see. Each year, onboarding takes longer. Project management software It’s like ETFs that try to track everything at once — technically impressive, but practically confusing. At some point you just want a simple index fund. Mab.io is the index fund of PM tools. Why Less Might Be the Future Why Less Might Be the Future The irony is that the less Mab.io gives you, the more it might actually help you. By stripping away options, it strips away arguments. By locking in rules, it unlocks flow. This is the opposite of what most SaaS companies do, which is pile on features until the product looks like a Swiss Army knife. But as anyone who has ever tried to use the little toothpick on a Swiss Army knife knows, you don’t actually need most of it. What you need is the knife. The Punchline The Punchline So here’s the real comparison: Monday, ClickUp, Asana — the Swiss Army knives. Flexible, colorful, feature-packed, but often unwieldy.Mab.io — the sharp, single blade. Less fun to play with, maybe, but far more effective when you actually need to cut something. Monday, ClickUp, Asana — the Swiss Army knives. Flexible, colorful, feature-packed, but often unwieldy. Mab.io — the sharp, single blade. Less fun to play with, maybe, but far more effective when you actually need to cut something. The future of PM tools may not belong to the team that builds the biggest knife factory. It may belong to the one that just gives you the knife you’ll actually use. And if that sounds too restrictive, don’t worry. ClickUp will still let you build a knife factory inside your dashboard. This story was distributed as a release by Kashvi Pandey under HackerNoon’s Business Blogging Program. This story was distributed as a release by Kashvi Pandey under HackerNoon’s Business Blogging Program.
