The tool switch nobody talks about honestly

Hey,

A client came to me last month wanting to move their whole team from Monday.com to ClickUp.

They'd been on Monday for two years. It worked. Their team knew it. No major disasters.

But they'd watched my ClickUp videos, spoken to a few people in their network, and convinced themselves ClickUp was the better tool. So they wanted to make the jump.

Before we touched a single workflow, I asked them one question: what specifically is Monday not doing for you right now?

There was a long pause.

"I think we just want something more powerful."

That answer tells me everything. Because "more powerful" isn't a problem. It's a feeling. And building a migration project around a feeling is how teams end up six months later with a shinier tool and the exact same chaos.

The question I get asked more than almost any other

"Should we use ClickUp or Monday.com?"

I've been asked this by founders, ops managers, and team leads more times than I can count. And for a long time, I gave the careful consultant answer: it depends on your needs, both are great tools, here's a comparison table.

That answer is technically accurate and almost completely useless.

So I finally made the video I wish I'd made two years ago. An honest side-by-side. Not sponsored by either platform. Not a feature checklist. The actual answer, based on what I see working (and not working) with real teams.

The short version, since you're reading this in your inbox:

Monday.com is genuinely excellent for teams that want something visual, fast to set up, and easy for non-technical people to adopt without much training. It's opinionated, which means it makes a lot of decisions for you. That's a feature, not a limitation, if your team just needs to get moving.

ClickUp gives you more. More views, more hierarchy, more customisation, more automation logic. But "more" has a cost. It takes longer to set up properly, longer to train your team on, and longer to see the benefit. If you don't have someone who will actually own the configuration, ClickUp can become an expensive mess.

The mistake most teams make isn't choosing the wrong tool. It's choosing a tool before they've decided how they want to work.

The hierarchy question that comes up every time

One of the most common points of confusion I see, especially with teams growing past 10 people, is how to structure projects in ClickUp so that things don't collapse into a tangled list of tasks nobody can navigate.

ClickUp 4.0 introduced subfolders (in beta at the moment, email me, if you need early access), which changes the answer to this question significantly. If you've been working around the old hierarchy limits, or you're new to ClickUp and trying to figure out how to organise your spaces, this one is worth 15 minutes of your time.

🗂 ClickUp Hierarchy 2026:

The Complete Guide (including the new Subfolders) Everything you need to know about structuring ClickUp properly, including what actually changed with subfolders and when to use them.

And if you're still sitting with the ClickUp vs Monday question:

⚖️ ClickUp vs Monday.com 2026: The Honest Answer Nobody Gives You

No affiliate links, no fluff. Just the actual criteria that should drive this decision, based on team size, technical confidence, and how you work.

Before you switch anything

If you're currently on Monday.com and thinking about ClickUp, or the other way around, here's what I'd ask you to do before touching a single setting.

Write down the three things your current tool genuinely isn't doing well.

Not "it could be better." Specific things. Tasks falling through the cracks in a particular way. A workflow that requires too many manual steps. A reporting view you need that doesn't exist.

If you can name three concrete problems, a migration might be worth exploring.

If you can't, the problem probably isn't the tool.

Your challenge before the May newsletter

If you're already on ClickUp: watch the hierarchy video and check whether your current structure actually makes sense, or whether it's grown organically into something your team has to navigate around.

If you're on Monday.com or still deciding: watch the comparison video and write down one thing it clarifies for you. Then hit reply and tell me what it was.

I read every reply. And honestly, the "which tool should I use" question comes in so many variations that your specific situation is probably useful context for a future newsletter.

Hina Sohrab

IT Visionists

Helping teams pick the right tool for the right reasons, and actually use it

P.S. The client who wanted to migrate? We spent two sessions mapping their actual workflows first. Turns out one of their biggest frustrations was something easily fixed inside Monday with an automation they'd never set up. They're still on Monday. And it's working properly now.