Notion vs Trello: Which Is a Better Project Management Tool?

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Are you tired of juggling multiple tools to keep your projects on track? The struggle to find the perfect project management solution is real.

In the world of digital productivity, there are a lot of different project management tools available. But the two tools that stand tall are Notion and Trello. Both platforms have captured the hearts of teams worldwide. So, which one is truly the ultimate project management tool?

Notion is an all-in-one wiki, docs, and project management app, while Trello is a Kanban board style task management app. Notion is more versatile and customizable, while Trello is more streamlined and easier to use.

In this detailed comparison, we’ll compare both tools to help you decide which is better for project management. Whether you’re looking for personal use or have a team, we’ll go over both options in detail.

What Are the Must-Have Features in a Project Management Tool?

When it comes to managing projects effectively, having the right tools at your disposal is crucial. But what exactly should you look for in a project management tool? Let’s look at some of the must-have features:

Task Management

A robust project management tool should offer an intuitive and flexible task management system. It should include basic features like task creation, due date, tags, subtasks and dependencies. This ensures that everyone on your team knows what they need to do and when.


Projects rarely succeed in isolation. Your project management tool should encourage collaboration by providing features like file sharing, real-time updates, and commenting functionalities. Seamless communication among team members will enhance productivity and keep everyone in the loop.

Centralized Information

Keep all project-related information in one place for easy access. Look for a tool that allows you to store important documents, project timelines, meeting notes, and other relevant data in a centralized location. This ensures that critical information is readily available when you need it most.

Customization Options

Every team is unique, and a good project management tool should adapt to your specific needs. Look for a tool that offers customization options, allowing you to configure workflows, create custom fields, and tailor the tool to match your team’s preferences and processes.

Reporting and Analytics

To measure your team’s progress and performance, seek a project management tool that provides insightful reporting and analytics features. Visual representations of data, such as charts, can help you track milestones, identify bottlenecks, and make informed decisions.

Integration Capabilities

Ensure your project management tool integrates seamlessly with other apps your team relies on, like video meetings or cloud storage tools. The ability to connect different tools helps in a smooth workflow.

Mobile Accessibility

In today’s fast-paced world, being able to manage projects on the go is a plus. Look for project management software that has mobile apps on both Android and iOS.

Now that we know what features to look out for, let’s compare both Trello and Notion in detail.

Notion vs Trello Comparison: Which Wins in Project Management?

A good project management app can help you double down on productivity and focus on tasks that need your attention the most. It can play an important role in the success of your business.

Notion and Trello are two excellent project management apps that you can use to keep your team on the same page and your business on track.

Let’s take a closer look at them and compare their features side by side.

1. Notion vs Trello: The Basics

When it comes to project management, Notion and Trello are popular choices among teams. Let’s take a closer look into their basic features and understand how they differ.

Trello, known for its simplicity and visual appeal, is centered around the concept of boards, lists, and cards. Each Trello board represents a project, while lists organize tasks within that project. Cards, on the other hand, represent specific tasks. 

Trello Board

Teams can easily create, drag, and drop Trello cards across lists to indicate progress or change in priority. Trello’s intuitive interface makes it easy to create, assign, and track tasks, while providing a clear overview of project activities at a glance.

Trello offers different styles of board views including Kanban, Table, Calendar, Timeline, Dashboard and Maps. Collaboration is made seamless with features such as commenting, attaching files, and assigning due dates to cards.

On the other hand, Notion takes a more comprehensive approach to project management by combining many functionalities into one versatile platform. Notion’s main building blocks are pages and databases.

Pages can represent projects, departments, or even personal tasks. Within these pages, users can create various databases, including tables, calendars, lists, and more.

Project Management using Notion

The flexibility of Notion’s database feature allows teams to customize their workflows based on their specific needs. With its rich array of content creation blocks, Notion enables users to embed files, create wikis, and even build team knowledge bases.

Notion’s powerful editing options make it a favorite among those who value collaborative documentation and knowledge sharing.

notion blocks

Both Notion and Trello have apps available for iOS, Android and Windows devices. Also, both the tools are accessible using your web browser on Mac, Windows or Linux.

2. Notion vs Trello: Unique Features

In the world of project management, features can make or break a tool’s usefulness. Let’s explore the unique features offered by Notion and Trello, so you can determine which tool aligns best with your requirements.

Trello’s strength lies in its simplicity and focus on visual organization. One of its standout features is the Kanban project management boards, which allow users to easily create and move cards across different lists to represent tasks at various stages.

Trello kanban style board

Trello’s drag-and-drop functionality intuitively reflects progress and helps teams track their workflow. Additionally, Trello provides a wide range of power-ups, which are integrations with other popular tools, such as Slack, Google Drive, and Jira. These power-ups enhance Trello’s functionality by enabling seamless collaboration and automating repetitive tasks.

Trello Power ups

Notion, on the other hand, boasts a wide array of features that make it a versatile tool for various use cases. They recently added features focused on project management such as dependencies, sub-tasks to make it a versatile tool.

Notion as a project management tool

At its core, Notion offers a powerful content creation system, allowing users to create pages, databases, notes, and even wikis. Users can embed files, images, videos, and code snippets directly into their documents.

The real power of Notion lies in its ability to link pages, databases, and elements within the tool, creating an interconnected web of information.

Notion’s extensive customization options shine through its templates and formulas, enabling teams to build unique systems tailored to their needs.

🔥Pro Tip: Checkout these best project management Notion templates to get started quickly.

Both Trello and Notion offer collaboration features, but they differ in their approach. Trello focuses on simplicity by offering basic commenting and file attachment capabilities to cards.

trello comments

Notion takes collaboration to a higher level, allowing users to mention collaborators, leave comments on specific page elements, and actively collaborate on content creation. Notion also supports real-time collaboration, ensuring that multiple team members can work on a page simultaneously.

Notion commenting feature

3. Trello vs Notion: Ease of Use

Both tools take different approach: Trello is straightforward and easy to use, while Notion strives to be the more flexible tool, providing a lot of functionality.

Notion has a steeper learning curve than Trello. I found that after using Notion for the past 2 years, I still keep discovering new ways of using it. As a result, it can feel like an overwhelming tool at first glance.

Notion kanban board

Trello, on the other hand, is designed as a more beginner-friendly project management tool and has fewer features (the philosophy behind this being its target audience). The lower feature count makes it easier to learn and use. It also means that you don’t have the same level of flexibility as you would with Notion.

Trello Card

If you are working alone or in small teams then Trello will likely be sufficient for your needs. While Trello wins in terms of immediate usability, Notion’s learning curve is worthwhile for those looking for a highly flexible and customizable project management tool.

4. Notion vs Trello: Automation

Automation plays a pivotal role in streamlining workflows and reducing manual tasks. Let’s explore the level of automation supported by Notion and Trello.

Trello offers a variety of automation options through their power-ups and integrations. These power-ups enable teams to automate certain actions and integrate with other tools.

For example, you can set up triggers to automatically create Trello cards from incoming emails, update cards based on calendar events, or even generate cards from specific Slack messages. While Trello provides some level of automation, it primarily relies on power-ups to extend its functionality in this area.

Trello Butler automation

Notion, on the other hand, provides limited native automation features. It does come with a built-in Notion AI functionality that let you automate the content creation tasks.

Notion ai-autofill

It also supports third-party integrations through its API, which give users the opportunity to expand automation possibilities by connecting to third-party apps and services. You can use tools like Zapier to automate certain tasks via API.

Notion automations using zapier

In terms of automation, Trello offers more out-of-the-box options through its power-ups system. However, Notion’s AI feature give you the power to create content faster and better. 

5. Notion vs Trello: Pricing

Notion and Trello are two popular productivity apps that offer different features and functionalities to help individuals and teams manage their tasks and projects effectively.

When comparing their pricing plans, it is important to note that both Notion and Trello offer a free plan, making them accessible options for individuals and small teams with basic needs.

Notion offers a free plan that includes unlimited pages, blocks, and storage. This provides users with the flexibility to create and organize their notes, documents, and tasks without any cost. However, the free plan does have some limitations, such as a file upload limit of 5MB and a limited 10 guests for collaborative work.

Notion pricing plans

In addition to the free plan, Notion also offers a paid plan called “Plus,” which costs $8 per month when billed annually. The Plus plan provides users with benefits like unlimited file uploads, 30 days page history, and advanced collaboration features.

With the Plus plan, users can also add 100 guests to their workspaces, making it suitable for small teams or individuals who require more advanced functionality. It also offers a “Business” plan for $15/user/month, which includes advanced page analytics, 90 days of page history, and a guest limit of 250.

On the other hand, Trello’s free plan also offers a range of features for individuals and small teams. The free plan includes unlimited cards, 10 boards, assign tasks with due dates and much more.

Trello pricing plan

However, similar to Notion’s free plan, Trello’s free plan has limitations, such as a file attachment limit of 10MB. The second-tier plan that is aimed at small teams and starts at $5/user/month while the Premium plan aimed at bigger team starts at $10/user/month.

The Enterprise plan for Trello starts at $17.50/user/month while for Notion, you’ll need to contact the sales team.

Which Is a Better Project Management Tool?

Both Notion and Trello excel in their own unique ways, catering to different user preferences and requirements.

Trello’s simplicity, visual organization, and intuitive interface make it an ideal choice for teams seeking a straightforward task management tool. Its Kanban-style boards and drag-and-drop functionality provide a seamless experience, while power-ups extend its functionality and integration capabilities.

Notion, on the other hand, offers a more comprehensive approach to project management. Its powerful content creation system, interlinking capabilities, and extensive customization options enable teams to build highly tailored and versatile systems.

Notion’s ability to integrate databases, create wikis, and automate certain tasks adds to its appeal for those who value customization and collaboration.

When deciding between Notion vs Trello for personal use, it’s important to take into consideration your specific needs. If you want a Kanban project management tool that is simple, allows for visual organization, and provides seamless task management, Trello may be the better fit.

On the other hand, if you require a more flexible and customizable tool that combines project management, documentation, and collaboration, Notion offers unmatched versatility.

Overall, both tools are great options for project management.

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