Productivity at work begins with good task management. The good news is that project management tools allow tasks to be managed more easily. There are a number of management tools available, but the two that are most popular are Todoist and Notion.
This Todoist vs Notion review compares both productivity software tools to help users make better choices.
Todoist Overview
Todoist is a project management tool for managing to-do lists. By using Todoist, users can plan their daily and weekly tasks effectively.
Amir Salihefendic created the software in 2007 to help simplify his school and work projects. As the app grew in popularity, it became useful for both work and education, as well as for personal use. With the app, businesses and individuals can organize goals and long-term projects into simple, trackable tasks. However, beyond creating daily tasks and to-do lists, Todoist can also highlight and set project deadlines and reminders.
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Notion Overview
Notion is a project management and note-taking software designed to help teams organize, plan, share, and manage projects. Ivan Zhao and Simon Last founded Notion in 2016. Their goal is to help people achieve a better and more enjoyable way to work.
The app allows managers to delegate and track team activity easily. The platform’s note-taking and task management combination enable teams to share project updates and files for easy reporting and collaboration.
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Todoist vs Notion: Top Features
Both Todoist and Notion offer features that make them the perfect apps for project management. While Todoist offers a simple design that makes the app easy to use, Notion offers more features.
| Feature | Todoist | Notion |
| Gantt Charts | Yes | Yes |
| API Support | Yes | Yes |
| Timelines | Yes | Yes |
| Budgeting | Yes | Yes |
| Live Document Collaboration | Yes | Yes |
| Views | List, Board, Kanban, Productivity | Table, List, Calendar, Kanban, Gallery and Timeline |
| Free Plan | Yes (5MB File Upload) | Yes (5MB File Upload) |
| Time Tracking and Estimates | Yes | Yes |
Automation
Automation is a key feature to look out for when considering a project management app. With easy automation, users can plan tasks better and save time.
Todoist offers built-in automation that its users can adopt to automate workflows and streamline order processes. Users can also turn tickets into Todoist tasks, get instant notifications from Todoist task activities, integrate with other project management apps, etc.
On the other hand, Notion also has an automation hub with a catalog, tools, and other pre-built automation to streamline workflow and set up auto projects with a few clicks.
Templates and Views
Both Notion and Todoist have customizable templates users can choose from. The templates allow users to personalize their tasks and project views. For example, views on Todoist include List, Board, Kanban, and Productivity.
While Notion has more views and templates, including the Table, Calendar, List, Kanban, Timeline, and Gallery.
Budget Management
Todoist and Notion are both handy for basic financial management. Todoist helps users stay organized by creating financial management templates that help organize finances, pay off debts, set savings goals, and create budgets.
Similarly, Notion has a built-in financial planning system that helps users create a financial and budgeting plan and manage spending and expenses.
Rewards Program
In both applications, rewards are an important feature to encourage users.
Todoist has a reward system called Karma that incentivizes users to complete tasks and maintain daily and weekly task streaks. Users collect Karma Points and unlock new levels when the points accumulate.
This differs from Notion, which rewards its users through an affiliate program. Users use affiliate links to promote the app and earn rewards like 50% off on every new Team Upgrade payment Plan.
Todoist vs Notion: User Experience
Todoist provides applications for desktop, Android, and iOS users. These apps feature a simple interface that makes navigating, personalizing, and using tasks easy.
Notion, on the other hand, offers a clean design and an intuitive platform that can be accessed from desktops as well as smartphones. However, with more features and offerings like a detailed breakdown of project milestones and completed tasks, image galleries, and databases, the app can be a little complicated for first-time users. In other words, getting used to the Notion interface may take some time, but the app provides guides that new users can read to make up for this.
Pricing
Notion and Todoist adopt a tiered pricing model to accommodate all users. Todoist offers three pricing tiers:
- Free
- Pro
- Business
As the name implies, there are no charges for the free version, and it is suitable for starters who want to use Todoist for personal planning and task management.
Heavy users and small businesses with numerous active projects who need to collaborate with others favor the Pro version. Annual payments are charged at $4 monthly, while monthly payments attract a $5 charge.
The business version is for large-scale project management with up to 500 active projects per member. The Todoist Business plan comes with a $6 fee billed annually or an $8 monthly fee. The business version also comes with a free trial of 30 days.
Unlike Todoist, Notion has four different pricing plans and packages
- Personal
- Personal Pro
- Team
- Enterprise
Those who want to go a little further with Notion will love the Personal Pro. The personal plan is suitable for single users looking to manage a limited number of simple projects and tasks and is free of charge. It allows unlimited file uploads and unlimited guests and is priced at $4 per month for annual billing or $5 billed monthly.
The Team plan allows small businesses to create projects and collaborate with the entire team. It gives access to unlimited team members, a collaborative workspace, sharing permissions, and admin tools. The Team plan is priced at $8 a month (billed annually) or $10 monthly. This plan is also available for a free trial with no time limit. The free version, however, limits guests to five.
The Enterprise plan is perfect for enterprise-level businesses and big corporations that need a project management tool for all workers in the organization. It has a dedicated success manager feature with up to 100+ seats and offers advanced team control and support.
The enterprise plan fee is unavailable on the Notion website. However, interested users can reach the company’s sales team for more pricing information.
Which is Better, Notion or Todoist?
Notion and Todoist offer various features that make them accessible to individuals, small businesses, and enterprise-level businesses.
However, determining which is better depends on users’ needs and preferences.
Todoist is a simple task management and reminder app — perfect for individuals and aspiring entrepreneurs who want to manage basic personal tasks and projects in one place. The platform’s limited features allow for easy usage and accessibility.
Notion, in contrast, is a general-purpose productivity app. In addition to task management, reminders, note-taking, and kanban boards, the project management software has more focused features for managing tasks. It’s safe to say the app is better suited to businesses across different levels.
Notion’s user interface is more complicated compared to Todoist’s, and this is because of the additional services it offers to accommodate enterprises.
Alternatives
As stated earlier, many project management service providers are in the market. Like Notion and Todoist, these applications help individuals and businesses manage tasks and optimize processes. Other good project management tools include:
One Note
OneNote is a popular note-taking app with key features that enable users to take, organize, store and access important notes in the cloud. However, OneNote is limited to notes and meeting documents, so it may not be suitable for businesses or individuals looking for task management software.
ClickUp
ClickUp is a project management tool that also offers a great user experience and adequate features to manage tasks effectively. This tool is suitable for use by businesses and individuals of all types and sizes. ,But the features can be overwhelming, and its pricing is higher than Notion and Todoist.
Trello
Trello is another popular project management app with services for individuals and businesses. With great features and enhanced usability, Trello is perfect for managing individual tasks and collaborating with team members on a project. Nevertheless, Trello’s main drawbacks are that it can be cluttered with information for large projects. It’s also slightly more expensive than Notion and Todoist.
OmniFocus
OmniFocus is another task management tool to consider. The software has tools and features that help users translate ideas and thoughts into to-do lists. However, OmniFocus is designed for pros and very busy individuals who need a tool to help them prioritize tasks. In other words, the app is suitable for personal use only.
The Verdict
Todoist and Notion are popular project management tools with millions of users across the world. Both tools have ready-made features and offer numerous benefits to help individuals and businesses manage tasks properly and boost productivity.
With its basic functions and easy accessibility, Todoist is a pretty straightforward application. It’s more suitable for individuals and businesses on a tight budget. However, Notion offers more features that make it more suitable for small-scale and large corporations.
Notion is also a bit more popular among project managers, and more users will undoubtedly help the developers improve its features.
FAQs
Which is better, Todoist or Notion?
Todoist and Notion are great project management applications for individuals and businesses. Todoist is best for a limited number of users with few tasks, while Notion is better for more users and team collaborations. Notion is rated 4.2-star out of 5 on Trustpilot, while Todoist is rated 4.0-star from a possible 5.
Can Notion replace Todoist?
Notion offers more features than Todoist. That means it can carry out every task Todoist is capable of and a bit more. Users could replace Todoist with Notion, depending on the features they are looking for.
Which app is better than Todoist?
Trello is one of the most popular project management tools, with numerous features suitable for all users. With collaborative tools and more advanced features for businesses and personal productivity, Trello can be a great alternative to Todoist.
Is Notion still good?
Notion is a reputable productivity tool offering users all-in-one project management, note-taking, and collaboration services. With a free plan for individuals and low pricing for businesses, Notion is an effective tool that cuts across all walks of life.
