Trello and Notion are two of the most popular project management tools on the market. Both tools are arguably the industry standard for managing tasks and teams for individuals and businesses.
But how do both software compare? We take a closer look at both apps in this review.
Notion Overview
Notion is multi-functional productivity software that allows users to plan tasks, take notes, manage projects, collaborate and assign tasks, etc. The software is developed for individuals, small-scale, and enterprise-level businesses aiming to execute projects more effectively and boost productivity.
Ivan Zhao and Simon Last founded Notion in 2016 to help people embrace the future of work and adopt a better and more enjoyable approach to getting tasks done. Since then, Notion has attracted over 20 million users worldwide, and cloud-based software has become very popular among managers and businesses in the corporate world.
Pros and Cons
Despite being one of the most reputable project management tools today, Notion has several drawbacks. We highlight some below.
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Trello Overview
Trello is one of the oldest project management tools available. The visual tool is built for individuals and businesses who want to manage projects, collaborate with teams, and organize information in one place. Joel Spolsky and Michael Pryor developed the product in 2011 to offer users a simple and effective way to manage projects and personal tasks.
Today, Trello is used by millions of customers worldwide, who fancy its unique information organization via cards and boards and its efficient, straightforward approach to getting things done.
Pros and Cons
Trello is famous for its Kanban system, making it easy to break projects into achievable bits and simplify tasks for everyone. However, it has its fair share of limitations. We highlight a few of them below.
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Notion vs Trello: Top Features
Notion and Trello have similar features making them two of the most preferred project management tools among companies and individuals. From seamless integration with other work tools to workflow automation and customer support, we compare both tools below.
Multiple Integrations
To simplify daily workflow, Notion integrates with up to 33 other tools and allows users to share documents or connect to services through its API. For example, Notion users can easily link their Google Drive and Gmail accounts to the Notion app.
They can also integrate the productivity tool with third-party service providers such as Typeform or social media platforms such as Twitter to easily implement online surveys and save data from these channels.
Similarly, Trello integrates with 19 different collaborative and teamwork tools like Slack, Gmail, Outlook, and Jira.
Users can easily share files across these platforms and collaborate with team members to enhance productivity.
Workflow Automation
Like the integrations, Notion allows users to create and maintain an effective workflow by connecting to other work tools to highlight all their information and send commands using its API. For example, when a user connects Notion to Google Calendar, they can save time by automating meeting scheduling. They can also send emails directly from Notion when the productivity tool is connected to a mailing app like Gmail or Outlook.
Trello also has a powerful built-in automation system that allows users to plan and automatically manage workflow across multiple work applications. For example, users can use Trello’s no-code automation tool to create commands that will be automatically executed on the Trello board to save time.
Customer Support
Since Trello and Notion are software tools, users may face glitches and bugs or encounter other challenges when using them.
As a result, Notion provides support to its customers through multiple channels. First is the customer support team that users can contact via email or the live chat feature on the Notion website and mobile app. In addition, Notion offers a wide range of support tutorials and documentation so that users can find answers to common questions they may have or navigate their way when stuck.
Trello also offers detailed tutorials, guides, and webinars that customers may refer to when things get complicated. The online resources and interactive tutorials will come in handy for beginners and experienced users. At the same time, there’s a dedicated customer support team that Trello customers can reach via email or the Help Website
Notion vs Trello: User Experience
Notion offers numerous features on its mobile and website platforms to help users navigate daily tasks with little to no manual effort. Both platforms combine users’ documents and other personal content, including photos, memos, meetings, and contacts. Users can also transfer information from one platform or page to another using the drag-and-drop feature.
However, a significant challenge to using Notion is the complication that comes with thoroughly understanding the app and how it works. New users need time to learn about the app’s numerous features and functionalities, which may be a challenge for people with limited time.
In contrast, Trello’s usability is one of the reasons it’s regarded as one of the best project management tools.
The platform is intuitive across mobile and desktop channels, and anyone will easily grasp its navigation – regardless of whether they are just starting a project for the first time or already familiar with project management tools.
Notion vs Trello: Pricing
The pricing system on Notion and Trello are similar. Both software offers a free account for individuals and small projects. However, the free accounts have limited features, so users who want to do more with the tools can opt for any of their tiered pricing models highlighted below.
Notion offers four pricing models, each with its features and perks.
Notion Pricing
| Plans | Free | Plus | Business | Enterprise |
| Pricing | $0 | $8 per month (paid annually) or $10 per month (paid monthly) | $15 per month (paid annually) or $18 per month (paid monthly) | Contact Sales |
| Collaborative Workspace | Yes | Yes | Yes | Yes |
| Integrate with Other Applications | Yes | Yes | Yes | Yes |
| Page Analytics | Basic | Basic | Advanced | Advanced |
| Number of days for page history | 7 days | 30 days | 90 Days | Unlimited |
| Number of Guests Invite | 10 | 100 | 250 | 500 |
| Unlimited blocks for teams | No | Yes | Yes | Yes |
| Unlimited file uploads | No | Yes | Yes | Yes |
| SAML SSO | No | No | Yes | Yes |
| Private Teamspaces | No | No | Yes | Yes |
| Bulk PDF Export | No | No | Yes | Yes |
| Advanced Security and Controls | No | No | No | Yes |
| Audit Log | No | No | No | Yes |
| User Provisioning (SCIM) | No | No | No | Yes |
| Customer Success Manager | No | No | No | Yes |
Trello also offers four pricing plans that users can choose from highlighted below.
Trello Pricing
| Plans | Free | Standard | Premium | Enterprise |
| Pricing | $0 | $5 per month (annual payment) or $6 per month (monthly payment) | $10 per month (annual payment) or $12.50 per month (monthly payment) | $17.50 per month (monthly payment) or $210.00 annual price) |
| Unlimited Cards | Yes | Yes | Yes | Yes |
| Unlimited Workspaces | No | No | No | Yes |
| Number of Boards per Workspace | 10 | Unlimited | Unlimited | Unlimited |
| Unlimited Power-ups | Yes | Yes | Yes | Yes |
| Workspace command runs per month | 250 | 1,000 | Unlimited | Unlimited |
| Unlimited Storage | Yes(10MB/file) | Yes(250MB/file) | Yes(250MB/file) | Yes(250MB/file) |
| Unlimited activity log | Yes | Yes | Yes | Yes |
| IOS and Android mobile apps | Yes | Yes | Yes | Yes |
| Views | Custom | Custom | Calendar, Timeline, Table, Dashboard, and Map | Calendar, Timeline, Table, Dashboard, and Map |
| Organization-Visible Boards | No | No | No | Yes |
| Saved Searches | No | Yes | Yes | Yes |
| Admin and security feature | No | No | Yes | Yes |
| Free SSO and Atlassian Access | No | No | No | Yes |
Note that all payment plans are charged per user; hence the total billing amount will be determined by the number of users added to a Notion or Trello account.
Which is Better Notion or Trello?
Deciding which project management tool is better depends on various factors, including user preferences, team size, project size, needs, and budget. Notion is an all-in-one software that can manage projects, automate workflow, and help teams collaborate.
On the other hand, Trello is a more intuitive and straightforward tool popular for its Kanban project management solution. The tool is ideal for project managers and companies with small to medium-scale projects, as it gets cumbersome with more additions.
Notion is the better alternative because of its additional features and flexibility.
Alternatives
Though Notion and Trello are popular project management tools, users who prefer other options have access to a wide range of similar tools on the market. Some of the alternatives to Notion and Trello are;
Airtable
Airtable is a cloud-based collaboration tool that allows users to customize their workflow, collaborate, and streamline project processes. The platform also makes it easy to build custom applications using data without coding knowledge. The software has a free account, but users who want additional features can opt for paid accounts starting from $10/user.
Jira
Jira is an agile project management tool designed to help individuals and businesses plan, assign, manage, and report tasks collaboratively to improve speed and enhance productivity. The tool is common among software teams who use it to track team members’ progress and contributions to project/product development. Jira has a free account, but users can also get paid accounts starting from $7.75 per user.
Asana
Asana is another popular project management software used to organize, monitor, track, and build projects. The software helps both individuals and teams break projects down into achievable bits and effectively manage deadlines. Like other software, Asana has a free version, while paid versions start from $10.99 per user.
Wrike
Wrike is a versatile project management platform that helps individuals and teams streamline their project management processes and collaborate in real time to coordinate tasks and projects. Users can use Wrike to manage projects from ideation to completion. Small businesses with tight budgets can take advantage of Wrike’s free version, while users who want paid access can get accounts starting from $9.80 per user
The Verdict
Notion and Trello are very similar in terms of features and project management capabilities. Both tools can be used for efficient task management and collaboration. They also allow users to integrate with other work tools to make their daily tasks easier.
However, Notion sightly edges Trello in terms of features and pricing. Notion is an all-in-one software that combines project management with other services like note-taking and storing. The tool also has a Trello integration, meaning it can infuse Trello’s features into its platform. With all the extra features, Notion comes with a more affordable pricing model, which makes it a more suitable option for users.
FAQs
What apps can integrate with Notion?
Notion allows many app integrations via its API. Users can connect other work tools like Slack, Trello, Jira, and Google Drive to Notion for workflow automation.
Can you use SQL in Notion?
Notion can function as a database and allows users to run SQL integrations for data queries and analysis.
Is Trello free forever?
Trello users who are comfortable with its features do not have to pay at any point for its free plan.
How many people can be on Trello for free?
Trello’s free account requires no payment and allows up to 10 users. Businesses with a bigger team size can opt for any of the paid options.
