Comparing Trello and Notion: Which Tool Fits Your Workflow Best?
In the realm of project management and remote collaboration, two popular tools stand out: Trello and Notion. While both offer solutions for task management, they differ significantly in features, user experience, integrations, and pricing.
Features
Trello excels at Kanban board-based project management with a straightforward, visual interface ideal for task tracking and workflow management. It is primarily designed around card and board structures for project tasks and simpler collaboration features such as comments and activity logs on cards.
On the other hand, Notion provides a far more comprehensive set of productivity tools. It includes document creation with rich media embedding (photos, audio, video), real-time collaborative editing with "suggested edits," team wikis, and advanced relational databases to build complex systems like CRMs or product catalogs. Notion also allows turning pages into public websites and native form creation for streamlined data collection.
User Experience
Trello offers a simple, intuitive Kanban experience that is accessible for individuals and teams who want straightforward task and project visualization with minimal complexity. In contrast, Notion provides a more complex, customizable workspace suitable for teams needing integrated documentation, knowledge management, and database tracking, but it has a steeper learning curve given its broader functionality.
Integrations
Trello supports a wide range of integrations that enhance its Kanban boards but requires external tools for more advanced productivity tasks. On the other hand, Notion supports integrations with major tools like Slack, Google Calendar, Dropbox, and even Trello itself, facilitating hybrid workflows between visual task management and deep data/document management. However, it has fewer direct integrations compared to some competitors (like monday.com), relying more on API and Zapier for automation and connectivity.
Pricing (2025)
Trello is known for its affordability with a free tier suitable for many teams, but pricing details were not explicitly in the search results. Notion has multiple plans:
- Free: Unlimited for solo users; limited team collaboration, 5 MB upload limit, 100 rows per database.
- Plus: $10 per user/month (annual billing) for smaller teams.
- Business: $20 per user/month (annual) for multiple function use.
- Enterprise: Custom pricing. Notion is considered affordable compared to many project management platforms.
Summary Table
| Aspect | Trello | Notion | |----------------|---------------------------------|--------------------------------------------------| | Core Strength | Kanban boards, simple task tracking | All-in-one workspace with docs, databases, wikis | | User Experience | Intuitive, lightweight, visual | Flexible, feature-rich, steeper learning curve | | Collaboration | Card comments and activity | Real-time doc editing, suggested edits, team wikis | | Integrations | Wide range, but less productivity tools | Integrates with Slack, Google Calendar, Dropbox, Trello; fewer direct APIs | | Pricing | Free tier available, affordable | Free for solo; $10-$20 per user/month for teams |
In conclusion, choose Trello for straightforward Kanban project tracking and ease of use, and Notion if your team needs a more versatile platform combining project management, documentation, team knowledge bases, and database functionalities under one roof.
Additional Features
- Trello's free plan offers unlimited cards and members, but is limited to 10 boards per workspace.
- Notion is used for creating onboarding guides, SOPs, and project documentation.
- Notion supports embedded content from tools like Loom, Figma, Google Docs, and more.
- Trello's Premium plan ($10/user/month) includes timeline and calendar views, admin tools, and more.
- Trello supports automation and integrations to grow with your needs.
- Trello is simpler and more familiar for task-focused teams, while Notion offers more customization and control.
- Trello's Butler automation feature can auto-move cards, assign members based on rules, and send reminders as deadlines approach.
- The all-in-one workspace provided by Notion includes document creation, real-time collaborative editing, team wikis, and advanced relational databases, enabling users to build complex systems like CRMs or product catalogs.
- While Trello provides a straightforward, visual interface for Kanban board-based project management, Notion offers a more complex, customizable workspace suitable for teams needing integrated documentation, knowledge management, and database tracking.
- In terms of personal growth and education-and-self-development, Notion can be utilized for creating onboarding guides, SOPs, and project documentation, fostering a culture of learning and continuous improvement within the workplace-wellness sphere.
- For those interested in health-and-wellness and productivity, Trello's Butler automation feature can auto-move cards, assign members based on rules, and send reminders as deadlines approach, streamlining workflows and increasing overall efficiency in project management and remote collaboration settings.