Notion vs. Trello: a data-backed comparison
Explore Notion and Trello’s features, pricing, adoption trends, and ideal use cases to help you determine which project management tool is the best fit for your team.
Notion vs. Trello at a glance
Both Notion and Trello offer strong project management capabilities, but they cater to different types of teams through their unique approaches to workspace organization.
Notion is a better fit for teams needing a flexible, all-in-one workspace. It combines task management, documentation, and databases. Its block-based interface adapts to various needs, from project tracking to creating wikis or client portals.
Trello is a better fit for teams that need a more visual form of task management. Its card-based system and Kanban boards make it easy to track progress and manage workflows. It’s ideal for teams that prefer simplicity and visual organization over advanced features. Choose Notion for flexibility and documentation. Choose Trello for straightforward, visual task tracking.
Metrics | Notion | Trello |
|---|---|---|
Relative cost | 25% lower cost than category average | 80% lower cost than category average |
Adoption trend | 9% QoQ adoption growth | 7% QoQ adoption growth |
Primary user segment | – | 38% of users are SMB |
Best for | Teams that want an all-in-one workspace to manage docs, tasks, and wikis in a highly flexible and customizable way. | Small teams and individuals who prefer visual task management and straightforward workflows. |
Notion overview
Notion is a flexible workspace that combines notes, tasks, databases, and wikis in one place. Teams can build custom pages to manage projects, share docs, or organize knowledge. Its modular setup connects information across views, so updates reflect everywhere. Notion works best for teams that want control over structure without switching between multiple tools.
Notion key features
Features | Description |
|---|---|
Flexible workspace | Combines notes, databases, and tasks in a customizable environment |
Collaboration tools | Supports real-time editing, file sharing, and teamwork spaces |
Database functionality | Enables structured data tracking with relational databases |
Integrations | Connects with Slack, Google Drive, and Trello for efficient workflows |
Customizable templates | Offers a variety of pre-built templates for different use cases |
Trello overview
Trello is a visual task management tool built around Kanban boards. Teams create cards for tasks and move them across lists to track progress. It's straightforward, making it easy to manage simple workflows with labels, checklists, and deadlines. Trello suits teams that need a clear, no-frills way to organize daily work.
Trello key features
Features | Description |
|---|---|
Project boards | Creates dedicated workspaces for projects, allowing you to organize all tasks and workflows in one interface. |
Lists within boards | Organizes tasks into columns within boards, typically representing different stages of work (like "To Do," "In Progress," "Done") |
Cards | Houses individual tasks with supporting details such as descriptions, attachments, checklists, and team discussions. |
Labels | Adds color-coded tags to cards to signify priorities, departments, or task types |
Reminders | Assign card deadlines with automatic reminders as the date nears. |
Power-ups | Links Trello to third-party apps or custom integrations like calendars. |
Pros and cons
Tool | Pros | Cons |
|---|---|---|
Notion |
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Trello |
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Use case scenarios
Notion connects tasks, notes, and databases in one workspace, while Trello keeps things simple with visual boards and drag-and-drop task cards.
When Notion is the better choice
- Teams building interconnected systems rather than just managing tasks.
- Groups needing linked databases, docs, and assignments in one workspace.
- Organizations managing detailed planning, specs, or internal knowledge.
- Projects that require context-rich pages and flexible content organization.
When Trello is the better choice
- Teams that rely on visual task tracking using status-based workflows.
- Projects where clear task progression and deadlines are a priority.
- Cross-functional teams needing a simple, low-training setup.
- Groups that benefit from real-time updates, comments, and shared visibility.
Other project management tools
- Asana: Good for teams who need robust task dependencies and milestone tracking for complex projects.
- Monday.com: Offers customizable views and dashboards with strong visualization capabilities for project tracking.
- Jira: Ideal for teams working closely with development departments and needing to align planning with sprints.
- Smartsheet: Combines spreadsheet functionality with project management, perfect for teams transitioning from Excel-based systems.
- Basecamp: Provides a simple interface focused on communication, useful for teams prioritizing clear stakeholder updates.
- Wrike: Features advanced workload management and time tracking for teams managing billable hours or resource allocation.
- Teamwork: Includes tracking and analysis features specifically designed for client-based project management.
- Zoho: Offers integrated features that connect project management with business records for complete oversight.
- Microsoft Project: Provides enterprise-grade planning for complex, large-scale projects with detailed resource allocation.
- ClickUp: Combines multiple view types with robust documentation features for teams needing flexibility.
- Airtable: Delivers powerful database functionality with automation for teams building custom tracking systems.