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

Notion vs Trello

If you’re looking for the best way to manage projects, organize tasks, and collaborate efficiently, you’ve probably come across Notion vs Trello.

Both tools offer powerful features, but they cater to different needs. This guide compares their strengths, weaknesses, and the best use cases for each.

Table of Contents

• Notion vs Trello: Overview

• Task and Project Management

• Collaboration and Workflow

• Customization and Flexibility

• Pricing and Value

• Conclusion

Notion vs Trello: Overview

Trello is a visual task management tool focused on Kanban-style boards, making it ideal for teams that need a straightforward way to track tasks.

Notion, on the other hand, is a more versatile, all-in-one workspace that combines note-taking, databases, and project management.

• Trello: Best for teams that thrive on a visual workflow with drag-and-drop task management.

• Notion: Best for users who want a more flexible, highly customizable platform that includes wikis, documents, and databases in addition to project management.

Compare database tools in this Airtable vs Notion breakdown.

Notion vs Trello: Task and Project Management

Trello is built around Kanban boards, where tasks are represented as cards that move through lists (columns). This makes it an excellent tool for:

• Managing sprints in agile workflows

• Tracking progress on individual tasks

• Organizing personal or team to-do lists

However, Trello lacks deeper data structuring. While you can add checklists, attachments, and labels to cards, it doesn’t support relational databases or advanced project tracking.

Notion, on the other hand, offers multiple views, including Kanban (like Trello), table, list, calendar, and gallery. It supports:

• Custom databases for task management

• Linked databases across different pages

• Properties such as due dates, priority levels, and status updates

If you need more than a basic task board, Notion provides superior flexibility with structured project tracking.

Notion vs Trello: Collaboration and Workflow

Both Notion and Trello allow real-time collaboration, but they approach it differently:

• Trello enables teams to comment on cards, assign due dates, and automate repetitive actions with Butler (Trello’s automation tool).

• Notion allows for page-level collaboration, inline commenting, and the ability to embed multiple databases in one workspace, making it ideal for knowledge-sharing teams.

Trello is simpler and faster for tracking daily tasks, while Notion is better for complex team collaboration, especially when managing documentation and workflows in a single tool.

Notion vs Trello: Customization and Flexibility

• Trello offers limited customization beyond board backgrounds, labels, and simple automation.

• Notion allows users to build custom dashboards, integrate various database views, and create templates for recurring projects.

For users who want a structured and customizable project management experience, Notion is the better choice. If you just need a simple, drag-and-drop board, Trello wins.

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Notion vs Trello: Pricing and Value

Notion Pricing

Notion offers a free plan suitable for individuals, with paid plans designed for teams and businesses. Prices exclude AI ($10 extra) and reflect monthly payments (20% discount with annual billing):

• Free Plan: Ideal for personal use, with basic features and limited collaboration.

• Plus Plan ($12 per user/month): Suitable for small teams, with advanced collaboration features.

• Business Plan ($18 per user/month): Designed for larger teams, offering additional security and admin controls.

• Enterprise Plan (Custom Pricing): Best for organizations that require extensive customization and security features.

Trello Pricing

Trello also has a free plan, with paid options for teams and businesses.

• Free Plan: For individuals managing simple task boards.

• Standard Plan ($6 per user/month): Unlocks unlimited boards, card mirroring, and more automation.

• Premium Plan ($12.50 per user/month): Adds AI, admin controls, and additional board views.

• Enterprise Scale (Custom Pricing): For large teams requiring enterprise-grade security and administration.

Trello is cheaper for small teams, but Notion offers more features at a competitive price for businesses looking beyond just task management.

Learn more about Notion here.

Conclusion: Notion vs Trello

The decision between Notion vs Trello depends on your needs:

• Choose Trello if you want a fast, Kanban-style task manager that’s easy to set up and simple to use.

• Choose Notion if you need a more advanced project management tool that integrates databases, notes, and wikis.

For simple project tracking, Trello is great. For deep customization and collaboration, Notion is the better choice.

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