Trello vs Notion: which project management tool should you choose to improve your productivity?
When you're looking for a simple, flexible and effective project management tool, two names come up again and again: Trello and Notion. Two giants of collaborative management, two philosophies... and a choice to make.
- On the one hand, Trello: the star of Kanban, visual, intuitive and designed for tracking tasks on a daily basis.
- On the other, Notion: the all-in-one workspace application, mixing notes, databases, dashboards and team documentation.
So, Trello or Notion? Which is better suited to your way of working, the size of your team, or your need for productivity?
💡 In this comprehensive comparison, we sift through the features, interface, price, integrations, use cases and more to help you make the best choice, without wasting time.
What is Trello?
Trello overview
Trello is the digital whiteboard for modern teams. Developed by Atlassian, this visual management software is based on a simple yet highly effective Kanban approach. You organize your work in the form of cards, columns and lists, which you can move, annotate, tag or share in the blink of an eye.
Its main asset? An ultra-intuitive interface that enables frictionless project management, task tracking and real-time collaboration. Whether you're planning a product launch, managing an agile sprint or organizing an editorial schedule, Trello adapts to a wide range of uses... as long as you don't ask too much of it when it comes to data structuring.
Trello's key features
While Trello's simplicity shines through, it is not lacking in key features. Before going into detail, let's not forget that Trello is a modular tool. At its heart are the tables. But thanks to a rich library of Power-Ups (integrations), it can be transformed into a true productivity hub. Here's what you'll find in its native arsenal (and via Power-Ups):
- Kanban boards: visual column structure for tracking task progress ;
- customizable cards: add checklists, deadlines, attachments, comments and more ;
- labels and filters: to better sort, organize and prioritize tasks;
- automations (Butler): automatically trigger actions according to defined rules;
- team sharing and collaboration: mentions, notifications, advanced permissions;
- Power-Ups: integration with Google Drive, Slack, Notion, GitHub, etc;
- calendar and timeline view: to visualize planning over time (paid version).
Trello
Advantages and disadvantages of Trello
Although widely adopted, Trello is not a perfect solution. Like any management tool, it shines in some cases... and shows its limitations in others.
✅ Its simplicity, visual clarity and ability to get a team working together in record time. For small structures or well-marked projects, it's often all you need. Let's start with what Trello does best:
- rapid learning curve: no training required to get started;
- clear, intuitive interface: columns and cards speak for themselves;
- ideal for Kanban: highly efficient visual task management;
- collaborative and flexible: ideal for multi-project teams;
- numerous integrations via Power-Ups: Slack, Google Workspace, Notion Trello, etc;
- generous free version: sufficient for many needs.
❌ But as soon as you want to go further in structuring, database, or complex management, Trello reaches its limits. That's where it can prove too simple... even frustrating. Here are its weak points:
- lack of hierarchical structuring: no sub-pages, no advanced databases ;
- dependence on Power-Ups for certain crucial functions;
- not suitable for highly complex or heavily documented projects;
- limited view outside Kanban (calendar and timeline only available for a fee);
- automation functionalities still basic.
What is Notion?
Notion overview
Notion is the Swiss Army knife of digital work tools. Part note manager, part no-code database and part project management software, this all-in-one application transforms the way teams organize information, projects and collaboration.
Designed as a customizable workspace, Notion lets you build your own system: pages, blocks, templates, dashboards... everything is modular. Unlike Trello, which imposes a structure, Notion gives you a blank canvas (or almost blank ) to organize according to your needs.
The result is an ultra-flexible solution, but one that may take a little time to reach its full potential.
Notion's key features
Notion stands out for its ability to merge note-taking, task management, databases and documentation into a single, fluid interface. You could say that Notion is the rigid anti-tool. There's no imposed model here: you assemble functionalities like LEGO blocks to create the ideal workspace. Here are the main bricks:
- unlimited pages and sub-pages: to organize projects, documents or internal guides;
- content blocks: text, images, to-dos, embeds, tables, code, etc;
- dynamic databases: in table, calendar, kanban, gallery or list view;
- integrated task management: assignment, deadline, status, priorities;
- relationships and filters: for cross-referencing data between databases;
- customizable templates: so you don't have to start from scratch;
- real-time collaboration: comments, mentions, access permissions;
- web clipper and integrations: web content capture, connection to Slack, Trello, Google Calendar, etc;
- Open API: to automate and connect with other tools (via Zapier, Make, etc.).
Notion
Advantages and disadvantages of Notion
Notion is one of those tools that is seductive at first glance, but whose power is only really appreciated when used on a daily basis. Rich, beautiful, modular... it can also confuse and even frustrate certain profiles.
✅ Let's start with the positive: maximum flexibility, centralized info, boosted productivity... Notion ticks a lot of boxes for modern teams looking for an intelligent workspace:
- all-in-one workspace: project management, notes, tasks, documentation... all in one place;
- ultra-flexible and customizable: adaptable to all workflows;
- powerful database: relationships, filters, multiple views;
- modern aesthetics and UX: pleasant to use every day;
- fluid collaboration: perfect for sharing information and feedback;
- no-code tool: automates and structures without a developer;
- comprehensive free version for freelancers and small teams.
❌ But this freedom comes at a price:
- longer learning curve than Trello ;
- no real management of dependencies between tasks (Gantt-type) ;
- no advanced native automations (requires Zapier or Make) ;
- slow performance on very large databases;
- less intuitive for non-technical users;
- limited offline functionality.
Trello vs Notion: compare features
When it comes to choosing a project management tool, functionality is often the sinews of war. Trello and Notion share certain fundamentals (Kanban, tasks, collaboration), but they take radically different approaches.
Here's a summary comparison table 👇 :
| Functionality | Trello | Notion |
| Kanban view | Native | Available via database |
| Calendar / Timeline view | ⚠️ Yes, but limited free | Yes, free and customizable |
| Task management | Simple and efficient | Very complete and customizable |
| Notes and documentation | ❌ Very limited | Native and powerful |
| Databases | ❌ Absent | Central |
| Automations | Butler (integrated) | ❌ Need for external tools |
| Space customization | ⚠️ Limited to Kanban structure | Free and visual |
| Predefined templates | Basic | Numerous and powerful |
| Real-time collaboration | Yes | Yes |
| APIs & third-party integrations | + Power-Ups | + Open API |
Focus on task management
Trello offers simple, straightforward task management. You create a card, add it to a column, add a checklist, a deadline, an assigned person... and off you go. Ideal for linear workflows or teams who like visuals without complexity.
Notion, on the other hand, offers ultra-flexible management: each task is a line in a database, with customizable fields (priority, date, type, status, etc.). It requires a little more set-up, but you gain in structure and fine control.
💡 Verdict: Trello is simpler, Notion is more powerful.
Focus on workspace personalization
Notion wins hands down here. You can create :
- dashboards,
- sub-pages,
- linked bases...,
with customized logic, all in an elegant environment.
Trello remains very rigid: you can't really get out of the Kanban board, even with Power-Ups. It is possible to add views, but this remains compartmentalized.
💡 Verdict: Notion is ideal if you want to adapt the tool to your way of working.
Focus on team collaboration
Both tools shine on this point. Trello focuses on simplicity:
- mentions,
- notifications,
- comments,
- member management by board.
Notion goes further:
- comments in context,
- modification history,
- fine-grained permissions (read, edit, duplicate),
- shared spaces for team documentation and projects.
💡 Verdict: Tie for small teams, advantage Notion for structured or documented environments.
Focus on database management
Trello offers no real database system. Each table is isolated, and cards are not linked together.
Notion lets you create relational databases, with :
- filters,
- multiple views,
- dynamic sorting,
- and even calculations.
A real plus for complex or multi-dimensional projects.
💡 Verdict: Notion, without appeal.
Focus on automation
Trello offers its own automation tool: Butler. It lets you create simple rules (if a card is moved, then notify X), and automate certain repetitive actions. Practical, but limited.
Notion doesn 't yet offer native automation (or very little). You have to use Zapier, Make or scripts via the API. More powerful, but also more technical.
💡 Verdict: Trello wins on ease, Notion on power... if you know how to exploit it.
Trello vs Notion: price comparison
| Plan | Trello | Notion |
| Free | Yes :
|
Yes :
|
| Basic | Standard - €4.26 / user / month :
|
Plus - €9.50 / user / month :
|
| Intermediate | Premium - €8.51 / user / month :
|
Business - €19.50 / user / month :
|
| Enterprise | Enterprise - €14.90 / user / month :
|
Enterprise - on request:
|
Trello vs. Notion: which interface is more intuitive?
Trello and Notion each have their own UX philosophy. One focuses on immediate visual simplicity, the other on advanced modularity. And in both cases, ergonomics can make all the difference to your day-to-day productivity.
| Criteria | Trello | Notion |
| Quick to learn | Immediate | ⚠️ Takes some getting used to |
| Visual customization | ❌ Very limited | Pages, colors, icons, blocks |
| Navigation structure | Linear and simple | Hierarchical, but denser |
| Content organization | By columns | By pages and databases |
| Mobile version | Smooth and optimized | Good, but sometimes slow |
| Dark/light mode | Available | Available |
| Multilingual | Yes | Yes |
Handling and ergonomics analysis
Trello's visual Kanban interface is immediately appealing. There's no need for a tutorial: you quickly understand how to create, move and classify tasks. It's the tool of choice for those who want to act without configuration.
Notion, on the other hand, takes a little longer to master. But once you've got the hang of it, it's an organizational war machine. You navigate between pages, bases, views and blocks with an almost Zen-like pleasure. Everything is customizable... sometimes too much so for profiles that just want to "tick a box".
Mobile accessibility
Both offer high-performance mobile applications, but with a few nuances:
- Trello mobile remains fluid, even with numerous tables;
- Notion mobile is complete, but can become less responsive with heavy bases or complex page loads.
💡 Verdict:
- for a simple, visual, immediate interface: Trello.
- for a modular, complete, customizable interface: Notion, provided you put some effort into it.
Trello vs Notion: compare integrations
The better a project management tool integrates with your collaboration or CRM stack, the more it becomes a nerve-center of your productivity. Whether you're a tech, product or marketing team, native integrations, their ease of configuration and automation capabilities often make all the difference.
👉 Number of available integrations
- Trello: ⭐⭐⭐⭐⭐
Over 200 Power-Ups available in the official marketplace, covering the most widely used tools: Slack, Google Drive, Notion Trello, GitHub, Microsoft Teams, Jira, Zapier, Salesforce, etc. And via Zapier or Make, the possibilities become almost limitless.
- Notion: ⭐⭐⭐⭐☆
Fewer direct native integrations, but an open API widely used by third-party tools. Integration with Slack, Google Calendar, GitHub, Figma, Linear, and possible synchronization with Trello or ClickUp via Zapier/Make. The ecosystem is evolving fast, but remains more "tech-friendly".
👉 Ease of configuration
- Trello: ⭐⭐⭐⭐☆
Power-Ups install in a few clicks, with a good level of customization in the interface. Most are designed for plug & play, although some advanced integrations (such as CRM or ticketing tools) require some fine-tuning.
- Notion: ⭐⭐⭐☆☆
Less accessible for the uninitiated: some integrations require going through the API or external tools like Zapier. Documentation is clear, but configuration often requires a minimum of technical logic.
👉 Customization and automation
- Trello: ⭐⭐⭐⭐☆
Butler rules allow you to connect your integrations to automatic triggers (e.g.: when a card is moved, notify in Slack). It's pretty intuitive, but advanced automations require juggling Power-Ups or tools like Zapier.
- Notion: ⭐⭐⭐⭐☆
Notion, via its API and third-party integrators, offers a very high level of customization, notably for synchronizing data, launching inter-app workflows or creating dynamically fed dashboards. But this often requires tools like Make or no-code logic.
💡 Conclusion
- Trello takes the advantage if you're looking for quick-to-implement integrations with a fluid user experience, ideal for execution- or product-oriented teams.
- Notion, which is more technical, appeals to those who want to build a tailor-made system, interconnected with their business stack, provided they devote some time to it (or go through a no-code builder).
When to choose Trello or Notion?
Trello and Notion meet very different needs. While Trello stands out for its ease of use, Notion seduces users with its rich functionality and modularity. To make the right choice, you need to start from the context of your team, the type of project you're working on, and the level of complexity you want to manage.
Typical use cases for Trello
Trello is the ideal tool for agile teams, freelancers and SMEs who want to get straight to the point. There's no need for a complex framework: just plan, track and deliver. It's the perfect tool for keeping on top of your projects without getting lost in the structuring.
📌 Here are the most frequent use cases:
- planning marketing campaigns with deadlines and simple checklists ;
- monitoring Agile development in Kanban mode (sprints, backlog, releases);
- managing team tasks in a non-technical environment;
- personal or professional to-do lists: simple, visual and accessible;
- content production follow-up (writing, validation, publication) ;
- first-level customer support management via integration with Slack or Gmail.
In short: choose Trello if you need a tool that's quick to deploy, visual and has no learning curve.
Typical use cases for Notion
Notion is designed for teams that document, structure and centralize. It quickly becomes the organizational heart of a company or project, especially if you need to link numerous sources of information and create tailor-made logic.
📌 It's the ideal solution in these cases:
- creating a wiki or internal knowledge base for your team ;
- tracking complex, multi-dimensional projects(customers, status, deadlines, deliverables, etc.);
- centralization of company processes: onboarding, HR, technical documentation ;
- product team management: roadmap, backlog, versions, user feedback;
- multi-channel editorial planning, with dynamic views (kanban, calendar, table);
- interconnected database management: CRM, lead management, partnerships, etc.
In short: opt for Notion if you're looking for a complete workspace tool, capable of adapting to your processes, even the most specific ones.
Simplify or structure? The choice is between Trello and Notion
So, Trello or Notion? We've seen that these two project management applications don't have the same philosophy, nor the same strengths:
- Trello is a simple, fast and visual tool, ideal for teams who just want to manage tasks and get on with things without getting bogged down, and its Kanban interface remains one of the most efficient on the market;
- Notion, for its part, offers an all-in-one workspace, a modular solution that shines when it comes to centralizing information, documenting, structuring or connecting databases together.
🧠 The best choice therefore depends on your real needs:
- if you have a small team, a well-defined project, or a simple process ➤ Trello will do the job just fine ;
- if you're looking for a versatile, scalable management tool that can replace several software packages ➤ Notion is an excellent bet.
In any case, both of these productivity software packages offer a solid free version. The best part? Test them out for a few days with your team to see which one fits best into your workflow.
FAQ - Trello vs Notion
Are Trello and Notion free?
Yes, both tools offer a free version.
- Trello Free lets you create up to 10 tables per workspace, with basic functionality and some automation.
- Notion Free offers unlimited use in terms of number of pages, with access to databases, but certain advanced features (permissions, guests, history) are reserved for paying plans.
Can I connect Trello to Notion?
Yes, via third-party integrations such as Zapier, Make (ex-Integromat) or the Notion API. You can synchronize Trello cards with Notion pages or databases, create automations between the two or link their task management.
👉 Example: automatically create a Trello card when a task is added in Notion.
Which tool to choose for a non-technical team?
Trello is often preferred by non-technical teams thanks to its intuitive interface and 100% visual logic.
The richer Notion may require a little configuration at the outset - but once set up, it becomes very accessible, even for non-tech profiles.
Which tool is best suited to team documentation?
Without hesitation: Notion.
Its structure of pages, databases and templates makes it a perfect solution for centralizing documentation, creating an internal wiki, managing processes or sharing content between teams.
Trello can do the same, but only for very simple documentation.
Which is more secure, Trello or Notion?
Both tools are serious about security:
- Trello (Atlassian) offers data encryption, fine-grained permissions, and certifications such as SOC 2.
- Notion also offers encryption, access management, SSO and a secure cloud infrastructure. Its Enterprise plan offers advanced data governance options.
Article translated from French