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 keep coming up: 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 that combines notes, databases, dashboards and team documentation.
So, Trello or Notion? Which is better suited to the way you work, the size of your team, or your need for productivity?
💡 In this comprehensive comparison, we take a close look at the features, interface, price, integrations and use cases of these two software packages, to help you make the best choice, without wasting any 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 and highly effective Kanban approach. You organise 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 lets you manage projects, track tasks and collaborate in real time without friction. Whether you're planning a product launch, managing an agile sprint or organising 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 structuring data.
Trello's main features
Trello shines for its simplicity, but that doesn't mean it lacks key features. Before going into detail, let's remember that Trello is a modular tool. Its core is tables. But thanks to a rich library of Power-Ups (integrations), it can be transformed into a real 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;
- customisable cards: add checklists, deadlines, attachments, comments and more;
- labels and filters: to better sort, organise and prioritise tasks;
- automations (Butler): automatic triggering of 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 visualise 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:
- quick to learn: no training required to get started;
- clear, intuitive interface: the columns and cards speak for themselves;
- ideal for Kanban: highly effective 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 into structuring, databases, or complex management, Trello reaches its limits. That's where it can prove too simple... or even frustrating. Here are its weak points:
- lack of hierarchical structure: no sub-pages or advanced databases ;
- dependence on Power-Ups for certain crucial functions;
- not suitable for very complex or heavily documented projects;
- limited view outside Kanban (calendar and timeline only available for a fee);
- automation features are still basic.
What is Notion?
General presentation of Notion
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 is transforming the way teams organise information, projects and collaboration.
Designed as a customisable 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 (virtually) blank canvas to organise 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 main 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 anti-rigid tool. There's no imposed model here: you assemble functionalities like LEGO blocks to create the ideal workspace. Here are the main building blocks:
- unlimited pages and sub-pages: for organising 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, etc;
- relationship and filter system: for cross-referencing data between databases;
- customisable templates: so you don't have to start from scratch;
- real-time collaboration: comments, mentions, access permissions, etc;
- web clippers 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 really comes into its own when you use it on a daily basis. Rich, beautiful, modular... it can also be confusing and even frustrating for certain profiles.
✅ Let's start with the positive: maximum flexibility, centralised information, 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 customisable: adaptable to all workflows;
- powerful database: relationships, filters, multiple views;
- modern design and UX: pleasant to use every day;
- fluid collaboration: perfect for sharing information and feedback;
- no-code tool: allows you to automate and structure 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 customisable |
| Task management | Simple and efficient | Very comprehensive and customisable |
| Notes and documentation | ❌ Very limited | Native and powerful |
| Databases | ❌ Absent | Central |
| Automation | Butler (integrated) | ❌ Need for external tools |
| Space customisation | ⚠️ Limited to the Kanban structure | Free and visual |
| Predefined templates | Basic | Very 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 offers ultra-flexible management: each task is a line in a database, with customisable fields (priority, date, type, status, etc.). It takes a bit more to set up, but you gain in structure and fine control.
💡 Verdict: Trello is simpler, Notion is more powerful.
Focus on personalising the workspace
Notion wins hands down here. You can create :
- dashboards
- sub-pages
- linked databases..,
with customised logic, all in an elegant environment.
Trello remains very rigid: you can't really get away from the Kanban board, even with Power-Ups. It is possible to add views, but it remains compartmentalised.
💡 Verdict: Notion is ideal if you want to adapt the tool to your working method.
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 the 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, no 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. It's practical, but limited.
Notion does not 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 use it.
Trello vs Notion: compare prices
| 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 customisation | ❌ Very limited | Pages, colours, icons, blocks |
| Navigation structure | Linear and simple | Hierarchical, but denser |
| Content organisation | By column | By pages and databases |
| Mobile version | Smooth and optimised | Good, but sometimes slow |
| Dark/light mode | Available | Available |
| Multilingual | Yes | Yes |
Analysis of ease of use and ergonomics
Thanks to its visual Kanban interface, Trello is immediately appealing. There's no need for a tutorial: you quickly understand how to create tasks, move them around and classify them. It's the tool of choice for people 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 organisational war machine. You navigate between pages, databases, views and blocks with an almost Zen-like pleasure. Everything is customisable... 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 databases or complex page loads.
💡 Verdict:
- for a simple, visual, immediate interface: Trello.
- for a modular, comprehensive, customisable interface: Notion, provided you put a bit of 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 centre for 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 commonly 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 that is widely used by third-party tools. Integration with Slack, Google Calendar, GitHub, Figma, Linear, and possible synchronisation with Trello or ClickUp via Zapier/Make. The ecosystem is evolving fast, but remains more tech-friendly.
👉 Ease of configuration
- Trello: ⭐⭐⭐⭐☆
Power-Ups can be installed in a few clicks, with a good level of customisation in the interface. Most are designed for plug & play, although some advanced integrations (such as CRM or ticketing tools) require a few tweaks.
- Notion: ⭐⭐⭐☆☆
Less accessible for the uninitiated: some integrations require you to go through the API or external tools such as Zapier. The documentation is clear, but configuration often requires a minimum of technical logic.
👉 Customisation and automation
- Trello: ⭐⭐⭐⭐☆
Butler rules allow you to connect your integrations to automatic triggers (e.g. when a card is moved, notify Slack). It's fairly intuitive, but advanced automation requires you to juggle with Power-Ups or tools like Zapier.
- Notion: ⭐⭐⭐⭐☆
Notion, via its API and third-party integrators, offers a very high level of customisation, particularly for synchronising data, launching cross-application workflows or creating dynamically fed dashboards. But this often requires tools like Make or no-code logic.
💡 Conclusion
- Trello has the edge if you're looking for integrations that are quick to set up, 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 bespoke system, interconnected with their business stack, provided they spend a little time on it (or go through a no-code builder).
When should you choose Trello or Notion?
Trello and Notion meet very different needs. While Trello stands out for its ease of use, Notion is attractive for its rich functionality and modularity. To make the right choice, you need to start from the context of your team, your type of project 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, follow through and deliver. It's the perfect tool for keeping on top of your projects without getting lost in the structuring.
📌 Here are the most common 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-dos: simple, visual and accessible;
- content production monitoring (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 centralise. It quickly becomes the organisational heart of a company or project, especially if you need to link numerous sources of information and create a bespoke logic.
📌 It's the ideal solution in these cases:
- creating a wiki or internal knowledge base for your team ;
- tracking a complex project with several dimensions (customers, status, deadlines, deliverables, etc.);
- centralising company processes: onboarding, HR, technical documentation, etc;
- product team management: roadmap, backlog, versions, user feedback, etc;
- multi-channel editorial planning, with dynamic views (kanban, calendar, table);
- management of interconnected databases: CRM, lead management, partnerships, etc.
In short: opt for Notion if you're looking for a complete workspace tool that can adapt to your processes, even the most specific ones.
Simplify or structure? The choice is yours between Trello and Notion
So, Trello or Notion? As we've seen, these two project management applications don't have the same philosophy or 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 in headaches, and its Kanban interface remains one of the most effective on the market;
- Notion, for its part, offers an all-in-one workspace; it's a modular solution that shines when it comes to centralising information, documenting, structuring or connecting databases together.
🧠 So the best choice 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, these two productivity software packages offer a solid free version. The best thing? 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 functions and some automation.
- Notion Free offers unlimited use in terms of number of pages, with access to databases, but certain advanced functions (permissions, guests, history) are reserved for paying plans.
Can I connect Trello to Notion?
Yes, via third-party integrations such as Zapier, Make (formerly Integromat) or the Notion API. You can synchronise 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 should you choose for a non-technical team?
Trello is often preferred by non-technical teams thanks to its intuitive interface and 100% visual logic.
Notion, which is richer, may require a bit of configuration at the start - 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 centralising documentation, creating an internal wiki, managing processes or sharing content between teams.
Trello can be used for this, 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