Which project management tool is best for you

Which project management tool is best for you

Using modular, productivity-boosting solutions like Notion, Coda, and Airtable can seem like a challenge at first. However, you will gradually discover the effective elements while keeping all the information and the team in one place. On the other hand, there are proven software like Trello, Asana, and Jira with a single function in mind. If you’re confused between Notion and Trello for managing projects and tasks, we’ll compare them in this article to help you choose one.

Notion vs trello

At first glance, Notion and Trello seem similar. Well, they both let you handle big projects like a pro. But the concept couldn’t have been different.

Concept relies on project management models to begin with. While Trello follows the proven Kanban method of moving blocks around as the project progresses.

In this article, we will compare Notion and Trello on various factors. Talking points include interface, features, sharing, price, management capabilities, etc. Let’s start.

Cross-platform availability

Notion is available on iOS, Android, Mac, Windows, and Web. To provide a seamless experience across all platforms, the company uses the same user interface on mobile, PC and web.

My only complaint is with the Notion mobile apps. Instead of being native, they are essentially web wrappers.

Trello has the upper hand, as it’s available on iOS, Android, macOS, Windows, and web. It also supports all major browsers.

Even though both apps are accessible on mobile platforms, the experience is best served on the web.

User interface

Notion appears like a large blank canvas. You can add templates to it and start organizing the content.

The main options, such as pages and subsections, are on the left. The problem with Notion is that it won’t throw out all the details about the user. Editing options are available as soon as you use the ‘/’ command.

Notion u

Notion u

Memorizing useful Notion commands will help you save time later.

On the Trello home screen, you’ll find all recently viewed and personal boards. You can create a team, add a name, and then integrate the relevant sections of the table related to the project.

Trello ui

Trello ui

You can also change the backgrounds of the table to suit the feeling and style of the project.

Project and task management

You can create to-do lists on Notion and Trello. This reduces your addiction to constantly scrolling through the lists of other to-do apps like Todoist or TickTick.

You will need to use templates on Notion. You can find multiple task templates in the Notion template gallery, and you can choose any one according to your needs.

Notion’s weekly planner template is my favorite for managing small projects, and I humbly recommend it to everyone.

Management of Notion tasks

Management of Notion tasks

You can give it a relevant name, add a cover photo and an icon to get started. Now add tasks below the days of the week and as an added bonus you can integrate reminder notifications.

Type ‘/ remind’ and add the date and time to be notified on mobile or PC.

Concept roadmap

Concept roadmap

When it comes to managing large projects, Notion offers several models of project management. Among them, Roadmap is my favorite. For me, the roadmap template is like Trello on steroids.

You can track current projects, add issues, embed tags, share them with a team member, and more. Not only that, but one can also tap the tab and see all the details about it.

You can add as many suitable table contents as you want. After that, you need to embed tags and buttons to get the most out of the template.

Concept issues

Concept issues

Trello popularized Kanban-style project management with drag-and-drop, and sticks to its strength by setting it as the default option.

Trello sticks to the basic view of the board. Depending on your needs, you can give the board a relevant name and configure everything. Here is how I use it.

I added tasks to the Assigned, In Progress, In Progress, Under Review, and Completed tabs for the product timeline. I tag the tasks to a relevant team member, add details like image, description and conversation in the comments menu.

Trello manage

Trello manage

For bug tracking, I created a separate table that shows the current projects in the company. Under each project I add app progress issues, add team member tags, add bug details and screenshot and check it in once it is corrected.

Trello projects

Trello projects

That said, Notion can be a bit confusing and overwhelming for people who are just starting out with it. The process is to find the right model for you. Trello has a more user-friendly process to get started.

Features and sharing

Trello relies on third-party integration with other apps. They are called power-ups. The list of apps is endless here. It is neatly categorized into sub-sections under the Power-up menu. I am sure you will come across something that you use on a daily basis.

Using power-ups, you can also add Trello tasks to Google Calendar. Trello also feels visually pleasing with minimal effort.

Trello Bonus

Trello Bonus

Notion is can be your ultimate workspace to organize your information and the work of your teams. You can create a subscription tracker, financial tool, books tracker page, etc. The possibilities are limitless.

As expected, both programs allow you to invite members to a board or workspace. You will find all member activities in the notification panel.


Notion is free for personal use. When it comes to team sharing, you can invite up to 5 users to a team. Paid plans start at $ 4 per member per month.

Trello offers the premium version called Trello Gold. With $ 3.75 / month you have access to all the customization features, add files larger than 10MB, and use third-party integration from other apps.

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Choose one wisely

Both apps offer compelling task and project management capabilities using templates. However, the two differ when it comes to execution. For small teams and projects with minimal timelines, I would recommend going with Trello. Notion is best suited for those who want to organize all the little details possible in one place.


Notion is a joy to use with keyboard shortcuts. Read the article below to find the top eleven Notion keyboard shortcuts to increase your productivity.

Last updated on Nov 18, 2020

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