Notion vs Trello

Notion uses flexible databases and nested pages, powered by a block-based editor. This structure allows Notion to function as a complex wiki, CRM, and project manager. Users can link data across different pages using relations and rollups in Notion. Trello is built around the intuitive Kanban board method: lists of cards moved left to right. This simple layout makes Trello instantly understandable for visualizing workflows and task progression. The core philosophy of Trello is simplicity for action tracking; Notion focuses on content and data creation. If you need a robust wiki, Notion is the clear choice for extensive documentation needs. If rapid process visualization is key, Trello offers unbeatable clarity for your teams.

Notion offers powerful customization but suffers a steeper learning curve for teams. New users need time to understand databases, relations, and permissions in Notion. Trello is praised for its exceptional ease of use and delivers business value quickly. Customers report that 75% of organizations using Trello see value within just 30 days. The simple visual workflow of Trello ensures high team adoption and minimal training required. Notion’s blank canvas approach grants flexibility but can feel initially overwhelming to less technical users.

Notion is officially recognized as the #1 knowledge base for three years running. Its native block editor and hierarchy are perfect for creating comprehensive, interlinked team wikis. Organizations frequently use Notion to consolidate all scattered internal knowledge into a single source of truth. Trello is not designed for deep knowledge management or organizing vast documentation libraries. Teams use Trello cards to hold task-related documents or brief notes instead of structured pages. If centralizing institutional knowledge is a project goal, Notion is the undisputed champion for your organization.

Trello features powerful, built-in, no-code automation on every single board. These rules allow robots to handle moving cards or assigning tasks, even on the Free plan. Premium Trello users benefit from unlimited Workspace command runs for continuous efficiency. Notion uses conditional forms logic and database rules for some automation flows. However, Notion’s core focus is content, not built-in workflow robotics like Trello offers. Trello users can automate steps to focus on meaningful work rather than manual administrative upkeep.

Notion provides every team member with a built-in AI writing and research assistant. It is recognized by G2 as the #1 rated AI writing tool available today. Notion AI can generate drafts, summarize documents, and perform complex searches across the workspace. Trello uses Atlassian Intelligence (AI) mainly to turn unstructured emails and chats into organized task cards. The AI in Trello adds summaries and necessary links to ensure swift conversion of communication into action. Notion offers a much broader and deeper scope of AI functionality within the workspace itself.

Notion provides comprehensive features for large organizations, starting at the Business tier. This includes advanced security features like Audit logs and Domain Verification. Notion’s Enterprise plan adds SCIM user provisioning and specialized security integration support (DLP/SIEM). Trello Enterprise offers free SSO and user provisioning using Atlassian Guard for central administrative control. Both tools scale well, but Notion emphasizes deeper administrative and compliance controls for highly regulated environments. Trello focuses its Enterprise support on 24/7 admin assistance for global teams.

Trello offers Card Mirroring, which allows a single task card to appear on multiple boards. Managers can gain a bird’s-eye view of a single task across different departmental workflows easily. Notion requires building complex database relations and rollups to track overlapping tasks effectively. While Notion is powerful, creating multi-project oversight can be difficult for non-technical managers. Trello’s visual approach makes simultaneous cross-project tracking much simpler out of the box.

Notion allows high file sizes with unlimited storage on paid plans (up to 5GB per file). This accommodates large media files, making Notion a better asset repository. Trello offers unlimited storage but caps individual file uploads at 250MB on paid plans. This limit is sufficient for most documents but may restrict video or large creative files. Notion offers a more robust file-handling capacity for organizations managing large assets.