I didn’t expect to spend this much time obsessing over project management tools, but here I am torn between ClickUp and Notion, again. It all started with a simple goal: build a streamlined workflow that lets me manage client projects, personal tasks, and a knowledge base without bouncing between apps like a caffeinated squirrel.
Spoiler alert: both tools are great… and deeply flawed in their own ways.
Why I First Chose Notion (And Why It Felt So Right at First)
Notion drew me in with its beautiful templates, clean interface, and that satisfying feeling of dragging blocks around like digital Lego. As someone who loves customization, it felt like building my own second brain.
I used it for note-taking, candidate interviews, SOP creation, and even built out an academic dashboard when I was juggling a short course.
But… the cracks started to show.
- No native time tracking.
- Recurring tasks? Nope.
- That annoying lag on mobile made me avoid the app altogether.
- And don’t even get me started on its lack of native reminders.
I loved how it looked, but I constantly found myself manually updating things that should’ve been automated.
Then I Tried ClickUp And It Was a Lot
When I made the jump to ClickUp, I was hopeful. It’s pitched as an all-in-one project hub with Kanban, calendar, and Gantt views, recurring tasks, goals, reminders, automations, dashboards, and even built-in time tracking. I mean… it had everything I thought I wanted.
And yeah, it delivered.
I started setting up workflows for a remote dev team, syncing tasks with Google Drive, building out project deliverables templates, and using the OKR feature to track client milestones.
The widgets in the reporting dashboard were actually helpful (not just pretty graphs), and the native offline desktop support meant I could work without worrying about losing data mid-flight.
But here’s the thing: it felt like flying a spaceship when I just needed a bike.
ClickUp’s learning curve was no joke. The dense interface, the constant pop-ups, the complexity of setting up dependencies and automations it was overwhelming. I spent more time onboarding teammates than getting actual work done.
Notion Still Has My Heart (But It’s Not Perfect)
There’s something I love about the way Notion lets you create a modular content system. The freedom to nest pages, create backlinks, and use community-built templates still makes it my go-to for knowledge management and documentation. It’s where my thoughts live. My team uses it for shared notes, content planning, and client onboarding docs.
But when it comes to task execution, I find myself slipping back into ClickUp.
I Now Use Both But I Wish I Didn’t Have To
This is the annoying part. I currently use ClickUp for client project tracking, and Notion for everything else. It works, but it’s messy. I’m constantly jumping between apps, syncing tools via Zapier, and praying that my time tracking integration (hello, Everhour) doesn’t break.
And yes, I know both have their own mobile apps, offline modes, security features (like AES-256 encryption, SSO, and 2FA), and a long list of integrations but at the end of the day, I just want one place to work.
Here’s What I’d Tell Anyone Trying to Choose in 2025
If you’re like me someone who runs a small business, manages freelance gigs, and builds a digital paper trail for everything you’re not just looking for “features.” You want something that feels like home. So here’s my honest breakdown:
Go with Notion if you:
- Care more about aesthetics and flexibility than built-in structure
- Need a place for personal projects, SOPs, and team documentation
- Hate steep learning curves
- Value community-driven content and beautiful dashboards
- Use tools like Evernote or Trello, but want something more modern
Choose ClickUp if you:
- Need to assign tasks, track time, and actually ship projects
- Manage a team or multiple clients
- Want robust automation, reporting, and goal tracking
- Don’t mind a steeper learning curve if it means more power
- Like using one tool instead of duct-taping five together
But… Why Not Just Use Both?
You totally can and many people do. There’s even a public API and third-party automation tools like Make or Zapier to help glue them together. But using both takes mental bandwidth. You’ll constantly be context-switching and syncing data across platforms. And if you’re anything like me, that can kill momentum.
Final Verdict? I Still Can’t Pick a Winner
I regret how much time I’ve spent customizing both tools. I love how Notion feels and hate how often it makes me do things manually. I love how ClickUp automates my life and hate how it overwhelms new teammates.
So here’s my advice: Don’t just chase features. Try them both. Start small. Build slowly. And don’t be afraid to walk away from one or both if they’re not helping you get actual work done.
Oh, and if you’ve figured out a better system? Tell me. Seriously. I need it.
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