I still remember the chaos of my first real remote project. Endless tabs open, random Google Docs scattered across folders, team updates buried in email threads and deadlines slipping quietly through the cracks.
That mess was the moment I realized I needed more than just a to-do list. I needed a tool that could help me organize everything. That’s how I stumbled into the Notion vs Trello rabbit hole.
I’d heard people swear by both tools, calling them productivity game-changers. But choosing between them wasn’t easy, especially when blog posts and tutorials kept repeating the same surface-level stuff. So I actually used both not just for a few minutes, but across months of team collaboration, sprint planning, solo work, and chaotic deadlines. And what I learned wasn’t what I expected.
I Tried Trello First and Loved the Simplicity
Trello was my first real taste of visual task tracking. It’s built around the Kanban board style: drag-and-drop cards in lists on boards. Simple. Clean. No clutter. I set it up in minutes without watching a single YouTube tutorial. That was a huge win.
I used Trello to map out project management workflows, add due dates, and even share boards with clients. It felt intuitive and familiar like digital sticky notes. The interface may not win any beauty contests, but it works.
What I really loved:
- Dashboard, Timeline, Table, Calendar, and Map views (if you’re on the Premium plan)
- Minimal setup just create a board and go
- Tons of Power-Ups and integrations (Zapier, Gmail, Google Calendar, even Integromat)
- Easy onboarding for teams who don’t want to learn a new system
But…
One Annoying Issue with Trello That Made Me Look Elsewhere
As my projects grew more complex, Trello started to feel… flat. I needed more than just cards. I wanted a central knowledge base, places to store documents, wikis, roadmaps, internal notes, and more. Trello wasn’t built for that.
Even with Power-Ups, I couldn’t replicate the all-in-one workspace I imagined. That’s when I decided to give Notion a real shot.
I Was Overwhelmed by Notion at First But It Grew on Me
Notion felt like walking into a productivity IKEA. So many menus. So many blocks. At first, I honestly hated it. I just wanted to create tasks not design a digital empire.
But once I slowed down and gave it a weekend, things clicked.
Notion isn’t just for task management. It’s for note-taking, database management, creating wikis, storing meeting notes, planning content calendars, building product roadmaps, and more. Everything is a building block you can rearrange.
Here’s how I use it now:
- A company wiki with embedded pages for HR, policies, SOPs
- A blog content database with tags, statuses, deadlines, and author assignments
- A personal goals tracker using Kanban, table, and calendar views
- A space to collaborate asynchronously with team comments and mentions
- An internal blog where I write updates and share wins
I’m still blown away by the flexibility. Yes, it has a steep learning curve, and yes, sometimes I get stuck down a rabbit hole of customizing instead of actually doing work. But for teams who want to replace multiple tools with one, Notion is a beast.
Notion vs Trello: So Which Do I Use Now?
Honestly… both.
Trello is still my go-to for quick-moving task management projects where the team needs simplicity and zero friction. I use it for things like sprint boards, client deliverables, or ad-hoc checklists.
Notion is my hub. It’s where I store company knowledge, manage projects that need context, and document the why behind every task. It helps me see the bigger picture, not just the next checkbox.
What About Nuclino? I Tried That Too
At one point, I tried Nuclino a lightweight alternative that promises the flexibility of Notion with the simplicity of Trello. It’s super clean, distraction-free, and collaborative. You can use nested lists, mindmap-style graphs, or tables to organize your content.
If Notion ever feels too much and Trello too little, Nuclino might be the sweet spot.
But I still came back to Notion and Trello, mostly because of integrations and team habits. Old habits die hard.
What You Should Know Before Choosing
Choosing between Notion vs Trello depends on your workflow, team size, and how much customization you can handle.
Here’s a quick way to decide:
- Use Trello if you want a dead-simple, visual tool to manage tasks fast.
- Use Notion if you need a flexible, customizable system to manage content, projects, and internal documentation all in one place.
- Consider Nuclino if you want balance: a clean UI with just enough features to stay productive without getting lost in menus.
You can even use Trello and Notion together I embed Trello boards inside Notion pages using Zapier and it works like magic.
I Don’t Regret Using Either But I Recommend This…
Start with one. Stick to it for 30 days. Don’t just test the features live inside the tool. Build real systems. Move your team into it. That’s the only way you’ll know if it feels right.
I’ve seen people fall in love with Notion’s elegance and power. I’ve seen others rage-quit after five minutes. I’ve seen Trello users get bored and switch. And I’ve seen teams use both together like pros.
The best tool? It’s the one your brain enjoys using. The one you don’t dread opening every morning.
So try them. Mess up. Build dashboards. Break workflows. Rebuild them better.
And hey if you’ve used Notion, Trello, or Nuclino, tell me what surprised you most. I’d love to hear your honest take.
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