Notion vs Trello: Why I Made the Switch (And You Should Too)

I loved Trello. I really did.

For four years, those colorful Kanban boards were my daily home. I organized client projects, planned content, tracked personal goals—all in Trello. It was visual, simple, and just worked.

But then my freelance business grew. And suddenly, Trello felt... limiting.

I'd be working on a project and think, "Wait, where did I save that client brief? Was it in Google Docs? Or Evernote?" I'd need to reference a meeting note while updating a task, which meant switching apps. Again.

That's when I tried Notion. And honestly? I resisted at first. Trello was comfortable. Why fix what wasn't broken?

But after building my first all-in-one dashboard, I realized: Trello wasn't broken. It just wasn't enough anymore.

This is my honest Notion vs Trello comparison—from someone who genuinely loved Trello but needed more.

The Head-to-Head Comparison: Where They Shine, Where They Falter

Simplicity & Ease of Use (Winner: Trello)

I'm not going to sugarcoat it—Trello is easier to learn. You can create your first board in literally 60 seconds. It does one thing (visual task management) incredibly well. The verdict: If you want something you can master in 10 minutes, Trello wins hands down.

Flexibility & Customization (Winner: Notion)

Trello gives you boards, lists, and cards. It's like a perfect filing cabinet. **Notion is a blank canvas.** You can view the same data as a Kanban board, a calendar, a table, or a timeline. The verdict: Notion's flexibility is unmatched.

Task Management vs. Project Hub (Winner: Notion)

This is the core difference. **Trello is a task manager.** Your tasks, notes, documents, and data live in separate apps. **Notion is a project hub.** Everything I need is one click away. No app switching. The verdict: If your projects involve information, Notion transforms how you work.

Note-Taking & Documentation (Clear Winner: Notion)

Let's be real: **Trello's "description" field is terrible for serious note-taking.** Every page in Notion is a full-featured document. I canceled my Evernote subscription the day I realized I hadn't opened it in three weeks. The verdict: If documentation matters to your work, this alone justifies the switch.

Pricing & Value (Winner: Notion's Free Plan)

Here's what surprised me: **Notion's free plan is more powerful than Trello's paid plan.** Trello Free has hard limits (10 boards). Notion Free gives you unlimited pages and blocks. The verdict: Notion delivers more value, especially on the free tier.

My "Aha!" Moment: The Single Feature That Made Me Leave Trello

I was managing three client projects on three Trello boards. A client asked about a deliverable from two months ago. I spent 15 minutes hunting. That's when I discovered **Notion's Linked Databases**. In Notion, I can link a "Projects" database to a "Clients" database. When I click on a project, I instantly see the client info, other projects, invoices, and notes. This is impossible in Trello.

This feature alone—the ability to connect information—transformed my workflow from scattered chaos to an integrated system.

Trello is great at showing you what to do. Notion shows you what to do and gives you all the context you need to do it well.

An Honest Guide: Who Should Stick with Trello?

You should stick with Trello if you want absolute simplicity, only need visual task management, work with a team that needs easy adoption, or love the Kanban experience above all else. There's no shame in choosing simplicity.

And Who Should Seriously Consider Switching to Notion?

You should switch to Notion if you're juggling multiple types of information, are tired of app-switching, need deeper project context, or want one system that grows with you. Yes, there's a learning curve, but it's a one-time investment that pays dividends forever.

Conclusion: From a Simple List to a True Command Center

Here's what I learned from my Notion vs Trello journey: Trello didn't fail me. I outgrew it.

Switching wasn't about finding a "better" tool. It was about finding the right tool for where my business is now. My productivity isn't just higher—it's easier.

So should you switch? If you're reading this and nodding along, then yes. Absolutely.

And if you're ready to see what that looks like in practice, I've built something for you.

I documented my entire transformation: How I Replaced 5 Subscription Apps with a Single Notion Dashboard

Think of this article as the "why." That article is the "how." Your command center is waiting. Go build it.

What's holding you back from trying Notion? Or if you've already made the switch, what was your "aha!" moment? Let me know in the comments.

Additional Resources

• Trello Official Website
• Notion Official Website