Quick Summary
Notion’s larger suite of tools and views makes it flexible for large content management teams. Conversely, Trello is simpler with visual boards that make managing projects and creative ideas a walk in the park. Describing either service as a good SaaS content management tool is unfair as they’re both excellent. However, a head-to-head contest in the competitive world of SaaS management software leaves room for only one winner. Here’s your clue to finding the better pick.
Notion vs Trello for Content Management: Which Does More for Your Team?
Ask any SaaS marketing team how they plan their content, and you’ll hear one of two names: Notion or Trello.
Both are excellent for basic and complex tasks, with strategic planning features that integrate with all popular operating systems. However, if you’re to choose Notion vs Trello for content management services, align your choice with your team’s needs, expectations, and budget.
We analyzed both in detail to help you see which one’s best for your team. Here’s the breakdown.
Notion vs Trello: Key Differences
Notion is Versatile for Complex Workflow, While Trello is Excellent at Organizing Simple Tasks
Notion, the more versatile of the duo, is designed for maximum productivity. Whether you’re embedding photos, social media posts, charts, tables, or just taking notes, Notion easily converts user pages into public-facing websites.
Its unique “pages” contain easily accessible information that simplifies connecting across various content “blocks” like text, databases, tables, kanban boards, and more. Also, Notion’s vast library of pre-built templates covers everything from SaaS content management to meeting agendas and work patterns.
Trello has a lower functionality level, as users often have to integrate their account with an external tool like Google Workspace for robust usage.
Thanks to lists like “To Do,” “In Progress,” and “Completed,” Trello’s kanban boards create a clear view of your workflow. The minimalist service also features add-ons that introduce more functionality, including deadlines, calendars, and team chats within the cards.
If your team is considering curating complex projects and technical content that requires in-depth content analytics and reporting abilities, Notion is a better pick. And if your team is small, Trello is a great choice.
Trello is Easy to Learn while Notion has a Steeper Learning Curve
Teaching new team members to navigate a Trello content planner for SaaS can be smoother than getting them to navigate Notion.
It’s no surprise Trello is often praised on Reddit for how quickly teams can create on-brand interactive proposals. On the other hand, some Notion G2 users prefer Notion due to its increasingly sophisticated features.
While Notion’s free version offers a great start, teams often have to upgrade to a paid plan to master the ropes of collaboration and functionality.
Trello Is Cheaper, with a More Generous Free Version for Budding Teams
Many users choose Trello because of its more generous free version and affordable pricing starting from $5 per month.
However, this advantage has its limit. Suppose your budding SaaS content management team shares files that are only up to 10 MB, Trello’s free version might suffice. Also, once you hit the file size cap, you could find yourself forced to pause important workflows or upgrade to a paid plan in the middle of a critical project.
Conversely, Notion might make a better pick if you don’t mind spending a bit more for more versatility. Notion’s monthly plan starts at $10/month.
What is Notion?
Notion is an all-in-one workspace for organizing tasks, taking notes, curating, and sharing data. Built with developers and content creators in mind, the service lets users organize data, collaborate with others, and manage various tasks.
Think of it as a versatile online hub where you can create custom applications for task management, wikis, note-taking, and more. While Notion offers numerous extensions and integrations with your common platforms, it’s a bit pricier than Trello and has a steeper learning curve.
Key Features
Pre-designed Blocks
Notion supports a unique concept of “pages” and pre-built blocks that serve as data containers. Users can either hold separate content “blocks” containing text, databases, tables, Kanban boards, and more, or sync blocks so every edit reflects on all involved pages.
Templates
Whether you’re managing projects, tracking meetings, or drawing up agendas, Notion’s vast library of templates has got you covered. Suppose a team member needed to create a pitch deck or plan an emergency meeting without starting from scratch. Any of the 5,000+ templates on the Notion community can jumpstart the process.
Databases
Databases are powerful tools in Notion that help with managing structured data. Users can create customized databases for meetings, tasks, contacts, or anything else worth tracking.
Integrations
Notion integrates with famous tools such as Google Drive, Slack, Calendar, etc.
Live Note-taking and Editing
Notion offers a space for organizing and capturing ideas. It also permits live document editing as team members collaborate on the same content in real-time.
Notion AI
Notion AI lets users generate copies like emails and blog posts at the speed of thought. Excellent for crafting contents that require little human input, while providing handy inspiration to guide personalized text.
Analytics
High-end analytics help content managers analyze user engagement with stats on page views and edits.
Pricing
Notion’s free version, which is excellent for individual use and small teams, offers basic functionality and limited block usage. However, Notion users can access advanced features on the service using any of its tiered payment plans.
Starting from $10, teams can unlock more blocks, improved workflow automation, or advanced integrations. Higher plans also offer priority support and advanced security and compliance features.
Notion AI is available as an add-on to paid plans. You pay for Notion AI based on the adjoining paid plan and service usage.
Pros and Cons
Pros
- High-end Customization and Versatility
- AI Technology
- Organization
- All-in-One Virtual Workspace
- Powerful Features
Cons
- Steeper Learning Curve
- Restricted Collaboration Features
What is Trello?
Trello is a minimalistic but excellent visual project management tool that streamlines content management workflows. With its straight-to-the-point collaboration tools, automation features, and custom add-ons, content managers can spend less time and resources following up on workflows.
Trello’s intuitive interface helps individuals and businesses seamlessly organize projects, track progress, and collaborate effectively with other users.
Key Features
Labels
Organize and classify tasks in Trello using the labels feature. Users can view all cards with a specific label from across multiple boards.
Checklists
This feature helps teams break down larger tasks into smaller, more manageable subtasks.
Boards, lists, and cards
Trello’s basic structure includes Kanban-style visualization boards, lists, and cards. Boards display projects or workflows, while lists meet users indicate stages of tasks using any of the “To Do,” “In Progress,” or “Completed” labels. Cards represent individual tasks within each list, giving team users a clear view of the workflow.
Deadlines
This feature lets teams assign due dates to tasks and send notifications to involved team members before the deadline.
Butler Automation
A butler automation feature allows teams to create automated commands and workflows within Trello. With this function, users can streamline processes and save time.
Collaboration
Users can assign cards to team members, attach files, and add comments for seamless collaboration.
Power-Ups
Trello supports add-ons like power-ups that offer advanced functionalities. They let teams add deadlines, calendars, or team chat within each card to simplify communication.
Pricing
Trello runs a limited but generous free version that helps small teams with content planning and organization. However, teams can explore the service’s advanced offerings with any of its 3-tier payment plans.
Whether you want unlimited boards, larger file storage, or AI assistance, Trello’s paid version has a space for your team. Other high-end paid features on Trello include unlimited workspaces and organization-wide permissions.
Pros and Cons
Pros
- Simple and Intuitive Interface
- Flexibility
- Customization
- Team Collaboration
- Task Management
Cons
- Unsuitable for Projects Requiring In-depth Analytics and Reporting Capabilities
- Scalability Concerns for Growing Teams
Notion vs Trello: Feature Comparison
| Feature | Notion | Trello |
| Best for | Technical contents, collaborative edits, and large SaaS teams. | Minimalistic content planning and management with basic automation tools for smaller SaaS teams. |
| Document Analytics | Tracks open, time spent, completion | Basic audit trail |
| Content Library | Free version supports files of up to 5MB each: paid version allows teams to upload videos, photos, and texts of up to 5GB | The free version supports 10 MB maximum per file. The paid version has a 250 MB file upload limit per attachment. |
| Workflow Automation | Strong, with CRM triggers and reminders | Limited unless using add-ons like Maestro |
| Integrations | Asana, GitHub, Google Drive, Trello, Slack, Zapier, and more. | Salesforce, Calendar Sync, Google Drive, Gmail, Microsoft Teams, and more |
| Payments | Stripe, Apple Pay | Visa, Mastercard, American Express |
| Mobile Access | Yes | Yes |
| Brand Customization | Moderate to Sophisticated | Basic |
| Collaboration Tools | Real-time comments, mentions, and page sharing | Comments and notifications |
| Pricing Structure | Limited free version for explorers and smaller teams. Tiered pricing structure starts from $10 per member/month. | Limited but more generous free version. Tiered pricing structure starts from $5 per member/month. |
| Support | Live chat, email, social media. | Email support, social media handles, and self-service via base. |
Which Should You Choose? Our Verdict
Both SaaS content operation tools are excellent in their own right. However, your ultimate pick depends on your team’s budget, needs, and dreams.
Trello offers a more affordable entry point that better suits small and medium businesses (SMBs). Its visual interface is also easy to navigate and learn, making it an ideal option for non-technical users and projects.
However, if you need more advanced features like admin tools, unlimited team members, and advanced security features, a paid Notion service would be a better pick. Notion permits databases and integrations that make it ideal for collaborative editing and other aspects of more complex projects.
Your Content Tool Is Only as Good as What You Put In It
Whether you’re using Trello, Notion, ClickUp, or any other platform, your content system is only as effective as the quality of content flowing through it. A well-organized board means nothing if what’s inside it doesn’t convert.
At RankingPen, we don’t just help you check boxes or fill up a queue. We bring in seasoned SaaS writers who understand how to align content with buyer intent, write for rankings and conversions, and turn planned ideas into content assets that deliver measurable ROI.
You’ve already built the system. Now let’s create contents that fit neatly into your workflow and drive your goals forward.
Talk to the founder here.
