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Whether it’s your personal life or your career, staying organized is the key to success. This is especially true when it comes to managing multiple people or teams in various locations. The good news is there are plenty of platforms out there designed to make organization easy even in this remote-leaning landscape. If you’ve done some research on task management tools, odds are you’ve come across both Notion and Todoist as popular options. We’re here to talk about why.
So, when it comes to Todoist vs. Notion, how do these two applications stack up against one another? In this article, we’ll take a closer look at both, so you can decide which one you should leverage for your upcoming projects. Specifically, we’ll be looking at:
- Scalability
- Customizability
- Ease of Use
- Templates
- Pricing
Slam Media Lab is a Webflow Expert digital agency focused on brand identity, content marketing, SEO, webflow design and development. We offer a vast library of products and resources, so you can build and grow your business seamlessly. As an agency ourselves, we’ve done a lot of research on different project management solutions, and we wanted to share what we’ve experienced with you.
What is Notion?
Notion is a task management application that allows you to take notes, manage projects, and run your business with ease. It started as a simple note-taking app, positioning itself as “a quiet place to think.” Today, it has grown into a convenient, collaborative space suitable for housing tasks and projects for anywhere from one to thousands of people. It’s popular for its wide range of solutions that can scale to any situation.
What is Todoist?
Todoist is a task manager and to-do list application used to organize both work and personal aspects of life. With Todoist, you can sort tasks to prioritize everything on your schedule and collaborate with others on shared assignments. This platform is popular for being easy to use and convenient for managing projects on your own or with a team. That said, it tends to be more competitive when it comes to individual projects.
Notion vs. Todoist: Scalability
Notion and Todoist have positioned themselves as task management solutions for both work and personal life. However, Notion seems to lean more heavily into offering professional features and resources for businesses while Todoist is geared more toward smaller projects. This is why many users say they prefer Todoist for simpler individual tasks but turn to Notion for complex team assignments.
According to PMI’s Pulse of the Professional® 2024 report, 61% of project workers reported working remotely at least one day per week, which presents the unique challenge of managing a team that is working in different parts of the world. With digital project management toolkits like Notion and Todoist, you have efficient solutions at your fingertips.
Project Organization
Todoist is a more minimalist application that lets you stay organized with multiple projects in one place rather easily. It allows you to create projects with sub-projects and sub-tasks, but things can get lost in the chaos if you make too many.
Notion is a single organized space that also allows you to segment projects into as many sub-categories as you desire. The main difference is they offer clear pathways to every sub-task to make it easy for you and your team to know how to find information about your business.
Personal and Professional Uses
Todoist is a streamlined platform that offers convenient task management solutions for individuals and teams. It prides itself on being simple, but it still does offer advanced features to stand its ground when it comes to more complex project management. That said, it really shines when it comes to individual task management.
Notion takes the lead in a lot of ways when you step into the world of professional projects. They offer thousands of custom templates used for managing tasks, research, and entire projects. The application is optimized to scale with any type of project, ranging from small tasks to overarching content strategies.In fact, you can use this content creation template to organize all your static and video content across digital platforms, so your business’s content lives in one place.
That scalability is one of the most useful aspects of Notion’s platform as it allows you to be as general or as specific as you’d like when it comes to planning and executing strategies for an upcoming project. For example, you can use a social media planner to optimize your online presence and stay up to date on all things social media management. You can even dive into more specifics by using resources like our Tiktok content planner and more!
Need more help setting yourself up for success on social media? Check out the top social media management tools and resources at Sprout Social or Iconosquare.
Common Use Cases for Notion + Todoist
Todoist has a variety of templates from which you can choose for personal and professional uses. A lot of people turn to this app for visualizing project workloads, creating schedules, setting priorities, budgeting, and more. While Todoist is set up for professional uses, you’re best off using it for individual tasks.
Overall, Notion is more scalable in terms of features offered for collaboration, delegation, and project management, making it the clear choice for teams. This is because Notion isn’t just a project management tool; it also provides a wide range of functions ranging from simple task management to collaborative project management, employee onboarding, and more, essentially becoming an all-in-one solution for your business.
If you’re working on a project with a lot of moving pieces or with a lot of collaborators, Notion may be the way to go. You’ll be able to organize and access any information you need through your company’s wiki, easily assign tasks, and stay on top of your team’s progress for any number of projects at a time.
So, how do you create a wiki?
Slam offers a Notion wiki template that streamlines your company’s operations by providing you with an all-in-one hub for all your company assets and information. A company wiki can house all the facets of your business, so you don’t have to bounce between multiple software platforms. WIth our wiki template, you never have to worry about losing documents. You’ll be able to steadily grow your business and scale accordingly without any added stress.
Notion vs. Todoist: Customizability
Every business is unique, which is why it’s important to have tools on your side that can shift to match your goals. The good news with both Notion and Todoist is you don’t have to deal with cookie-cutter solutions. Both apps offer some level of customization, so you don’t have to make compromises.
Notion offers more features and resources on the whole, and they offer many avenues for you to tailor your workspaces to your specific needs. This includes the ability to create individual workspaces, view data in different ways, take meeting notes, assign tasks, share information, and more.
Moreover, you can style your content to better reflect your brand image by changing features like:
- Backlinks & Comments
- Callout Blocks
- Colors
- Cover Art
- Fonts & Sizes
- Icons
- Text Styling
- And more!
Todoist is more straightforward in their offerings as a task management app, making the interface quite streamlined. That said, you are still able to alter a variety of aspects of your workspace to keep yourself organized. This includes:
- Changing Project Layouts
- Filtering Tasks
- Grouping Tasks
- Sorting Tasks
All in all, Notion is more customizable while Todoist offers a more streamlined approach to task management. If you’re starting a more complex project, Notion has the bandwidth to better handle multiple facets at once. Both Notion and Todoist are equipped to handle straightforward projects and tasks, too, so your decision will ultimately be up to your preference.
App Features
Since Notion and Todoist are similar, they offer a lot of the same features. That said, Notion is scaled to integrate with larger businesses, so you do get a few extras from their platform. Here’s a quick look at the types of features you can expect:
Features available from Notion and Todoist:
- AI Writing Support
- Collaboration Capabilities
- Mobile-Friendly Designs
- Unique Templates
- Task Management Tools
- Unique Templates
In addition, Notion also offers:
- Community Features
- Internal Databases
- Project Management Tools
- Shared Docs/Drives
- Wikis
Language Options
Both apps offer a variety of language options and make it easy to adjust your preferences in the settings, so you can optimize your workspace from wherever you are in the world. Currently, Todoist is ahead of Notion in terms of the number of different languages. Here’s a closer look at what both have to offer.
Todoist is available in these languages:
- English
- Chinese (Simplified)
- Chinese (Traditional)
- Czech
- Danish
- Dutch
- Finnish
- French
- German
- Italian
- Japanese
- Korean
- Norwegian
- Polish
- Portuguese
- Russian
- Spanish
- Turkish
Notion is available in these languages:
- English
- Japanese
- Korean
- Portuguese (Brazil)
- Spanish (Spain)
- Spanish (Latin America)
Notion also currently has German and French options in beta testing and is continuously updating their system to make their tools even more accessible across the globe.
Notion vs. Todoist: Ease of Use
When it comes to design simplicity and navigability, Todoist comes out on top. It offers a simpler, more streamlined experience on the whole mostly because it doesn’t offer the sheer number of features and resources that Notion does. That said, Notion still does a good job streamlining the setup process and scaling it with your needs one step at a time.
Cross-Platform Capabilities
Todoist is available on Android, iOS, MacOS, Windows, and web. It also has plugins for Gmail and Outlook, so you can keep important correspondences in one place without manually porting things over. Moreover, it syncs across all platforms, so you can manage tasks no matter where you are or what you’re doing.
You can also use Notion across multiple platforms, including Mac, iOS, Android, Windows, and web. You can also send information between Notion and thousands of other apps through Make, so you can create custom workflows and automate database management between any application.
Design & Functionality
In terms of clean design and ease of use, Todoist is superior simply because it offers fewer functions. It’s optimized for task management and doesn’t try to do too many things at once, which keeps its interface clean and straightforward. It also doesn’t require much configuration, making initial setup a breeze.
Notion involves a bit more onboarding to become competent with the system, but it lends itself to a straightforward learning process due to their own guides and tutorials and cohesive platform design.
Notion vs. Todoist: Templates
Todoist and Notion both offer a variety of templates from which you can choose depending on the specifics of your project. You can search through an entire gallery of templates to download and customize, so you can bring your vision to life no matter the project.
Notion Templates
Notion offers over 10,000 unique templates, so you can build virtually any idea from the ground up. Whether you need a simple task list template, a more expansive agency meeting template, or anything in between, you can have custom-tailored resources at your fingertips. Notion’s templates span from work to school to personal projects of all types, including wikis and shared docs, so there really is no limit to what you can create.
Some popular categories include:
- Design
- Engineering
- HR
- Lesson Plans
- Marketing
- Operations
- Product
- Startup
- Study Planner
- Video & Film
- And the list goes on!
Plus, you can utilize an entire host of helpful tools to stay on top of your team and keep everything organized and running smoothly:
- The Notion Assignment Tracker helps you stay ahead of schedule day to day, week to week, and so on. Customize your assignment tracker for yourself or your team, so you have collaborative, productive workflows.
- Our Notion Documentation Template features a simple board where you can store every single internal process doc and keep them organized. You’ll be able to keep your team on task and ahead of deadlines no matter what’s on your plate.
- The Notion Feedback Template is crafted for actionable solutions, so you can transform feedback into positive opportunities. You can track feedback and propose thought-out resolutions to issues as they arise.
Todoist Templates
Todoist offers nearly 100 unique templates from which you can choose for personal or professional task management. These curated templates are designed for work, home, and whatever happens in between.
Todoist’s templates are broken up into a variety of categories:
- Boards
- Creative
- Customer Support
- Design & Product
- Development
- Education
- Management
- Marketing & Sales
- Personal
- Setups
- Work
- 2024 Goals
You can also use helpful resources like their Weekly Review list, Meal Planning list, and Project Tracker.
Notion vs. Todoist: Pricing
When it comes to comparing Notion vs. Todoist, be sure to look beyond just the numbers and consider what you’re actually paying for at each price point. Both these apps also have free plans, so you should consider if those complimentary offerings can cover your needs.
Freemium Model
Both Notion and Todoist follow “freemium” business models, which means you can access the basic features of their services at no cost but have to invest in order to take advantage of more advanced features and resources.
This allows users to scale their project management needs with the success of their business. Perhaps as you’re starting out, you use supplemental information for free from one of the basic plans. Then, as demand grows and you have more on your plate, you can dive deeper with more advanced features.
Price vs. Service
When comparing prices between the two applications, it’s important to go beyond the numbers and consider what you’re receiving from your investment. On its face, Notion is more expensive than Todoist once you decide to subscribe to a premium plan. However, they also offer more resources, templates, and expertise on the whole, so you’re essentially unlocking more for a higher cost.
This is why it’s crucial to identify and solidify your needs before you go shopping around for the tools to back you up. You may find you have lower-maintenance tasks that you can handle in Todoist, or you may discover that you want to use Notion to scale with your business’s evolving workflow.
Todoist vs. Notion: The Cost Breakdown
At the end of the day, you have to set a budget for yourself or your business, so you can maximize your return on investment. Here’s a brief overview of the different plans Notion and Todoist offer:
Notion:
- Free: $0
- Unlimited Blocks for Individuals
- Limited Block Trial for Teams
- Integrates with Slack, GitHub, etc.
- Basic Page Analytics
- 7-Day Page History
- Hosts 10 Guests
- Plus: $8/user/month billed annually | $10 billed monthly
- Everything in the Free Plan and…
- Unlimited Blocks for Teams
- Unlimited File Uploads
- 30-Day Page History
- Hosts 100 Guests
- Business: $15/user/month billed annually | $18 billed monthly
- Everything in the Plus Plan and…
- SAML SSO
- Private Teamspaces
- Bulk PDF Export
- Advanced Page Analytics
- 90-Day Page History
- Hosts 250 Guests
- Enterprise: Contact for a Quote
- Everything in the Business Plan and…
- User Provisioning (SCIM)
- Advanced Security & Controls
- Audit Log
- Customer Success Manager
- Workspace Analytics
- Unlimited Page History
- Security & Compliance Integrations
- Hosts 250 Guests
You can also add Notion AI to access additional writing and research features. According to PMI’s Shaping the Future of Project Management with AI report, 82% of senior leaders state that they will involve AI in their organization over the next five years.
Todoist:
- Beginner: $0
- 5 Personal Projects
- Smart Quick Add
- Flexible List & Board Layouts
- 3 Filter Views
- 1-Week Activity History
- Integrations for Email, Calendar, etc.
- Pro: $4/month billed annually
- Everything in the Beginner Plan and…
- 300 Personal Projects
- Calendar Layout Capabilities
- Task Reminders & Duration
- 150 Filter Views
- Unlimited Activity History
- Business: $6/user/month billed annually
- Everything in the Pro Plan and…
- Pro for All Team Members
- Shared Team Workspace
- Up to 500 Team Projects
- Calendar Layout for Team Projects
- 1,000 Team members & Guests
- 1,000 Project Folders
- Team Roles & Permissions
- Centralized Team Billing
Stay Up to Date on Digital Trends & Tools for Your Business
Whether you’re a team of one or the head of a 500+ employees company, staying organized is a must. Now that you know where you stand in the Todoist vs. Notion fight, you can enhance your project management capabilities with confidence.
No matter the complexity of the project, you can have peace of mind knowing you can find the right tools to bring your ideas to life. Slam uses Notion for all our projects and our clients, saving us hundreds of hours. Moreover, we offer a variety of templates, planners, and more, so you can make managing tasks and projects the easiest part of your day, too.
There’s a never ending list of responsibilities when it comes to managing your business. Want to learn more about utilizing the best digital marketing tools? Sign up for Slam’s newsletter to stay up to date about the latest news and trends in the industry, so you can keep your business ahead of the curve.
