Project Management

10 Best Notion Alternatives for Project Management

Mindaugas Gluchovskis ·

2019 - Present Marketing specialist Innovative content marketeer with MSc in International Communication, Mindaugas brings fresh ideas and inspiration about project management and beyond.

Notion alternatives

Have you ever felt like your project management tool is holding you back rather than propelling you forward? You’re not alone; this is a problem many users face with Notion, especially those transitioning from broader knowledge management to project management for team projects. Although Notion excels at broader organizational tasks, it may fall short when it comes to managing individual projects.

Hence, I’ve compiled a list of 10 alternatives to Notion. Each tool is designed to address the common issues that Notion users run into. Whether you need dedicated project management tool, easier collaboration, or a simpler interface, this guide can help you find the right alternative.

NotionTeamhoodClickUpUpbaseObsidianJoplinWorkflowyMicrosoft LoopAirtableAnytypeFibery
Brandnotionteamhoodclickup iconupbaseObsidianJoplinWorkflowyMicrosoft LoopairtableAnytypefibery
Capterra Rating4.8⭐⭐⭐⭐⭐4.9⭐⭐⭐⭐⭐4.6⭐⭐⭐⭐4.8⭐⭐⭐⭐⭐4.9⭐⭐⭐⭐⭐4.5⭐⭐⭐⭐⭐4.7⭐⭐⭐⭐⭐4.7⭐⭐⭐⭐⭐4.7⭐⭐⭐⭐⭐4.7⭐⭐⭐⭐⭐4.9⭐⭐⭐⭐⭐
Free PlanYesYesYesYesYesYesYesYesYesYesNo
Business PricingPaid from $10Paid from $9.50Paid from $10Paid from $49Paid from $8Paid from $8Paid from $4.99Paid from $13Paid from $20Paid from $90Paid from $10
Knowledge Management
Project Management
Workload View
Gantt Chart
WIP limits
Swimlanes
Time tracking and reporting
Team task boards
Synchronized copies
Product qualitiesBest for note-taking and writing
Real-Time Sharing
Scalability
Stability
Best for project management
Intuitive
Fast support
Feels fast
Best for task management
Hierarchy
Customization
Automations
Best for small teams
Daily planner
Customization
Best for personal knowledge management
Graph view
Plugin Ecosystem
Best for organization
Cross-platform functionality
Ease of use
Best for organizing thoughts
Real-time sharing
Quick search and tagging
Best for information sharing
Real time co-authoring
Best for CRM tracking
Custom interfaces
Templates and views recording
Data structuring
Customization
Offline-first
Best for start-ups
AI features
Custom databases
Automations

Best Notion alternatives shortlist

  • Teamhood – best for Kanban project management and collaboration.
  • Upbase – best for consolidating tasks, messages, documents, and team collaboration.
  • Obsidian – best for interlinking ideas and personal knowledge bases.
  • Airtable – best for versatile database management and project tracking.
  • Anytype – best for creating and interconnecting tasks, notes, ideas, and documents.

What is Notion?

Before discussing these alternatives, let’s get a clear picture of Notion and its offerings. Simply put, Notion is an all-in-one workspace that combines many functions into a single platform. It enables users to manage tasks, including note-taking, project management, data tracking, and calendar scheduling, without needing separate applications. It is versatile, flexible, and designed to streamline work and increase productivity.

Notion
Notion dashboard

The key functionalities of Notion include:

  • Notes and Docs: It is a tool for writing, organizing, and storing notes and documents.
  • Tasks and Projects: It is also designed for tasks and project management, offering features like customizable to-do lists and Kanban boards.
  • Databases: It offers powerful databases with rich property options and views, perfect for managing anything from simple tables to complex workflows.
  • Calendars and Reminders: Notion also includes features for tracking deadlines and important dates. It does this by connecting your tasks and projects to your calendar views.
  • Collaboration Tools: Notion includes features like real-time commenting and sharing, which is great for collaboration and team projects.

Popularity and Use Cases

With over 30 million users, Notion is indeed a popular tool. Its various features and customization capabilities make it useful for different kinds of people, from small-scale freelancers to big enterprises. It provides a one-in-all platform that conveniently replaces and unifies various tools, simplifying the tech stack and cutting down on app management.

For project management, Notion provides a seamless way to align all team members with real-time updates and collaborative editing. For note-taking, its rich text capabilities allow for detailed and organized documentation. Also, its integration capabilities mean it can pull in or push out data to other apps, increasing its utility as a central hub for personal and professional organizations.

Disadvantages of Notion

Although Notion has many helpful features, it does have some limitations that can affect user experience and productivity.

One user on Capterra, who shared her experience with Notion, highlighted some of her struggles with Notion collaboration features.

Everything I dislike comes down to collaboration. I find the notifications inaccurate, and setting up recurring reminders for project subtasks is a challenge.

Wechsler Leah

Other users have also voiced various complaints about:

  • Task management limitations.
  • AI assistant inconsistencies.
  • Inflexibility with task customization.
  • Glitches and data loss.

Apart from the user-specific pain points, there are also some general disadvantages, which include:

  • Steep Learning Curve: Notion’s many features can overwhelm new users because it takes time to master.
  • Performance Issues: Notion can slow down when content piles up, especially with big databases and complex pages.
  • Mobile App Limitations: Notion’s mobile version isn’t as user-friendly as the desktop version.
  • Limited Offline Capabilities: Notion gains much of its usefulness with the internet, frustrating users who need offline access.
  • Customization Complexity: While highly customizable, setting up workflows and views with Notion can be complicated and time-consuming.

Top 10 Notion Alternatives

Here are 10 Notion alternatives, each tackling different aspects of Notion’s drawbacks:

1. Teamhood

Teamhood Kanban tool

Capterra score: 4.9/5 ⭐⭐⭐⭐⭐

Teamhood is a leading visual project management tool designed to streamline workflows and enhance team collaboration through a more structured environment than Notion offers. It’s particularly useful for teams that need detailed task tracking and time management.

How Teamhood addresses Notion’s limitations

Teamhood provides a strong solution for the pain points experienced by Notion users, especially in task management and real-time collaboration. It offers specific features for tracking progress, such as Kanban board, Gantt charts and time tracking, which are not inherently part of Notion’s setup. 

Also, it requires more advanced tracking and reporting than what Notion’s basic to-do lists provide. Unlike Notion, it’s perfect for users managing complex projects. 

Unique Features

Teamhood’s unique features include:

  • Advanced Kanban board for task tracking: Teamhood’s advanced visual Kanban board simplifies project and daily task tracking and collaboration, allowing you to easily monitor progress and work together on tasks. You can customize it with rows, statuses, and child status groups to fit your team’s workflow seamlessly.
  • Gantt Chart Integration: Teamhood provides a clear view of your project timelines and dependencies, which can help in effective planning and resource allocation.
  • Time Tracking: You can track time for each task and manage team productivity and project billing.
  • Automated Workflow Options: This reduces the manual setup required for recurring tasks and notifications.
  • Portfolio Management: Teamhood’s portfolio overview feature offers a convenient way to assess and compare key metrics across all projects within the same workspace. This simplifies project performance analysis compared to Notion and other tools like Asana.
Teamhood kanban project management

Pros:

  • Enhanced Task Management: Teamhood surpasses Notion with its extensive task management features. You can create multiple levels of tasks, and reuse task templates. This makes it easy to create similar tasks quickly. Also, Teamhood allows you to track tasks as both an assignee and a watcher. So, even if you’re not in charge of a task, you can still keep tabs on its progress.
  • Better for Project Management: Teamhood’s integrated Kanban board, Gantt charts and time tracking cater to detailed project management needs. With the Kanban view, you can visualize complex processes as well as categorize items for clearer visualization with the Kanban swimlanes. Users can also create a traditional Gantt chart for task lists, and a modified Gantt chart to track dependencies and due dates, aligning perfectly with task boards for efficient planning and execution
  • Real-Time Collaboration: Its streamlined collaboration features ensure team members stay updated instantly. Teams can assign tasks easily and get notifications on task progress. There’s also a comment section in every task or work detail window, where team members can communicate and share any files related to the tasks. They can also easily share workload views with people outside the team/company, enhancing collaboration beyond the team/organization.

Cons:

  • Relatively limited integrations: Teamhood offers integration with various communication and productivity platforms such as Microsoft Teams and Slack, although its integration options are somewhat limited compared to some other project management tools. 
  • Learning Curve: Learning to use it isn’t as hard as Notion, but there’s still a learning curve because of its many features.

Price: Offers a free plan. Business pricing starts from $9.5 user/month.

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2. ClickUp

Capterra score: 4.6/5 ⭐⭐⭐⭐⭐

ClickUp is another alternative project management tool that does it all when managing projects. It serves as a platform for teams to gather, brainstorm, plan, and collaborate on everything from processing docs to product designs. It handles tasks, documents, goals, and calendars all in one place. It’s also customizable so that you can tailor it to your preferences.

How ClickUp addresses Notion’s limitations

ClickUp fixes some of Notion’s issues by providing stronger project management tools, improved collaboration, and better performance for bigger projects. It’s a solid option for teams seeking alternatives to handle large-scale projects.

Unique Features

Clickup’s unique features include:

  • Customized Views: With ClickUp, you can organize your tasks however you prefer, whether through lists, boards, calendars, or Gantt charts.
  • Automation: It reduces manual work by automating repetitive tasks. This saves time and minimizes errors.
  • Integration Capabilities: ClickUp connects easily with other tools. Therefore, it can serve as a central location where you can bring together all your project-related tools and information.

Pros:

  • All-in-One Platform: ClickUp offers a wider range of tools and features than Notion, such as time tracking and document management.
  • High Customizability: Every team can personalize their workflows and interfaces to fit their unique processes.
  • Stronger Collaboration Features: More advanced collaboration tools, including task dependencies and real-time chat.

Cons:

  • Complexity Overload: The features and customization options are overwhelming for smaller teams or projects.
  • Higher Learning Curve: While ClickUp provides extensive functionalities, it requires time and training to master fully.

Price: Offers a free plan. Business pricing starts from $10 user/month.

3. Upbase

Capterra score: 4.8/5 ⭐⭐⭐⭐⭐

Upbase is a simple work and project management tool that makes teamwork easier. It is a user-friendly project management tool designed for individuals and small teams. It enables teams to handle tasks, files, chats, documents, and scheduling processes within a unified interface to enhance collaboration. It’s all about boosting productivity without overwhelming customization, perfect for teams who want simplicity and efficiency.

How Upbase addresses Notion’s limitations

Upbase tackles some of Notion’s major limitations, particularly regarding usability and real-time collaboration. It offers a more user-friendly interface and faster performance, especially in managing tasks and documents, where Notion can lag with large data volumes.

Unique Features

Upbase’s unique features include:

  • Simplified User Interface: Upbase has a user-friendly interface that’s easy for new users to learn and navigate without much effort.
  • Integrated Task and File Management: Upbase merges task lists with file storage and sharing in one place, eliminating the need for extra integrations, unlike Notion, which might need additional tools for similar functions.
  • Quick Setup for Teams: Upbase is designed for immediate deployment, allowing teams to start organizing and collaborating without extensive setup.

Pros:

  • Ease of Use: Upbase is less complex than Notion, making it accessible for teams that value simplicity over extensive customization.
  • Efficient Collaboration: Streamlines communication and collaboration with built-in chat and document-sharing features.
  • Better Performance: Offers quicker navigation and faster load times, which benefits teams with extensive project data.

Cons:

  • Limited Customization: While Upbase’s simplicity is a plus, it might not provide enough flexibility for teams with highly specific workflow requirements.
  • Fewer integrations: Unlike Notion, Upbase doesn’t integrate with as many other tools, which might be a drawback for teams that depend on various tools.

Price: Offers a free plan. Business pricing starts from $49 user/year.

4. Obsidian

Capterra score: 4.9/5 ⭐⭐⭐⭐⭐

Obsidian is a powerful knowledge management tool that operates as a local-first Markdown note-taking application. It allows users to link their thoughts and create a knowledge base using a networked thought process. It’s particularly favored by individuals who need a secure, customizable, and private way to manage their knowledge and data. It is a strong alternative for those who find Notion’s online dependency and limited data privacy options constraining.

How Obsidian addresses Notion’s limitations

Obsidian improves on Notion’s offline access and data privacy limitations by storing everything locally on your device. This gives you full control over your data and removes the need for cloud services, boosting security.

Unique Features

Obsidian’s unique features include:

  • Local Storage: Ensures data privacy and security by storing all files locally and allowing optional synchronization across devices via any file-syncing service.
  • Linking Ideas: Unique graph view that visually maps out the connections between notes, helping users see relationships and develop ideas further.
  • Extensibility with Plugins: Obsidian boasts a bunch of extra plugins made by the community, taking it way beyond just note-taking.

Pros:

  • Complete Data Control: Obsidian doesn’t use external servers, so you have full ownership and control of your data.
  • Highly Customizable: You can tailor Notion to your preferences using its different plugins and themes.
  • Offline Access: It provides offline access, which is ideal when you don’t have an internet connection.

Cons:

  • Complexity for Casual Users: Obsidian might feel too complex for folks who aren’t tech-savvy or prefer straightforward interfaces because of its many features and Markdown format.
  • Limited Built-in Collaboration Features: Obsidian isn’t primarily designed for teamwork, so while plugins can assist, it may not be the optimal choice for collaborative environments.

Price: Offers a free plan. Business pricing starts from $8 user/month.

5. Joplin

Capterra score: 4.5/5 ⭐⭐⭐⭐⭐

Joplin is a fantastic free app for quickly jotting down notes and managing to-dos. You can organize your notes and easily search, copy, tag, and edit them within the app or using your preferred text editor. It’s ideal for anyone seeking a reliable, open-source tool that ensures their data stays secure and portable.

How Joplin addresses Notion’s limitations

Joplin addresses key limitations of Notion, such as offline accessibility and open-source transparency. It focuses on keeping your data secure with end-to-end encryption, perfect for individuals who prioritize their privacy. Also, you can edit your notes even when offline, making it convenient when working without internet access.

Unique Features

Joplin’s unique features include:

  • End-to-end Encryption: Joplin keeps your notes secure by ensuring end-to-end encryption.
  • Offline Access: It works seamlessly without the internet.
  • Extensive Plugin Support: Despite its simplicity, Joplin supports plugins to extend its functionality, similar to how users customize Notion but with an open-source twist.

Pros:

  • Data Privacy and Security: Prioritizes security with end-to-end encryption.
  • Portability: Easily export and sync notes across devices with popular cloud services.
  • Open Source: It is free and customizable.

Cons:

  • User Interface: Joplin’s design is straightforward and practical, though it might not catch your eye as much as Notion’s sleek appearance.
  • Limited Built-in Collaboration Features: Joplin is mostly geared towards individual usage and lacks the real-time collaboration features in Notion.

Price: Offers a free plan. Business pricing starts from $8 user/month.

6. Workflowy

Capterra score: 4.7/5 ⭐⭐⭐⭐⭐

Workflowy is a simple tool for making lists and structuring your ideas. It uses a single main list that you can divide into smaller sections, which helps you tackle large concepts step by step. It’s perfect for planning and brainstorming since it’s intuitive and adaptable.

How Workflowy addresses Notion’s limitations

Workflowy improves on Notion by offering a straightforward interface that’s easy to navigate. It’s designed for simplicity, making it easy to jot down ideas and organize them without hassle.

Unique Features

Workflowy’s unique features include the following:

  • Infinite Nesting: Users can create and expand lists indefinitely, allowing for detailed organization without clutter.
  • Tagging and Searching: With powerful search and tagging features, it’s easier to sift through long lists and locate exactly what you need.
  • Sharing and Collaboration: Even though it’s mainly made for solo work, Workflowy lets you share lists and work with others, which is handy for small team projects.

Pros:

  • Ease of Use: Its simple interface is easy to get around, making it perfect for users of any tech skill level.
  • Flexibility: It is adaptable for various uses, from daily to-dos to large project planning.
  • Portability: Accessible across multiple platforms, ensuring users can work from anywhere.

Cons:

  • Limited Feature Set: Lacks advanced project management tools available in Notion, like Gantt charts, databases, and automation.
  • Visual Appeal: The minimalist design might be too sparse for users who prefer visually detailed interfaces.

Price: Free plan available. Business pricing starts from $4.99 user/month.

7. Microsoft Loop

Capterra score: 4.7/5 ⭐⭐⭐⭐⭐

Microsoft Loop is like a virtual team room that works seamlessly with Microsoft 365. It brings together different tools to help teams brainstorm, plan, and work together in real time, no matter where they are.

How Microsoft loop addresses Notion’s limitations

Microsoft Loop addresses several of Notion’s limitations, particularly regarding integrating widely used office tools and real-time collaboration. It offers seamless integration with Microsoft Office apps, which Notion lacks, making it a strong choice for teams already embedded in the Microsoft ecosystem.

Unique Features

Microsoft Loop’s unique features include:

  • Fluid Components: You can easily share and edit items like tables, lists, and agendas across different Microsoft apps, ensuring everyone stays on the same page with real-time updates and consistency.
  • Deep Integration with Microsoft 365: It leverages other Microsoft tools like Excel, Word, Teams, and Outlook to provide a seamless experience.
  • Real-time Collaboration: It supports simultaneous editing and updates, enhancing team coordination and project management.

Pros:

  • Integrated Experience: Provides a smoother workflow for teams using Microsoft products.
  • Enhanced Collaboration: Thanks to Microsoft’s expertise in enterprise solutions, it boasts superior collaborative features compared to Notion.
  • Familiar Interface: If you’re used to Microsoft Office, you’ll find the interface easy to use and navigate without any trouble.

Cons:

  • Dependency on Microsoft Ecosystem: Its best features shine when fully immersed in the Microsoft world, which might be limiting if you’re not heavily invested in its products.
  • New and Evolving: Since it’s a newer product, it may still be experiencing growing pains and might not have all the advanced features in more established platforms like Notion.

Price: Free plan available. Business pricing starts from $13 user/month.

8. Airtable

Capterra score: 4.7/5 ⭐⭐⭐⭐⭐

Airtable is another Notion alternative that combines a spreadsheet’s simplicity and a database’s complexity. It’s great for organizing work, handling projects, and keeping track of inventory, plus a whole lot more. Its flexible views and easy-to-use interface make it popular among professionals looking for a straightforward yet powerful way to manage data.

How Airtable addresses Notion’s limitations

Airtable gives you all the power of a database but with a simpler interface than Notion. It’s got great tools for sorting, filtering, and visualizing data, making it easy to handle big sets of information. It’s also focused on templates and automation, which makes setting up workflows much easier than Notion, where it can be a bit more work.

Unique Features

Airtable’s unique features include:

  • Rich Field Types: Supports various data inputs from checkboxes and dropdowns to links and file attachments.
  • Views: Multiple views like Grid, Calendar, Kanban, and Gallery allow users to visualize and interact with data in various formats that best suit their needs.
  • Automation: Built-in automation tools to trigger actions within Airtable or in external apps.

Pros:

  • Intuitive Interface: Easy to use for those familiar with spreadsheets but with much more functionality.
  • Extensive Integration Capabilities: Connects seamlessly with numerous other apps and services.
  • Flexible and Scalable: Suits a wide range of use cases, from personal projects to enterprise operations.

Cons:

  • Cost: While there is a free tier, more advanced features and larger base sizes require paid plans, which can be expensive.
  • Complexity with Scale: It appears easier vs Notion in some aspects, but the setup can become complex as databases grow.

Price: Free plan available. Business pricing starts from $20 user/month.

9. Anytype

Capterra score: 4.7/5 ⭐⭐⭐⭐⭐

Anytype is a unique object-oriented application that allows users to create and manage their data and projects securely and privately. It works on a decentralized network, which means you have full control over your data and privacy. This makes it an appealing option for those concerned with data security.

How Anytype addresses Notion’s limitations

Anytype takes on privacy and security worries that often come with cloud-based platforms like Notion. It keeps all your data stored locally and encrypts communications for extra protection. Also, its decentralized system means you have total control over your data, unlike Notion, which depends on central servers.

Unique Features

Anytype’s unique features include:

  • Object-Oriented Interface: Users can define objects with unique attributes and relations, offering flexibility in how information is structured and linked.
  • Decentralized Storage: Your data stays controlled, so you don’t have to depend on a central server to access it.
  • Offline Functionality: It works even when you’re not online, and any changes you make will sync up once you’re back online.

Pros:

  • Highly Secure: Advanced security features protect user data.
  • Customizable Data Structures: Offers granular control over how data is organized and interacted with.
  • Innovative Interface: It provides a fresh approach to data management that differs from traditional applications.

Cons:

  • Steep Learning Curve: The object-oriented model and abundance of customization options can be daunting for new users.
  • Limited Collaboration Features: Primarily designed for individual use, which might not suit teams looking for a collaborative tool like Notion.

Price: Free plan available. Business pricing starts from $90 user/year.

10. Fibery

Capterra score: 4.9/5 ⭐⭐⭐⭐⭐

Fibery is a no-code platform that unifies workspace processes, allowing teams to customize their workflows and collaborate effectively. It combines the best parts of CRMs, project management tools, and databases, giving you a flexible way to handle every aspect of your business smoothly.

How Fibery addresses Notion’s limitations

Fibery fills gaps in Notion’s capabilities by offering a more integrated workflow management and data connectivity approach. It allows for creating interconnected apps within a single workspace, providing a depth of integration and customization that Notion often lacks, especially for complex project needs.

Unique Features

Fibery’s unique features include:

  • App Building and Integration: Users can create custom apps or modify existing templates to fit their workflow needs.
  • Rich Interconnectivity: Links various data types and processes, enabling a holistic view of company operations.
  • Automation: It supports automated processes to streamline routine tasks and data handling.

Pros:

  • High Customizability: Highly adaptable to various business needs and processes.
  • Integrated Functionality: Combines features of several tools into one platform, reducing the need for multiple subscriptions.
  • Scalability: It is well-suited for growing businesses with evolving needs.

Cons:

  • Complexity for New Users: All the different features and customizations might appear overwhelming, especially for beginners or small teams.
  • Cost: It offers more integration and customization but can be more expensive than Notion, especially for larger teams.

Price: No free plan available. Business pricing starts from $10 user/month.

What are some free Notion alternatives?

Most of the above-listed tools offer a free trial or a free plan. When looking for free alternatives to Notion, it’s essential to consider what features are most important for your workflow and which limitations you can manage. You can consider Evernote, a user-friendly notepad app perfect for teams and solopreneurs. It offers a clean UI and robust knowledge management features. The app operates a freemium model, offering both free and premium (paid) versions. The free version typically comes with basic features, including tasks, calendar, web Clipper, etc.

Asana and Basecamp are other renowned freemium options. Asana is great for project management and sharing knowledge. It includes features like calendar view and dynamic panels to keep your team focused and organized. On the other hand, Basecamp is a simple-to-use platform ideal for collaborating across departments. It offers templates, group chat, and built-in time tracking.

Related tool reviews

Conclusion

I’ve looked at various  Notion alternatives, each designed to address Notion’s specific shortcomings and cater to different needs. From the visual project management of Teamhood to the project-focused capabilities of ClickUp, the privacy-centric approach of Joplin, and the deep Microsoft integration offered by Loop, these tools provide diverse solutions. Whether you need simpler task management, strong project tracking, or secure data handling, an alternative here can fit your workflow.

Try some of these alternatives to see which best suits your requirements. Experimenting with different tools, especially Teamhood can give you fresh perspectives on improving your workflows.

Simplify Project Management Today

With a Powerful Notion Alternative

Get Started

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