By Paul Martinez
/ September 20, 2022 October 20, 2022
Table of Contents
In today’s fast-paced world, everyone wants to set up a system for efficiently completing tasks. To that end, several apps have popped up to meet the growing demands. The surge of apps has made it difficult to pick one option right for you. However, two task management apps stand out above the rest.
Todoist and Trello are tools for managing projects, both personal and work-related. However, deciding which is best for your use depends on your goals. Are you simply trying to get your day-to-day tasks in order, or are you collaborating with a team to accomplish a goal? Knowing each tool’s features helps you pick what best suits your work style. Hence, this article will compare Todoist vs. Trello.
Our Pick
Trello is a project management software that can organize your tasks. It uses a clipboard-style display to describe and organize various tasks. Trello is impressive because it offers various options, even in the free version. Hence, it’s easy to pick up and start using without a financial commitment.
Furthermore, Trello has an impressive range of automation options, power-ups, and add-ons. More so, it tracks the progress of your tasks through different stages. With Trello, you can see what everyone is working on, all activities on the board, and time schedules.
Despite how similar it is to Todoist, they have some glaring differences, which we’ll look at.
About Trello
Trello is a Kanban project management tool that uses cards to organize tasks. Cards, to Trello, are like sticky notes used to show and describe individual tasks. These cards can be moved from their original area to another, indicating progress. Additionally, it has a highly visual system that allows you to track your workflow in stages.
Additionally, Trello also allows you to add people to the board and assign them to different cards. Adding people to a board gives them access permission. Furthermore, you can create a board from scratch or choose a board template.
After you create the card, you can add tasks and include details like due dates, labels, reminders, and attachments. You can also filter tasks based on different criteria. With some clever tweaking and workarounds, it may even be possible to create location based reminders.
In summary, Trello has more features and is the more flexible option. Over 50 million users, freelancers, managers, and employees depend on Trello.
Features
Free subscription plan with unlimited user access
Unlimited users on a board
Over 250 apps to integrate, including Automate.io, Slack, Jira, Gmail
Free plan gives you up to 10 boards, unlimited cards, and a 10 MB file limit
You can customize cards by adding colored labels, attachments, checklists, and comments
Kanban setup makes it easy to rearrange and reassign tasks among teammates
Access to 250 automated commands per month on the free plan
Unlimited power-ups and add-ons
You can customize the background and colors
Easy drag-and-drop editing
Four pricing options: free, standard, premium, and enterprise
Pros
Users can personalize automation tools according to their tasks
Activity log is unlimited and shows every activity in real-time
Power-ups allow integration with multiple platforms, thus enhancing functionality
Cards are fully customizable on each board
Members will not disrupt real-time updates while they work on their projects
Superb notification system that can send an email for every update
User-friendly interface and Kanban style makes it easier to organize tasks
Pricing is not complex
Lots of free board templates to choose from
Task lists are easy to follow
Cons
Limited storage of 10 MB per file on the free version
Email integration is limited
About Todoist
Todoist is a list-based task management app that launched in 2007 and has over 25 million users. It is known for being efficient and minimalist. With an elegant lists interface, you organize tasks as projects and sub-projects. Furthermore, you can break each project into sections to allow you to group similar tasks and subtasks. This feature allows you to share it with at least five people per project.
Todoist is a tool designed to help you organize every area of your life. In addition, you can set deadlines and priority levels for different tasks.
When you perform a task, Todoist has a goals system that allows you to earn karma points once you meet a goal. Your karma points increase as you hit more goals, and this aids progress.
Features
Integrations allow you to connect to time tracking and communication tools
Free version can support up to 5 active projects, 5 users on each, and file upload of 5MB per file
Has three pricing options: free, pro, and business; business plan gives you access to team billing, team inbox, admin roles, and more
Add-ons include Gmail, Outlook, Google calendar, Zapier
Supports Windows, Android, iOS, Chrome, Apple Watch, and others
Karma reward system to encourage productivity
Quick-add feature allows you to set priority tasks easily
Multiple views are available with the Kanban feature as an option
Pros
Searchable labels help you find the same tags in a location
Simple, intuitive, and neat user interface
Recurring dates feature helps manage the same task multiple times
Offline functionality when you're not connected to the internet
Syncing is reliable and automatic
Use of Kanban system
You can connect to Zapier for ease of automation
Cons
Some reminder and automatic backup features are not available on the free plan
Creating user roles and defining admins need a business plan subscription
Similarities Between Todoist and Trello
Todoist and Trello are task management tools that can help define the direction of a project. They are loved and used by millions and share these common features:
Use of Kanban System: Todoist and Trello use the Kanban display system. However, while Kanban is the default display for Trello, Todoist has another option. The Kanban system sections large projects into short activities in different stages of completion. With it, you create tasks or cards that can be easily monitored across the workflow.
Availability of Integration Options: Both tools have an impressive range of plugins that enhance productivity. However, the amount of Trello plugins supersede those of Todoist.
Free Versions Can Be Sufficient for a Beginner: The free version of Trello allows up to ten boards, unlimited cards, and up to ten MB per file upload. In contrast, Todoist allows five boards, five users for each, and five MB/file upload.
Ease of Collaboration: Todoist and Trello are designed to aid collaboration across projects. Whether working on a group project or planning a family vacation, you can share projects. Add your teammates or family to your board or project and assign them tasks. Everyone can then contribute by uploading files and discussing them in the comments. With Trello, you can watch a card to be notified of any changes.
Supported Platforms: Todoist and Trello are supported across many platforms. Some are Windows, iOS, Android, Chrome, Safari, Firefox, and Edge.
Differences Between Todoist and Trello
While both tools may function alike and share features, they also have some distinct differences:
Differences in Customization: Trello uses a default Kanban system based on boards, cards, and lists. You can customize each card with colored labels, attachments, and checklists. However, Todoist functions mainly with lists. The Kanban system is an option. Instead, when you open the tool, you first see your to-do list for the day.
Automation Features: Trello gives you automation options, including pre-made and unique automations. As such, you can customize your automation rules according to your project. This allows AI to take care of some tasks with simple commands. More so, this feature is available in the free version. However, the limit to the number of automations you can create on the free version is 250 actions.
Recurring Tasks and Reward System: With Todoist, you can set up recurring tasks firstly by typing in a frequency alongside your task. Next, when you complete the task, the due date automatically resets to the next recurring date. In addition, Todoist also encourages its users with its reward system by giving Karma points for every task completed. Thus, the more tasks you complete, the higher your karma level.
Final Thoughts
Todoist and Trello are effective project management tools that can positively impact productivity. However, your best option depends on what you’re trying to achieve. If you’re looking for a task management tool to help you run your day-to-day, Todoist might be a better option. Additionally, if you’re planning a simple project, Todoist will also be the preferred option.
On the other hand, if you’re looking to manage large, complex, collaborative projects, Trello is your top pick. With its unlimited options in the free version, you have all you would need to begin your project. Also, you can use both tools in sync, with one as a plugin. As such, you may assign tasks to team members on Trello and then use Todoist to import your tasks to your to-do list.
Paul Martinez is the founder of EcomSidekick.com. He is an expert in the areas of finance, real estate, eCommerce, traffic and conversion.
Join him on EcomSidekick.com to learn how to improve your financial life and excel in these areas. Before starting this media site, Paul built from scratch and managed two multi-million dollar companies. One in the real estate sector and one in the eCommerce sector.
