Notion is my favorite productivity tool of 2023, but it’s not for everyone.
Notion’s building block system for creating workspaces can take some time to master.
If you’re still using Notion make sure to look at my free notion template library.
But if you’re seriously considering Notion alternatives then here’s my top picks, based on my own research.
monday.com is my #1 choice for Notion alternatives now that they’ve released their new Workdocs feature.
It works in a similar way to Notion’s content blocks.
You can easily create a document and embed other monday.com objects within it, like tables and gantt charts.
monday.com has almost 1,000 employees, a valuation of over $2 billion, completed a successful IPO, and is used at companies like Nike, NBC, and Adobe.
You can get started with a free trial of monday.com right now.
I personally use their tool to plan out the content calendar for this blog and build out a roadmap of new features I want to add.
This blog is still something I work on as a side project so it’s important for me to keep a list of what content I want to write about and what new features I want to build.
That way I can spend an hour or two at nights or on the weekends getting things done instead of wasting time on a brainstorming session instead.
If I have an idea I quickly write it down in a monday.com workdoc using the Android app on my phone.
I wrote a much longer review of monday.com that I recommend checking out if you want more details.
I’ve reviewed ClickUp before and it’s a compelling Notion alternative but it has some drawbacks.
Mainly their pricing is almost double Notion’s base pricing.
ClickUp starts at $9/month and Notion starts at $5/month.
ClickUp’s unlimited plan includes unlimited everything:
- Unlimited Storage
- Unlimited Lists, Boards, and Calendar Views
- Unlimited Integrations
- Unlimited Dashboards
- and more
The difference between their Business and Unlimited plans is the Business plan includes single-signon(SSO), private and protected views, the ability to add extra guests to your workspace, and all their automation features.
Some people love Asana .
The head of content marketing at my job is an Asana wizard and she manages the content calendar for three brands inside of it.
Their visual designer also uses Asana to track new design requests.
Asana came to market before Notion, and Notion was clearly inspired by some of Asana’s features.
If you want you can accomplish all of what Asana does with Notion instead.
But Asana does one thing really well. And if that’s the one thing you need then Asana might be the best choice for you.
So if you’re a Notion user looking for a project management tracker then Asana is the way to go.
Asana’s plans start at $10.99/month, but their basic plan is enough to get started with for most people.
Asana has a really strong brand recognition and is honestly really easy to use.
Process management at scale is difficult. How do you organize and ship a project in a department of 100 people?
That’s where Smartsheet comes in.
Over 90% of the Fortune 100 use Smartsheet to manage projects, perform secure request management, and to manage their creative assets.
They have over 2,000 employees and are headquartered in Bellevue, Washington.
They’re also listed on the NYSE(ticker $SMAR) and have a stock price around $65 as of October 2021.
I used Smartsheet at my first full-time job in 2014 and it’s evolved beyond just a collaborative spreadsheet into a project management tool that supports automation and integrations with Salesforce, Jira, and Docusign.
Pricing starts at $7/user/month and you’re required to purchase 3 users, bringing the total monthly cost to $21.
That gives you the following Smartsheet features:
- Unlimited viewers
- Unlimited sheets, reports, and dashboards
- Gantt, Grid, Card, and Calendar views
- 250 automations/month
Smartsheet’s marketing is focused on the Enterprise buyer and they’re well positioned to serve clients that need hudreds or thousands of licenses.
I learned about Alamanac recently and it’s a really powerful alternative to Notion, specifically for creating and maintaining workplace documentation.
They’re a 30 person company based out of San Francisco that has raised $11 million in seed funding. Compared to Notion’s $2+ billion valuation as of April 2020, Almanac is much smaller in comparison.
But bigger is not always better. Take a look at Almanac’s app.
Almanac is designed strictly to create and share workplace documentation. I’ve personally used Confluence to create documentation for my team at work and it’s never been a great experience.
Almanac feels like a hybrid of Confluence and Github. At the top of every Almanac doc is a way to upvote it (kind of like Github stars) and to make a copy (like forking a Github repo).
I plan on doing a more thorough review of Almanac soon and I’ll make sure to update this space with a link.
Like Almanac, Hubstaff Tasks is also a new product. Hubstaff is known for making time tracking software for field or remote teams.
Hubstaff Tasks is designed for agile project management for sprint planning, kanban boards, to-do lists, and more.
Hubstaff Tasks is more like Atlassian’s JIRA product.
It also comes preloaded with 40+ customizable templates to automate the tedious project management work.
Compared to Notion, Hubstaff Tasks is very focused on improving the workflow for software development teams. You could use Notion for agile project planning, but that’s not Notion’s core focus.
I cover Notion vs Airtable extensively in another article, but there are some key differences I’ll highlight here.
First is the brand aesthetic. Notion is black and white while Airtable embraces color everywhere. This follows through to their applications too: Notion’s app is clean, almost sparse, minimal, and provides only what you need to get something done.
Airtable’s app has colors everywhere and I personally find it a little too distracting. Airtable is like if the spreadsheet was designed in 2010, it’s a connected databse with links, embeddable images, and multiple views of a single dataset.
All of that data combined in a colorful presentation can be honestly overwhelming to someusers. I find Airtable’s learning curve to be much higher than notion.
Checkout my full review if you want more info, but Airtable is still a solid alternative to Notion.
The best Notion alternative is monday.com.
They have the most similar featureset and almost anything you can do in Notion you can also do in monday, especially after the launch of Workdocs.
If you’re looking for an agile project management tool to replace JIRA, then I’d suggest Hubstaff Tasks .
And if you want a better alternative to Confluence for business documentation, I’d recommend Almanac .