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Choosing a productivity tool can feel like a bit of a minefield, right? There are so many options, and it feels like Notion and ClickUp are always duking it out for the top spot (Asana and Trello are still hanging in there, too). Over the years, I’ve had my hands on just about all of them while managing projects.
I’ll let you in on something: I was a hardcore ClickUp fan. It had everything I needed, think structure, templates, automations. It kept my business humming along, and honestly, it’s still my top recommendation for most of my clients. It’s a total powerhouse if you want to feel on top of all the moving pieces.
But lately, Notion has been sneaking its way into my heart. There’s just something about its freedom and flexibility that hits differently, especially when I’m in a more creative or brainstorming mode. It’s like a blank canvas that lets me build exactly what I need, and I’m kind of obsessed with how much space it gives me to dream and plan.
Both tools are amazing, no question, but which one is your perfect match? It really comes down to a few things: what you need it to do, how you like to work, and what season you’re in with your business. Whether you’re all about structure or love a little room to play, there’s a tool that’ll fit just right.
What is Notion, and why this tool could work for you?
Notion is a flexible, all-in-one workspace that’s perfect for organising everything. It’s super flexible and perfect for organising just about everything. Need a spot to store your ideas, map out content calendars, track goals, or even plan your week? Notion’s got you covered. Its real magic lies in how customisable it is. You can design your workflows to look and function exactly the way you want.
That said, the blank-canvas vibe can feel a little intimidating at first. If you’re someone who likes things pre-made and ready to go, you might find yourself staring at an empty page thinking, Where do I even start? But if you love creating systems or tweaking templates, Notion feels like a playground for your ideas.
Why People Love Notion:
- You can create literally anything: wikis, task lists, goal trackers, and more.
- It’s visually beautiful and easy to customise to match your style.
- It’s perfect for managing information-heavy projects or working solo.
Who Notion is Best For:
- Creatives who love building and customising workflows.
- Business owners who want an all-in-one tool for content, planning, and personal organisation.
- People who don’t mind spending a little time setting up their perfect system.
Notion is your go-to if you’re looking for a tool that can grow and evolve with your needs, so long as you’re up for some initial setup. Once it’s running, it’s like having your very own organisational HQ.
What about ClickUp?
ClickUp is your ultimate productivity powerhouse. It’s designed to handle tasks, timelines, and team collaboration like a pro. Everything is already built-in, like ready-made templates, automation, and multiple ways to view your work (like Lists, Boards, or Calendars).
When working with multiple clients running a lot of multi-phase projects with tight deadlines, ClickUp is my saving grace. It kepts me on top of everything and makes collaborating with others feel seamless. Unlike Notion, it’s more structured out of the box, which means less setup time and a faster path to feeling organised.
Why People Love ClickUp:
- It’s amazing for tracking tasks, deadlines, and team collaboration.
- You can automate repetitive stuff like assigning tasks or updating statuses.
- It offers multiple views (List, Calendar, Board) to match how you like to see your work.
Who ClickUp is Best For:
- Business owners managing projects with a lot of moving parts.
- Entrepreneurs working with a team who need clear roles and timelines.
- Anyone who wants an easy-to-use tool with automations to save time.
Let’s compare tools:
| Feature | Notion | ClickUp |
| Ease of use | Templates are available but require a lot of customisation. Can take a little time to get the hang of it. | Easy to set up with pre-made templates. Intuitive once you have a template to work with. |
| Best for | Managing ideas and content-heavy projects. | Tracking tasks, statuses and collaborating on teams. |
| Customisation | Fully customisable from scratch. | Customisable within a structured framework. |
| Automation | Limited; relies on external tools. | Built-in automations & workflows save loads of time. |
| Collaboration | Great for shared wikis or brainstorming. | Built for managing teams and deadlines. |
| Integrations | Limited but works well with Zapier. | Extensive native integrations. |
Which tool is right for you?
If you’re still unsure, here’s my take:
Choose Notion if…
- You love having a blank canvas to build exactly what you need.
- You’re managing content, wikis, or planning your personal and business life all in one space.
- You’re creative and enjoy tweaking things until they’re just right.
Choose ClickUp if…
- You’re running a business with lots of tasks, deadlines, and moving parts.
- You want a tool that’s structured and ready to go, with less time spent setting it up.
- You’re managing a team and need to collaborate seamlessly.
Both tools have a place, depending on what you need. When I’m in a season of creative planning, brainstorming, or building out long-term ideas, I reach for Notion. But when it’s time to manage the day-to-day grind, big projects, or team collaboration, ClickUp is still my go-to.
At the end of the day, it’s not about which tool is “better.” It’s about which one fits your business, your workflow, and the way you love to work.
Still not sure? Test drive both
Here’s what I’d suggest:
- Try Both Free Plans: Both tools offer free options, so start there.
- Set Up a Small Project: Spend an hour in each tool to see which one feels more natural.
- Think About the Future: If you’re scaling your business or building a team, ClickUp may be the better long-term fit.
The best tool is the one you’ll actually use. If you’re someone who loves flexibility and creating your own systems, give Notion a go. If you want structure and automation right out of the box, ClickUp is your match.
And hey, if you’re feeling stuck or need help getting started, I’m here for you. Whether you’re a Notion newbie or a ClickUp convert, I can help you set up the perfect system for your business. Let’s chat and figure out what works best for you.
Want ready-to-go ClickUp & Notion templates?
If you’ve ever spent way too much time figuring out how to organise your tasks or projects, I’ve been there…and I’ve got you. My ClickUp and Notion templates are designed to get you started quickly and created using my tested frameworks and processes.
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