Notion is an online workspace with built-in collaboration and productivity tools. It is easy to use and customizable, with a free plan for individuals, and affordable paid plans with more advanced features. However, users looking for a Notion alternative can choose from several solutions available today.
Notion Alternatives: What to look for
Many small business teams use Notion as a productivity app. It runs via the web, in a desktop app, and on mobile devices. Notion users in search of an alternative should look at features both available and missing in the software to get the most comprehensive solution. Here are some features to look out for:
- Free plan for small teams
- Tools for organizing, like labels and tags
- Advanced search with filter options
- Unlimited uploads and storage
- Unlimited customization, with an intuitive user interface
- Ready-to-use templates for a variety of workflows and use cases
- Easy third-party integration
- Tools for user administration, access control, and app security
- Multi-tenancy and real-time collaboration
- Document version control and history
- Synchronization across devices
- Task automation and notifications
- Support for multiple work views
- Scalable plans
Best Notion Alternatives
For teams seeking a different approach to solving productivity needs, our recommended list of apps like Notion may provide a more suitable solution.
Guru is an enterprise wiki app for organizing company information and making it accessible from anywhere. It ensures critical knowledge goes through verification by subject matter experts. The verification workflow and browser extension gives employees the tools to capture and access meaningful and contextual information within their workflow.
Guru can automate onboarding, streamline internal communications, and provide more effective options for video and chat meetings. It has a simple but powerful editor, Microsoft Teams and Slack integration, an information clipper, Google Docs and Confluence syncing, and smart organization tools. Other powerful features include AI-assisted suggestions, knowledge alerts, duplicate detection, tags, reports, and custom knowledge triggers.
Trello is online collaboration software that offers a free plan for unlimited members. It is among those Notion competitors that provide visual task and workflow management through a system of Kanban boards, lists, and cards. The software also offers unlimited integrations in all its plans.
Trello’s main interface is the Kanban board, but higher-tier plans also provide other work visualizations like dashboard, timeline, table, and calendar views. A user can customize different lists according to their needs and use the built-in automations for common recurring tasks. Its cards can contain different types of information, such as assignees, checklists, due dates and times, links, custom fields, and attachments, among others.
Coda is a new type of dynamic document that brings together the functionality of docs, spreadsheets, and workflow apps. It is all-in-one software that allows users to put different types of data and information in one flexible surface. The software comes with building blocks that include ready-to-use tables and buttons, as well as templates, so teams can quickly build the app they need.
Coda is a Notion alternative with a free plan for the whole team. A user can create docs, but are limited by the number of objects and rows per doc. They can also integrate this tool with other web apps and services. It also offers real-time team collaboration tools for multiple editors.
ClickUp offers a versatile software solution that includes several integrated tools. Among its features is a collaborative document builder for creating wikis, knowledge bases, and other types of rich content, shareable documents. It also has /slash commands for shortcuts.
ClickUp supports multuser editing for simultaneous editing in all its plans — including the free plan. The document owner can see who is actively viewing the doc and can start conversations with built-in commenting and chat tools. The software also has features for setting permissions on who can view, edit, and comment, as well as for creating public links. Other features are integrated task management, third-party integrations, and custom templates.
Evernote is an app for capturing, organizing, and quickly finding ideas and meeting notes. It is a free alternative to Notion for personal use. The software supports sync across different devices and platforms, so users have what they need to write down ideas wherever they go.
Evernote lets users make notes with different types of data such as text, images, audio, document scans, PDFs, and other docs. The Tasks feature brings notes and tasks together, so users can quickly build to-dos inside their notes without interrupting their workflow. The software also has a customizable Home view, calendar features, and ready-to-use templates.
Bloomfire is a knowledge-sharing platform that supports any type of content. It gives users a central, searchable source of knowledge. The platform is ideal for knowledge engagement, research and insights, and customer support. Bloomfire is a Notion alternative for teams looking for a solution to help promote self-sufficiency across the organization.
The app further reduces the time employees spend searching through emails and chat threads. Features include an AI-powered search engine for deep index search, searchable Q&A content, support for rich content, up-to-date content, feedback loops, and AI-generated tags.
Project Insight is work and project management software that offers a free expandable version through premium add-ons, as well as a full-featured enterprise version. Teams in search of project management apps like Notion can appreciate the software’s multiple work views, which include task views, Gantt charts, issues, Kanban boards, and status views.
Project Insight has centralized collaboration features to allows users to keep all project documents and communication in one place for increased visibility. Other features include reports and dashboards, intelligent scheduling, budgeting, forecasting, timesheets, and integrations. Moreover, the free plan includes unlimited users and customization on any item, with support for a wide choice of custom fields.
Slab is a knowledge base and enterprise wiki software that enables users of all levels to create, organize, and discover information. Thee app has modern editing capabilities and an intuitive interface. The software lets users organize content by topic, so it is easy to browse and discover information with relevant context.
Slab is free for up to 10 users with unlimited posts and topics. Preferred by many small businesses, it also supports real-time collaboration, content verification, and unified search, as well as providing ready-to-use templates. It integrates with many third-party tools and can help users switch from Notion.
Workflowy is a web-based organization tool that enables users to create notes and lists. It is among the Notion competitors that can run across multiple platforms via the web, desktops, and mobile devices. The app allows users to collaborate, brainstorm and plan in a secure way.
Workflowy is available for free with access to all features, while the paid plan includes unlimited bullets, file uploads, and full sharing options with auto-backup to Dropbox, as well as premium support. It is an online notepad that can include infinite nested lists and support for either bullet view or board view.
monday.com is a work management platform flexible enough for many use cases and applications. It is a visual, scalable solution for project management, CRM, sales and marketing, software development, and many other workflows and processes. Tiered plans range from a free version of the app for two users, to several team plans, up to a customized enterprise plan.
monday.com is a Notion alternative that also offers a collaborative work document. Teams can co-edit in real time, share comments, and drag and drop text. The dynamic document can include real-time elements such as boards, dashboards, videos, and other components that automatically sync to stay up-to-date. This transforms the doc into a live workspace that connects to team workflows.
Confluence from Atlassian is a document collaboration and team workspace software. The app has a free plan for up to 10 users and several paid plans with per-user, per-month pricing. The software enables users from anywhere to build, organize, and collaborate on content in a central location.
Many Confluence users come from midsize companies, who use the software for knowledge management, project collaboration, and as a social intranet. Features include pages that function like documents, spaces for containing pages, advanced search and page trees, best practice templates, and integration with the Jira project management tool.
Dropbox Paper is a real-time document editing solution for teams, which comes free with Dropbox. Teams in marketing, product development, HR, IT, and sales use it for their different applications. Users can use the note-taking app features, build plans for product launches, brainstorm ideas, or document product specs.
Dropbox Paper also comes with ready-to-use templates belonging to different categories and workflows. This Notion alternative app also includes task management for assigning to-dos, due dates, and people. It streamlines the feedback process with annotations, comments, and emojis. Users can also connect it with their calendars to easily access the docs needed for a meeting.
Ready to Try a Notion Alternative?
Notion enables many startups and small businesses to organize information and preserve knowledge and culture as they grow and expand.
However, each team and organization has a preferred way of creating, documenting, and organizing their content. Our short list of Notion alternatives can guide users to finding the solution that meets their needs.
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