Monday.com vs Notion: Which can power your projects best?

One of the biggest challenges of project management is handling the accompanying chaos and moving parts. You need to be sure your team is staying on track, meeting deadlines, and remaining within budget, which involves juggling lots of information at once. That means using the right tools is essential.

Project management software solutions  can help with a project’s organization, automation, and visualization. Many such solutions exist, but two are popular among project managers for their task management capabilities, user-friendly interfaces, and organizational prowess: monday.com and Notion.

Choosing between these two leaders in the project management space can be difficult. That’s why we compared their similarities and differences in everything from capabilities to pricing.

Use this guide to help decide which tool in the monday.com vs Notion debate offers your team the best value, or use it to discover an alternative that may be better suited to your needs.

What is monday.com?

Monday.com, also known as monday.com, is a project management and organization software solution. The monday.com platform is built to provide clarity, control, and visibility to your project timelines.

This digital solution shares many features with its competitors, such as dashboards, automations, and integrations. However, monday.com offers a variety of key features that set it apart:

• Project-management-focused platform: Unlike similar tools that offer project management features as a small segment of a larger platform, monday.com is a collaborative project management software at its core.
• Multiple project management views: Some task management tools offer one or two major project management views. monday.com allows you to build your projects out in Kanban, Gantt charts, tables, calendars, timelines, and more.
• Visually driven interface: The last thing you need to worry about when managing a project is understanding where everything is on your interface. That’s why monday.com is designed with visual ease in mind, offering color-coded indicators for different stages and visual progress tools.
• Time tracking: monday.com offers built-in time tracking for billing project hours or  determining how long it takes your team to complete certain tasks. This solution can help elevate your understanding of project hours, which can improve estimations and timeline creation.
• Reporting: Unlike some other solutions, monday.com provides direct insight into project performance. You can use these real-time insights to avert potential risks to your project timeline and make accurate decisions regarding staffing and workflow.

These advanced features are designed to help businesses of all sizes, from small teams to enterprise organizations, keep track of project progress and meet deadlines. What’s more, monday.com offers several core benefits to project managers:

• Visual organization: monday’s interface and project management options let you visualize your project timelines in the way that best suits your team’s process.
• Project automation: Built-in automations such as date reminders, automatic task assignments, task creation, and even custom automations make it easy to manage your projects.
• Enhanced collaboration: monday’s unified workspace helps your team better align on project progress and vital information, which results in a more collaborative experience.
• Improved efficiency: Tools such as automations and visibility allow project managers to spend less time on manual organization and more on driving output.
• Customization opportunities: Every project manager has their unique organizational style; monday.com allows you to manage your projects your way.

These capabilities allow organizations to customize their project management approach according to their needs. For example, a marketing project manager may need help keeping track of shifting timelines caused by a sudden change in their client’s requested work. Having access to a project schedule that’s both easy to understand and manage helps them reorganize deliverables. They can also create custom automations to auto-assign and hand off tasks throughout the deliverable development process.

What is Notion?

Notion is a workspace solution featuring a variety of tools designed to elevate every element of your team’s approach to everyday tasks. While this tool may not be specific to project management, it does offer task management features as part of its platform.

As a project management solution, Notion shares most of the same features as many top competitors in the space.What sets Notion apart from strictly project management solutions are the features it offers outside of basic task management tools:

• Wiki creation: With Notion, you can create a centralized database of all the knowledge necessary for completing your project. Wikis can be linked directly into project briefs and documents to provide helpful context to your team members.
• Internal docs system: No more transferring meeting notes from one program to another. Notion allows you to create custom-formatted documents within your Notion workspace to help improve collaboration, information-sharing, and organization.
• High level of customization: While other project management tools offer some customization features, Notion is customizable from the ground up. From using emojis to mark specific pages to having several project management views, you can build Notion to fit your needs.
• AI writing: With Notion AI, you can streamline time-consuming tasks, including everything from summarizing documents to note-taking.

These unique features, coupled with Notion’s project management tools, make this platform ideal for smaller teams looking to replace multiple solutions with one investment. As an all-in-one solution, Notion can cover many of a small business’s essential functions, providing benefits such as the following:

• Reduced costs: By functioning as a single source of information for your business, Notion can help reduce your digital investments. Notion’s tools can also increase efficiency among your team members, improving productivity, accelerating output, and boosting your bottom line.
• Streamlined workflows: Having all your project information in one place makes it easier for your team to finish their work on time because they’ll no longer need to search for client information by switching between platforms.
• Increased interconnectivity: Using backlinking and subdocuments, you can easily connect different assets from various locations in Notion. This saves your team clicks, time, and headaches. Notion also connects to many integrations, allowing you to supercharge the platform with third-party tools.
• Enhanced flexibility: Notion isn’t as rigidly structured as some other project management tools. Its flexibility allows you to build a workspace that best suits your needs and scales as you grow.

By investing in a solution like Notion, your team can create a well-rounded, collaborative workspace that offers a holistic view of your project information. It also allows you to personalize your workspace. Notion’s flexibility and interconnectivity help project managers streamline how they create and manage tasks.

For example, a project manager can pull information from meeting notes created in a separate document directly into a project brief, or even use a backlink if they don’t want to copy over their work. They can even use Notion AI to do it for them. They can also backlink the client wiki within a project brief so their team can easily find assets like editing guides and brand standards.

Comparing monday.com vs Notion

If you’ve narrowed your search for task management tools and find yourself deciding between Notion and monday.com, your decision will likely come down to a few key factors. Since both solutions have similar features and a comparable price range, your investment may depend on what functionality is most valuable to your team.

Here are some key considerations when choosing between monday.com and Notion:

	monday.com	Notion
Project management capabilities	Project-management-focused platform, standard project views, time tracking, reporting	Project management subplatform, database creation, internal docs, project visualization
Customization and flexibility	Customizable visual style, built-in automations	Fully customizable interface
Ease of use	High	Low
Collaboration and integrations	Centralized project visibility, 200-plus integrations	Centralized workspace, 130-plus integrations
Pricing	Free version available. Paid plans range from $9 to $19 per seat per month.	Free version available. Paid plans range from $10 to $15 per seat per month.

Project management capabilities

In a comparison of Notion’s and monday’s advanced project management features, monday.com has the advantage. Although Notion offers some advanced features specific to task management, its primary focus is providing a comprehensive workspace solution. monday.com, on the other hand, is primarily project management software.

For example, while Notion provides project visualization, it does not offer as many project management view styles as monday.com. It offers a range of traditional visualization tools, such as Kanban and Gantt charts, that may better suit your organization’s project management approach. It also features more project-performance-driven features, such as time tracking and reporting.

Customization and flexibility

Although monday.com allows your team to customize your project interface, a level of standardization and rigidity within the platform limits flexibility. Notion, in contrast, is designed to act as a blank canvas that allows you to structure your project elements as you see fit.

This customization includes features such as your project timeline view, the structure of your internal documents, how data is linked to tasks, and the organization of your internal wikis. In this area, Notion is the clear winner and can be highly valuable for project managers who prioritize flexibility in their software.

Ease of use

The customization and flexibility that come with Notion’s all-in-one platform present challenges in terms of user-friendliness. Since this task management software has many customization options and features, it will likely be more challenging for your team to get it up and running the way they want it.

While monday.com has its own intricacies that may be difficult for your team to learn at first, the structure of the platform is more straightforward than Notion’s. The specificity of monday’s tools may allow your team to speed up implementation and set up customizations more quickly than with Notion.

Collaboration and integrations

Both solutions are designed for collaboration. The core difference between these two solutions is how wide-ranging that collaboration may be. For example, monday.com allows your team to work together on managing timelines, uploading files from outside sources, and adjusting project briefs.Notion lets your team collaborate on documents, databases, and more, creating a wider overall scope of collaboration across your workspace.

Both solutions offer a wide range of integrations. However, monday.com offers more  overall, featuring more than 200, including the Jotform integration. It’s also worth noting that some of the best Notion integrations are non-native to the platform. The Jotform Notion integration, for instance, is available only through Zapier.

Pricing

Both tools offer similar pricing structures and free versions of their platform, as well as multiple tier structures. However, there are a few slight differences in the structures themselves. monday.com offers three paid tiers, at $9, $12, and $19 per seat per month, plus custom enterprise pricing. Notion has only two paid tiers, at $10 and $15 per seat per month, plus custom enterprise pricing. Although monday.com has a higher price ceiling than Notion, its lower tiers cost less in comparison.

Both platforms also offer AI solutions, but the pricing for each varies widely. Accessing Notion AI costs $8 more per member per month. Monday’s AI is on a credit system, meaning you pay per use. Higher tiers come with a set number of free credits, so you’ll need to pay for more after those run out.

Both Notion and monday.com can offer your team tremendous value. However, other solutions, like Jotform Boards, offer similar benefits.

Jotform Boards as a valuable alternative

If you’re looking for monday.com or Notion alternatives, consider Jotform’s visual project management solution Jotform Boards. Users can easily organize and auto-generate tasks to help keep their team on track with features such as the following:

• Automated task creation from form submissions, AI Agent conversations, and workflows
• Customizable boards built on a user-friendly interface
• Collaboration tools to keep your team aligned
• Searching and filtering options to streamline project management
• Easy task assignment through automations and collaboration features

Jotform Boards offers a highly streamlined approach to task management by directly integrating your Jotform forms, AI Agents, and workflows into your project view. For example, if a client submits a deliverable request through a form on your site or in a conversation with an AI agent, your connected Jotform Boards will automatically generate a task to match.

You can also add Board task generation into workflows to create new tasks based on certain triggers. Say, for example, your team has a workflow set up for managing an event. If a guest responds “yes” to an invite, Jotform can automatically create a task to send them a follow-up email with details about the event.

You can access unlimited boards with the free plan, maximizing your capabilities. This solution also connects natively to the Jotform suite of products, allowing you to create a comprehensive, interconnected workspace.

Jotform Boards also makes collaborating on client tasks easy for your team. Boards can be easily shared with teammates, stakeholders, and more, with straightforward permissions management to help avert potential errors. Your team can also quickly assign Board tasks to team members, track changes, and leave comments or mentions to elevate communication.

Compared with monday.com, Jotform Boards may be a smoother experience for your team. Since tasks and updates can be automatically made using forms or workflow data, your team has less to manage. And while Notion may share the diverse capabilities of Jotform, Jotform Boards’ interface is more user-friendly.

Maximize your task management with Jotform

Ultimately, the project management solution that works best for your team will depend on what features you need most. If you are satisfied with your digital toolkit and simply want to add a project-management-specific tool, monday.com may be your best choice. If you are looking for a solution that can replace multiple tools while still providing project management capabilities, Notion may better suit your needs.

If neither solution sounds exactly right, you may want to explore other alternatives, such as comparing monday.com to ClickUp. While shopping, keep in mind which features are most important to you, and remember that no matter which solution you choose, you can always elevate your workflow with Jotform, whether through Jotform Boards or a Jotform integration.