Pm by Otto Roper

Trello vs Notion for Team Wikis

Introduction

As a 20-person marketing agency, our team needed a robust solution for managing our team wikis. Our previous setup was a patchwork of Google Docs and shared drives, which lacked structure and made it difficult to find information quickly. We needed a tool that would help us centralize our knowledge, streamline our workflows, and make information accessible to everyone on the team.

We evaluated two leading tools in the market: Trello and Notion. Both offer unique features that could potentially meet our needs, but we needed to determine which one would provide the best return on investment (ROI) and quickest time-to-value. Here’s our decision-making process, switch, and outcomes.

Company Overview

We are a 20-person marketing agency that provides services such as content creation, social media management, SEO, and PPC campaigns. Our team is divided into departments like content, design, and client services. Each department has its own set of processes and assets that need to be documented and shared. Our previous setup was cumbersome, and we realized that a dedicated tool for team wikis could significantly improve our efficiency and collaboration. For instance, our content team needed a way to document SEO best practices, while our design team needed a repository for brand guidelines and design assets.

Decision-Making Process

Evaluation Criteria

To make an informed decision, we set the following criteria:

Trello Evaluation

Pros:

Cons:

Notion Evaluation

Pros:

Cons:

Switching Process

After thorough evaluation, we decided to switch to Notion for our team wikis. Here’s how we made the transition:

Step 1: Assess Current Needs

We first identified our current pain points and documented what features we needed in a team wiki tool. This helped us create a clear picture of what we were looking for in Notion. We created a list of specific requirements, such as the ability to store design assets, manage project timelines, and document SEO best practices.

Step 2: Training and Onboarding

To ensure a smooth transition, we organized training sessions for all team members. We covered the basics of Notion, including how to create pages, databases, and wikis. We also provided documentation and support for any questions that arose during the onboarding process. For example, we created a step-by-step guide on how to set up a new project page, complete with screenshots and examples.

Step 3: Import Existing Data

We imported our existing Google Docs and shared drive files into Notion. This involved creating a structure for our wikis and organizing information into relevant pages and databases. While it was time-consuming, it ensured that all our data was centralized and easily accessible. We created a master database to store all our documents and linked them to the appropriate project or department pages.

Step 4: Customize Workflows

Notion’s flexibility allowed us to tailor the tool to our specific needs. We created custom templates for different types of pages, set up workflows for content approval, and integrated Notion with other tools we use, such as Slack and Google Drive. For example, we created a custom template for meeting notes with sections for attendees, agenda, and action items. We also set up a workflow for content approval, with stages for draft, review, and publish.

Step 5: Monitor and Improve

Once Notion was fully integrated into our workflow, we monitored its usage and made adjustments as needed. We provided ongoing support to team members and encouraged feedback to continuously improve our setup. We regularly reviewed the usage data to identify any bottlenecks or areas for improvement. For instance, we noticed that some team members were struggling with the page history feature and provided additional training on how to use it effectively.

Outcomes

Improved Collaboration

Notion has significantly improved our team collaboration. With real-time editing and comments, team members can work together seamlessly on projects. The page history feature also ensures that everyone is on the same page and can track changes made over time. For example, our content team can collaborate on drafts in real-time, leaving comments and suggestions directly on the document.

Centralized Knowledge Base

Our team wikis are now centralized in Notion, making it easy to find and share information. This has reduced the time spent searching for documents and improved our overall efficiency. We can quickly access our brand guidelines, SEO best practices, and design assets from a single source. For instance, our design team can easily reference the brand guidelines when creating new assets, ensuring consistency across all projects.

Customizable Workflows

Notion’s flexibility has allowed us to create custom workflows that fit our specific needs. We can easily update and modify our setup as our team grows and our workflows evolve. For example, we created a custom workflow for project management, with stages for planning, execution, and review. This has streamlined our project management process and made it easier to track progress and deliverables.

Cost-Effective Solution

While the premium version of Notion has a cost, it has provided a significant return on investment by improving our team’s productivity and reducing the time spent managing our knowledge base. The cost of Notion is justified by the time saved and the increase in efficiency. For example, we estimate that we save approximately 2 hours per week per team member in document management and collaboration, which translates to a significant ROI over time.

Alternatives Considered

We also considered other tools in the space, such as Monday.com, ClickUp, and others. For a comprehensive comparison, you can refer to our articles:

These comparisons provided valuable insights into the strengths and weaknesses of each tool, helping us make an informed decision. While each tool has its own unique features, Notion’s flexibility and customization options made it the best fit for our specific needs.

Conclusion

Making the switch to Notion for our team wikis has been a game-changer for our marketing agency. The centralized knowledge base, customizable workflows, and seamless collaboration have improved our efficiency and productivity. While the transition required some initial effort, the benefits have far outweighed the costs. For example, our team now spends significantly less time searching for documents and more time on high-value tasks.

If you’re considering a similar switch, we recommend evaluating your specific needs and conducting a thorough assessment of the tools available. For more insights on building an efficient ops stack, check out our guide on OPS Stack for a 20-Person Agency.

Ultimately, the right tool can make a significant difference in how your team collaborates and manages knowledge. We hope our experience provides valuable insights for your own decision-making process. Whether you're looking to improve collaboration, streamline workflows, or centralize your knowledge base, choosing the right tool can have a profound impact on your team’s efficiency and productivity.