Notion, Trello, Google docs: How to incorporate the three into your workflow?

A quick riddle for you: if I remove these three tools, Notion, Trello, and Google Docs, from your workflow as someone whose work is centered around writing, managing teams, and projects, how productive would you be? 

Here are the stats:

• Notion celebrated over 100 million users last year.

• Trello crossed over 50 million users in 2021.

• Google Docs has over 1 billion active users every month. 

  
  

This means that 1 out of 15 people uses one of these tools to manage their writing process and projects to make their lives easier. 

If you are looking for the best tools to create content effectively, manage and track your process, you might want to read this. If you also want to understand how each tool works, this will also be a good read. 

A brief intro

Google docs 

Google Docs helps you write, edit, and share documents with others to make content creation and teamwork easier and faster.

Trello

Trello organises, tracks, and collaborates on content projects to improve productivity and workflow. 

Notion

Notion is a writing and organization tool that helps you plan, draft, organize ideas, and manage all your content, and projects all in one place. 

Features of each tool to improve your workflow

TL;DR

Features	Notion	Trello	Google docs
Learning Curve	Takes time to understand all the tools.	You can easily learn it.	You can write instantly.
Ease Navigation	It can get confusing.	It uses boards and cards.	It has simple document layout
Tagging and Organisation	For tags, folders, databases.	It uses labels	No built-in tagging, only folder structure
Visual layout and design	It is clean, modern and flexible.	It has board view only.	It has a simple document layout.
Customization	It has flexible pages, templates, and blocks	It has few customization options.	It has basic formatting.
Sync with other devices	It syncs well  across devices	It works well on web and mobile.	It automatically sync with Google Drive
Integration with other apps	Yes, it works with Slack, Google Calendar, GitHub, etc.	It connects with other tools using extensions.	Yes. It integrates with other Google apps
Collaboration features	You can share workspaces, comments, and mentions.	It's good for team collaboration on boards	It’s good for editing, comments, and suggestions
Offline Access	Yes	Yes, limited on desktop.	Yes
Overall User Experience	It is best for creating and organizing content projects.	It is best for task and project tracking.	It is best for writing and editing documents

Learning curve:  

Notion: Notion requires time to learn because of its versatility and several features. For example; building workspaces from scratch and also understanding how to organise information adequately. However, the more you spend more time on the tool, the better it gets. You can always ask for help or do more research for each feature.  

Trello: Trello is quite simple compared to Notion. It is easy to use for organizing your tasks. You can start by creating cards, lists, and boards, which represent tasks and their status. The drag and drop features make it easier to move your tasks through stages like “In Progress” or “Completed”. 

Google Docs: Google can be used by everyone, even if you haven’t written anything before. It has a minimal learning curve and it's straightforward. You can start typing and sharing documents without having to learn its complexity. 

Easy navigation

Notion: Notion uses a sidebar on the left that shows all your pages and sections in a list. You can open and close groups of pages to keep things tidy. You also can mark important pages as favorites to find them quickly.

Also, there is a search box at the top where you can type keywords to jump directly to a page or content.  Inside pages, you can add links to other pages or sections, helping you move around without going back to the sidebar. At first, it might feel overwhelming. But the sidebar and search help can help you find things quickly. 

Trello; Trello’s navigation is simple and visual. You start by choosing a board from the main screen or sidebar.  Each board has lists, and inside lists are cards representing tasks. You move cards by dragging and dropping them between lists. The interface uses clear labels and colors, making it easy to see where things are. A search bar lets you find cards or boards quickly. Trello focuses on moving tasks through stages, making it easy to understand where your project is.

Google Docs: Google Docs looks like a regular word processor. You open documents from your Google Drive or recent documents list. Inside a document, you scroll through the text or use the outline panel to jump to headings quickly. The top menu bar lets you access editing tools and options. A search function in Google Drive helps find documents fast.

Tagging and organisation: 

Notion: Notion uses flexible tags through database properties called Select and Multiselect to label tasks, notes, and projects. You can organise your project hierarchically using names like Status: In progress. Using different colours helps you to visually distinguish each tag. Tags enable filtering and sorting across databases for detailed views.

Trello: You can use colored labels on cards to organise by type, priority or status. You can organise your projects based on projects, stages and tasks. It supports your checklists, due dates and other attachments for additional structure.

Google Docs: Google Docs doesn't have a format tagging system. You can colour-code your folders and also have quick access for starring your files. You can also easily find your document by using the search bar. Inside your document, you will find comments, highlights, but they don't serve as tags. The organisation system is basic and adaptable. 

Visual layouts and design

Notion: Notion has a flexible and open layout that feels like a blank page. You can build anything by adding blocks such as text, checklists, or databases. It uses a sidebar on the left for navigation between pages and allows you to move blocks around easily. The design is clean and simple, with optional customization like icons and background colors.

Trello: Trello is structured like a digital board filled with lists and cards. Each list is a vertical column, and cards represent tasks you can move between lists by dragging. The layout looks like sticky notes on a board, and you can click into each card to add more details. It uses labels and colors to make cards stand out.

Google Docs: Google Docs is mainly for typing and editing text. The layout stays the same, with tools for formatting, inserting elements, and collaborating in through comments and suggestions. It feels familiar and straightforward.

Customization 

Notion: You can choose how each page looks and what it includes. There are icons and cover images to each page. Inside a page, you can change the type of each block like turning text into a checklist or a heading.  Moving blocks around or changing the background color of text and sections can help you adjust based on what you need. 

 Trello: Trello lets you change how your board looks by choosing different background colors or images. You can color-code cards with labels to show categories or status. Each card can be filled with different items like checklists, files, and comments. You can also rearrange cards and lists by dragging them. 

Google Docs:  You can change how the text looks by selecting different fonts, sizes, and colors. You can highlight parts of the text, insert tables, images, and links, and organize content using headings and bullet points. You can adjust page margins, spacing, and layout options, but the overall structure of the document is still the same.

Sync with other devices

Notion: When you write or change something in Notion on your phone, it will appear the same way on your laptop or tablet. All your pages, edits, and updates stay the same no matter what device you’re using, as long as you're signed in.

Trello: If you add a card or move a task in Trello on your computer, you’ll see the same thing on your phone or any other device. The board and its contents always stay up to date across devices. 

Google Docs: When you type or edit a Google Doc on one device, those changes will show up on any other device where you open the same file. You can start writing on your phone and finish on your computer without missing anything.

Integration with other apps

Notion: You can connect it to tools like Google Calendar, Slack, or databases, but it often needs help from other services like Zapier or manual setup.

Trello: Trello connects easily with other apps. You can link it to tools like Google Drive, Slack, and calendars directly inside Trello. You can add features from these tools to cards and boards so everything works together.

Google Docs: Google Docs works smoothly with other Google tools like Drive, Gmail, Sheets, and Calendar. You can also connect it with non-Google tools through add-ons. It’s designed to fit in well with the whole Google system.

Collaboration features

Notion: In Notion, you can share pages with others, let them view or edit, and leave comments. Anyone can make changes or suggestions on the same page, and you can see who made what change. 

Trello: Trello allows you to invite others to your board. Everyone on the board can add cards, move tasks, comment, and update details. You can also tag people to let them know what they need to do.

Google Docs: Google Docs lets several people write, edit, or comment on the same document at the same time. You can see who is working in the file, track what each person changes, and reply to comments.

Offline access 

Notion: Notion can work offline, but it has limits. You need to open the page first while you're online. After that, you can read and edit it offline, but some pages may not load if they weren't opened earlier. Changes are saved and updated when you're back online.

Trello: Trello’s mobile app lets you view and make changes to boards even when you’re offline.  You can add cards, move tasks, and write comments. Everything updates automatically when you're online again.

Google Docs: You can open documents, write, and edit without the internet. Once you're connected again, the changes are saved and synced.

Overall user experience 

Notion: Notion looks like a blank space where you can build things your own way. It can take time to learn, but once you understand it, it becomes easy. It works well if you enjoy setting things up your own way.

Trello: Trello is simple to start with. You can quickly create lists and cards to track your work. It’s easy to move things around and see everything at a glance. It works best for people who like to see tasks in a visual, step-by-step way.

Google Docs: Google Docs feels familiar, like a regular writing tool. It’s easy to open and start typing. You can work with others smoothly and don’t need to learn much to use it. 

Need other tools to add to your workflow, have a look here.

How do you incorporate each tool into your workflow? Users’ reviews

1. Claspo reviews workflow tools for creatives

"At Claspo.io, we use all three tools: Notion, Trello, and Google Docs—together as part of an integrated content operations system. Each one plays a unique role in improving the quality, speed, and impact of our content production.”

Notion

“We replaced Confluence with Notion because of its flexibility and clean UX. It's our single source of truth for content strategy. What makes it invaluable is that we embed performance analytics right inside article briefs pulling data from Google Search Console and Ahrefs. This helps writers not just create content, but understand how it performs in terms of traffic and search visibility. It closes the feedback loop between SEO performance and editorial planning.”

Trello

“Instead of Jira, we manage our content delivery pipeline in Trello. We track key fields like "date of assignment," "publish date," and "actual hours worked" for each piece. This allows us to automate performance metrics like content velocity and cost per article. Trello helps us keep our process lean and transparent while feeding those metrics back into Notion.”

Google Docs

“Google Docs is still our go-to for gathering expert input and feedback. It’s universally accessible and ideal for collaborative editing, especially when external stakeholders are involved. Each tool does what it’s best at and together, they give us a data-driven, human-centered approach to content creation.”

— Yuliia Zhuravleva, Head of Content at Claspo. 

2. FinlyWealth reviews workflow tools for creatives

"As a founder, content lead, and growth strategy lead, I always use Google Docs, Trello, and Notion to streamline workflows and scale content creation.

For content creation, Google Docs is still my go-to. Its simple interface, autosave, and real-time collaboration features make it the best tool for writing and editing with my team.

Notion is very flexible when it comes to organizing content planning. I've developed interconnected databases to track editorial calendars, campaign objectives, and research in one place.

For project management, Trello's Kanban boards are ideal for mapping content pipelines, particularly when managing between teams or monitoring multiple deliverables simultaneously.

Each of these tools has its niche, and when used together, they make a productive stack.

Kevin Shahnazari—CEO of FinlyWealth. 

3. Versys Media reviews workflow tools for creatives

“In my experience at Versys Media, Google Docs stands out as an invaluable tool for organizing ideas and managing content creation. Its collaborative features allow multiple team members to work on a document simultaneously, which has been a game-changer for our projects. 

For instance, during a recent campaign for one of our high-profile clients, we used Google Docs to streamline our brainstorming sessions. This enabled our design and content teams to contribute in real-time, ensuring that we captured all creative insights efficiently.

Trello is another tool that I find useful, particularly for task management and workflow visualization. We often use it to track the progress of various projects across our teams. Each card represents a task, and as teams move through the different stages of development, it offers a clear visual representation of where everything stands. This has helped us maintain accountability and meet deadlines consistently.

However, I find that Notion is particularly effective when we want to centralize various types of content, notes, and project documentation. Its versatility makes it suitable for maintaining databases, wikis, and even comprehensive project overviews. We’ve integrated Notion into some of our internal processes to ensure all team members have access to the latest information and updates.”

Overall, while I appreciate the unique benefits each tool brings to the table, using a combination often yields the best results for our teams. This allows us to harness the strengths of each application based on the specific needs of the project. 

David Hunt—COO, Versys Media 

4. Yemen reviews workflow tools for creatives

Discovering Notion was like finding that one notebook that finally keeps everything in place without ever losing the sticky notes. I juggle campaign planning, donor communication, and content creation daily, and Notion is the only tool that lets me manage all of it in one space. I use databases to track content pipelines, link donor personas to campaign drafts, and collaborate with remote teammates across time zones. The real beauty? Its flexibility. Whether I need to build a visual dashboard for monthly reports or quickly drop in creative briefs, it adapts without cluttering the experience.

I’ve used Trello and Google Docs too, both solid in their own right. Trello’s great for basic task flows, and Google Docs is essential for final edits and shared writing. But for creative strategizing, campaign mapping, and staying sane amidst the chaos of nonprofit marketing, Notion wins hands down. It’s like a digital HQ for my brain.

Dionne Jayne Ricafort—Marketing Manager, CSO Yemen

5. Telegram Ads reviews workflow tools for creatives

For us, Notion is the backbone of our content creation process. It’s more than a note-taking app; it’s our editorial command center. We use it to map out content calendars, build client-specific style guides, organize research, and outline articles all in one interface. The ability to toggle between databases, kanban boards, and full documents lets our team collaborate without bouncing between tools.

What makes Notion stand out is its flexibility. Unlike Google Docs, which is great for final drafts, or Trello, which is solid for tracking, Notion gives us a full-picture view of strategy and execution. For a fast-paced agency, that cohesion is gold. It saves us time, reduces miscommunication, and lets writers stay focused on creating, not hunting for context.

Samuel Huang—CEO of Telegram Ads

I performed an anonymous interview on what users would love to change in any of the tools and here are some of the responses I got.

• I would improve Google Docs’ offline editing capabilities to be more robust and consistent, as sometimes I experience sync issues when working without a stable internet connection. Better offline support would enhance productivity in all environments.

• “If I could improve one feature in my preferred writing tool, it would be a more intuitive content organization system—something that allows easy version control, tagging, and folder structuring within the tool itself. While the current setup is great for drafting and editing, managing multiple projects or revisiting past iterations can become cumbersome. Enhancing this aspect would make the workflow more seamless, especially for content creators juggling various formats and clients”. 

• One thing I’d improve in Notion is its offline functionality. Sometimes, when I’m traveling or dealing with spotty internet, it becomes frustrating not being able to access or edit content smoothly. Having better offline access would mean less interruption and more flexibility to work from anywhere.

• I remember a trip where I wanted to polish a blog draft on a plane, but Notion wasn’t fully responsive without the internet. That slowed me down and meant I had to wait until I landed to finish. Improving this would make the tool feel more reliable and less dependent on a constant connection.

• I hope Trello can open more features in automation. I know that they have this feature already, but it will help to add more templates and workflows. Through the improvement of their automation features, I believe Trello will become a more powerful tool for Project Management and Content Creation. 

• If I could improve one thing in Trello, it would be how it handles structured content inside cards. You can add checklists and attachments, but once you’re managing detailed briefs or multiple revisions, it quickly becomes cluttered. A better built-in doc editor would make it far more useful for content teams that need more than just task tracking.

As a user, what is your go-to tool, and what features would you like to have in your favourite tool? 

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