Trello vs Google Keep

Trello vs. Google Keep: comparison table

Simplicity of use

As we know, Google focuses a lot on creating user-friendly interfaces, and simplicity is key for all Google services. Like all the other tools, Google Keep is very simple and abstract. Arguably, there is no need to watch any tutorials about using it because it’s more like a cloud-based notepad app. Users can add, modify, customize, delete, and simply organize notes and lists.

On the other hand, Trello is also considered relatively easy to use, but it might require quick training to master all the tools and features it offers. The terminology of workspaces, boards, and cards is considered new, and users have to understand how different Trello components interact with each other to use it properly. However, we can’t say that Trello is complicated because everything has been simplified to a reasonable limit despite all its features.

Overall, Google Keep wins when it comes to simplicity. Maybe it’s due to the difference in functionalities offered by each software.

Customization

Google Keep allows personally customizing the boards, such as pin notes, changing colors, and reordering. It also enables adding labels, which helps to keep notes well organized and easy to find. Furthermore, Google Keep allows adding images, drawings, voice notes, and checklists.

Trello offers more options when it comes to customization. Depending on your needs, you can 

• customize your board,

  • like adding cards,  

  • more lists, and 

  • moving cards between them. 

•  add a text label or color label, making it easy to filter cards. 

• add a description for each task (card) and attachments. 

For instance, you can use Trello to organize your daily sports routine, create a board, add columns for weekdays, and add cards for activities, enriching that with checklists and images. Then, edit and update whenever you want. 

Similarly, use it for your business needs, create boards for each company or client you’re working with, and use columns for various projects and cards to specify the progress and remaining work.

Overall, Trello wins the battle when it comes to customization. It’s more powerful and offers many features for users, and the most important of all is the ability to adapt Trello boards in different business and personal life scenarios. However, that doesn’t mean Google Keep is not customizable because it is, but to a certain level that corresponds to its functionality.

Sharing and collaboration

Collaboration is the most important feature; it allows adding members and sharing tasks with them, and both Google Keep and Trello have it.

You can share notes in Google Keep with anyone with a Google Gmail account. Sharing notes is simple in Google Keep, and all you have to do is add someone’s email, and the note will be shared. However, the privileges can’t be limited, and the new user can edit the note without your confirmation. Sharing notes may not represent a high level of collaboration, but we can look at it as some sort of co-working in real-time.

Trello is more powerful in sharing and managing members’ privileges. You can add new members even if they don’t have a Trello account by emailing them an invitation, but they need to create an account to join. Unlike Google Keep, in Trello, you can change a member’s permission to an observer, who can comment on cards but can’t move them. Trello facilitates collaborating on different projects with other team members and external guests. 

Trello is better for collaboration because it’s a project management system, unlike Google Keep, which doesn’t offer this level of collaboration. Maybe if we can compare Trello to the whole package of tools provided by Google like Calendar, Tasks, Hangout, and others, Google might win. Still, for now, Trello is a better collaboration solution.

Alarms and reminders

Google Keep offers advanced location-based and time-based reminders. If the GPS is on, and you’re using Google Keep with your mobile phone, you’ll get a notification when you arrive at the desired destination. A simple trick, but it shows how practical Google Keep is.

On the other hand, in Trello, you can add a deadline for tasks, and you will receive email notifications in addition to Trello-based notifications about meeting these deadlines.

Pricing

Google Keep is totally free. It has no paid plans or premium subscriptions, and all you need is a Gmail account. Google offers many free services besides Keep, which is very useful, especially if you want a simple solution to use in your personal life or your small business.

Trello can be used for free but with limited functionality. 

• The free version allows 10 boards per workspace and only 10MB per file. 

• A paid subscription starts from $5 per user per month and goes up to $17.5 depending on the number of users and features required.

Integration

If you use different apps and services and want to exchange data, integration solutions will provide that channel. Like Integrately, a platform that automates the work between various apps offers more than 8 million ready automation for more than 700 apps.