App Comparisons
7  min read

Trello vs Google Keep

Abhishek Agrawal
By Abhishek A Agrawal
March 8, 2022
Table of Contents

    Nowadays, time has become the most valuable resource we have. As a result, people tend to organize their lives differently to save as much time as possible. Luckily, new technologies make it easier for us to manage our personal and business activities. There are many methods, from taking notes via voice orders and setting reminders to micro-processing our various tasks.

    Trello and Google Keep are well-known software solutions developed to organize our activities. Whether it is at work with others collaborating on different projects or even at home with daily routine and personal activities. 

    Trello is a tool that helps multiple users co-work to manage projects and collaborate to get them done. It shows the progress by splitting tasks into cards and organizing them in labeled columns. Its method simplifies tracking the progress and makes things easier to understand by a new user who just joined the work.

    It can be used for business purposes, such as organizing a specific project and adding cards for different phases. In addition to being flexible with personal life uses like daily schedules and chores. You have to sign up and start using the free trial or the paid version. However, a lot of features are available for free.

    Trello Board

    On the other hand, Google offers a similar software named Google Keep. Besides all other Google tools such as Google Docs, Gmail, Google sheets, etc. Google Keep allows creating lists and notes in addition to customizing them as per the user’s preferences. Sharing is easy when you work with Google tools, which is the case with Google Keep.

    Furthermore, it’s like many other Google services, totally free, and only requires having a Gmail account, and you’re good to go.

    Google Keep Home

    Let’s compare Trello and Google Keep, what they are, how they work, and which one can work best for your requirements.

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    Trello vs. Google Keep: comparison table

    Features Trello Google Keep
    Concept Project management tool Note keeping tool
    Usefulness It can be used for managing big projects with multiple team members and for personal uses Not suitable for managing teams and was not developed for that purpose
    Layout Boards with several columns, and each column has several cards Similar to the notepad app. Take notes and organize them
    User experience It is easy to use, but it looks complicated when used for the first time Simple and easy-to-understand
    Mobile app Offers a nice mobile application that can substitute the desktop version when needed Well designed to use on mobile phones
    Interfaces Some users find it not as intuitive  Simple and easy to use
    Collaboration Allows multi-user collaboration and provides a number of different automation to make collaborations more productive  Collaborate with others on a basic level
    Real-time update Cloud-based with a real-time update Cloud-based with a real-time update
    Pricing Free subscription with limited features and paid one with full functionalities Totally free, simply requires having a Gmail account to use it

    Detailed comparison of features

    The best tool to use pretty much depends on your requirements. We’ll walk you through a comprehensive comparison between the two of them so you can decide which one works best for you.

    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.

    Google keep Simplicity

    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.

    Trello customization

    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.

    Google Keep Cstomization

    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 Board

    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.

    Google Keep Reminders

    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.

    Google Keep Notifications

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    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.

    Trello Offers and plans

    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.

    Conclusion

    As we saw, both Trello and Google Keep could be a good choice, depending on your requirements. However, if you have a company and want to increase productivity by organizing tasks, you should use Trello if you can afford it or use it for free to manage your small projects. Google Keep is free and straightforward, and you can use it in your daily tasks.

    Abhishek Agrawal
    Author - Abhishek A Agrawal
    Abhishek is the founder of Integrately, CompanyHub, and Dreamwares. He is passionate about technology and entrepreneurship. He is always looking to leverage technology for the growth of the business. He has a deep understanding of how businesses work and uses this knowledge to build products that help entrepreneurs grow their businesses.
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