From offline to online, we use productivity tools to organize workflow. Two of those software programs are Google Keep and Trello.
The difference between the two is noticeable, but you might miss those little details that may help in the future. So, what to know about the two and how to compare them? The article covers Google Keep vs. Trello.
What’s the difference?
Both are different types of productivity tools. Google Keep is a free note-taking app that supports basic text editing, images, drawing, checkboxes, and audio.
Trello is a task management application that helps you create new tasks and keep track of their journey from start to finish.
With reminding functionalities, Google Keep is one of the most straightforward note-taking programs. At the outset, you can:
- add text notes
- add image notes
- add audio notes
- add drawing notes
- Search for text and titles
- create labels
- create reminders
- add users
In terms of rich editing, there isn’t much to it. Google Keep does not come with rich editing features. Even if you paste rich text, the app pastes it in plain format.
One thing I must mention is when adding a grocery list; the app suggests items. For example, in a checklist note, the app will suggest eggs if you type “eg”.
Trello, on the other hand, is a project management tool used for managing, distributing, and tracking the progress of your work. It offers many features, but they bring the curve of learning this tool.
To understand Trello, you must understand the fundamental options that run it: Workspaces, lists, and cards.
- The workspace in Trello can be the project or even the whole work if you have multiple work locations.
- The list is what you add under each workspace. For this website, I have: lists for ideas, articles in progress, published, etc. Depending on your project type, the lists are the major parts of the project.
- The cards behave like tasks. Under lists, you add tasks.
Moreover, each card can be opened to add details about that specific task. Under each card, you find:
- card description
- adding labels
- adding members
- adding checklists
- attaching links and files
- sharing that card
- archiving that task
You can also add users to specific cards with access to that workspace.
Signing up for Google Keep is straightforward. You go to the website or open the app and log in with your Google account. The notes are synced online, so you access them on any platform.
In contrast, we can sign up on Trello using one of the multiple ways:
- Signing up on the Trello website
- Use your Atlassian account to sign up
- Login using the SSO feature with Google, Microsoft, Apple, and Slack.
Google Keep is also available on Google Play and App Store, but it does not come as a native Windows or macOS app. One way to install on Windows is to install the app as a progressive web app on Microsoft Edge.
The app will use the browser’s resources, but you can quickly access it without going to the URL in the browser.
Related: Google Keep vs. Google Tasks
Sharing and collaboration
Keep provides an option called “Add Collaborators, ” enabling you to share notes with people by entering their email addresses. The advantage of this feature is that you can share a single note with others.
Trello also offers an option to add people to a workspace. However, adding people to a particular list or card is not provided. Another sharing feature that has already been discussed above is adding workspace people to specific cards. This helps in allowing people to focus on their tasks.
Google Keep vs. Trello: Reminding tools
In Keep, you get location and time-based reminders. The app has a unique section to see all reminders. It only supports one reminder per note at a time. You also get options to change your default reminding times for morning, afternoon, and evening. The program also has a repeat option if you like to be reminded multiple times.
Trello also comes with reminding options. Each card has a due date option, which shows different emojis depending on the time left. The option can further be edited to add a reminder.
You get options such as remind five minutes prior, one day before, two days earlier, etc. The different ways through which one can be reminded:
- Trello notification panel (changes notification button to red)
- Desktop notifications on desktop
- Mobile notifications on phones
Related: Trello vs. Todoist
Google Keep is integrated with Google Docs, Gmail, Google Calendar, and Tasks. What each app offers:
- On Gmail and Tasks website, you get a link to your notes.
- Notes saved on Keep can be converted to Google Docs files.
- Your reminders are visible on Google Calendar.
Trello, in contrast, comes with about 220 power-ups. Those make Trello an all-in-one management tool.
The tool separates the power-ups into different categories, and one of them is called “Bonus.” All power-ups from this list can be added to your board free of charge, while only one can be installed from the standard power-ups on the free plan. Some of the power-ups are:
- Backups for Trello
- Microsoft Teams
- Google Drive
This section applies to Trello only because Google Keep does not come with templates. While creating a board, you can check out over 100 templates developed by other users. Some include:
Related: Trello vs. Evernote
Premium and Plans
Google Keep is free to use. Trello, in comparison, is also free, but you get limited options. The free plan offers:
- 10 boards per workspace
- 1 power-up per board
- unlimited storage
- unlimited cards and members
The Business plan is for teams looking for advanced options. The plan costs $10 per month per user on a yearly plan and $12.5 per month per user on a monthly plan. You get:
- unlimited power-ups
- unlimited boards
- calendar view
- map view
- 1,000 automated commands
- advanced checklists
The complete list of features is available on the website.
Which one is better for you?
I think both can be used to improve your management lifestyle. Google Keep is a note-taking app and can’t replace Trello, while the same goes for Trello.
Google Keep can help you with your random ideas or your grocery needs, while Trello can help organize those needs in a way understood by most people.
With this rising online world, more and more things are happening on the internet, and with those, it’s easy to get lost or forget vital tasks. This is where those productivity tools come in handy. It does not matter which tool you are using, but having at least one program is essential.
Anyway, it’s time for Google Keep vs. Trello to end with all being covered. But feel free to browse other articles on productivity and management. Also, have any thoughts? Please share them with the rest in the comments below.