Trello vs. Notion: Project Tracking Explained

The glowing red “Bugs” counter mocked Leo from his monitor. His indie platformer, “Pixel Quest,” was weeks past its internal deadline. Features piled up, half-finished art assets littered his desktop, and the game’s core loop felt… muddy. He was drowning, not in code, but in disorganization. Then, a friend suggested he try project tracking. He spent a weekend meticulously mapping out every task, every bug, every artistic element. Suddenly, the chaos transformed into a navigable roadmap. The red counter started shrinking, replaced by a satisfying green “Done” column. Leo’s vision for “Pixel Quest” sharpened, and the creative flow, once choked by disarray, surged back.

This scenario highlights a common dilemma for indie and beginner developers. The right project tracking tool doesn’t just manage tasks; it clarifies your goals and unblocks your creative energy. But choosing between tools like Trello and Notion can feel like another daunting decision. This guide aims to simplify that choice, ensuring your project tracking enhances, rather than hinders, your development journey.

Trello: Strengths & Weaknesses for Indie Devs

Trello excels in visual simplicity. Its Kanban-style boards, with lists and cards, make task management intuitive. It’s ideal for smaller teams or straightforward projects with clear, sequential steps. You can quickly see what’s “To Do,” “In Progress,” and “Done.”

However, many developers underutilize Trello. Common mistakes include not leveraging labels for task categorization (e.g., “Bug,” “Feature,” “Art”), or failing to use swimlanes (achieved through separate boards or lists) for different project aspects like “Art Assets” or “Level Design.” This can lead to overcrowded boards that lose their visual clarity, turning a simple tool into a messy one.

Notion: Strengths & Weaknesses for Indie Devs

Notion offers immense versatility. It’s more than just a task manager; it’s a customizable workspace for detailed documentation, knowledge bases, and complex project structures. You can build elaborate databases for features, bugs, or even character backstories, linking them together for a comprehensive project overview.

The pitfall with Notion lies in its power. New users often fall into the trap of over-engineering simple tasks or spending too much time customizing their workspace instead of working on the game. Overwhelming customization can lead to choice paralysis, transforming a flexible tool into a source of distraction. The learning curve is also steeper, potentially slowing down initial setup.

Common Pitfalls & How to Avoid Them

Regardless of the tool you choose, several common pitfalls can derail your project tracking efforts. Avoiding these is key to maintaining a smooth creative process.

Over-Complication

Using too many features when simplicity suffices is a common trap. Don’t feel pressured to use every bell and whistle a tool offers. Start simple and add complexity only when your project genuinely requires it. For example, a solo developer likely doesn’t need intricate team collaboration features.

Under-Utilization

Conversely, not leveraging a tool’s full potential for a specific workflow can be inefficient. If you choose Notion for its robust documentation capabilities, but only use it for a simple task list, you’re missing out. Understand the core strengths of your chosen tool and apply them where they provide the most value.

Lack of Consistency

Sporadic updates lead to outdated information. An out-of-date board or database is worse than no board at all, as it provides a false sense of progress. Make updating your tracking tool a daily or weekly habit, integrating it into your routine.

Ignoring Creative Flow

The tool’s setup can either support or disrupt your creative process. If you find yourself constantly breaking concentration to update a complex system, it’s hindering more than helping. The best setup is one that feels intuitive and doesn’t pull you away from the actual development work.

Step-by-Step Actionable Advice

Making the right choice and implementing it effectively requires a structured approach.

Assessing Your Needs

Before choosing, ask yourself crucial questions. What is your team size (solo, small, large)? What is the project complexity (simple arcade game, complex RPG)? Do you need extensive documentation alongside pure task tracking? Your answers will guide your decision. A solo developer might find Trello’s visual simplicity perfect for task tracking, while a project with rich lore and interconnected systems might benefit more from Notion’s robust database capabilities.

Setting Up Your Workspace

For Trello, start with basic “To Do,” “Doing,” and “Done” lists. Create cards for each task. Explore Power-Ups for additional functionality like custom fields or calendar views if needed. Don’t create too many lists initially; consolidate related tasks.

For Notion, begin with a simple database. You can use it as a task list, a bug tracker, or a feature backlog. Create different views (table, board, calendar) to see your data in various ways. Start with a pre-made template if the blank canvas feels daunting, then customize it incrementally.

Maintaining Momentum

Strategies for consistent updates are vital. Schedule dedicated time each day or week to review and update your progress. Use reminders or integrate the tool into your daily stand-ups (even if it’s just with yourself). As your project evolves, be open to adapting your setup. What worked for prototyping might not work for alpha. Regularly assess if your current system still serves your needs or if it needs refinement.

The Influence of Tools on Creative Flow

Good organization is not a distraction from creativity; it’s a foundation for it. When your tasks are clear, your progress is visible, and your project’s scope is defined, your mental space is freed up. You spend less time worrying about what’s next or what you’ve forgotten, and more time actually designing, coding, and creating. A well-organized workspace reduces cognitive load, allowing your brain to focus on complex problem-solving and innovative ideas. It transforms the abstract chaos of game development into a manageable, inspiring journey.

A dedicated space for documenting your creative journey further clarifies your goals and progress. You can easily start mapping out your ideas and tracking your daily wins with our intuitive game dev journaling tool. It’s a dedicated space to reflect, organize, and celebrate your journey.