Every startup is unique — we know that. You know that. This uniqueness also applies to the tools you use to run your operations.
Forget about blindly copying what other startups do. You need a tool that actually works for your processes, like project and knowledge management.
Without intentional workspace design, chaos ensues. Teams waste time on poor collaboration workflows. You know how it goes: excessive Zoom calls, scattered Slack messages, and jumping between apps to find a file or a task.
Tem here at Optemization has seen it: "It harms the product, reduces productivity, and makes collaboration more frustrating. The same goes for the employee experience." What's more, tech startups use a whooping average of 47 apps, which isn't good for the expenses tally.
That's why we're examining two key players in the productivity space: Notion and ClickUp. They both promise an all-in-one answer to your startup needs. But they’re not quite the same.
If you're unsure which to choose, this guide will give you a clearer picture. At the very least, it might prompt you to reassess your current toolkit and consider an upgrade.
Understanding the needs of startups
Before jumping straight into tool comparison, we first need to look at what startups need. Picking the right tool for team collaboration, knowledge management, and project tracking is just one of the many challenges startups face.
So, if you nod yes to any of these pain points, we got you and understand your struggle:
Disorganization and use of overlapping tools
Lack of a streamlined onboarding process
Inconsistent project and initiative management
Systems and processes existing primarily in founders' heads rather than documented
Scattered process documentation across multiple platforms
Difficulty in organizing and accessing shared drives for cross-disciplinary work
Challenges with asynchronous work and updates
Inefficient meeting organization and information management
Lack of standardization as the company grows
Difficulty in consolidating information from various apps
Struggles with team-wide adoption of internal wikis and knowledge bases
Issues with visibility of information and identifying sources of truth
Assessing your startup's operational challenges may not be the most engaging task, almost as gruelling as doing a self-performance review. But it's the first step in identifying your organization's position within these common issues. And it'll help you find the right tools for your startup.
Notion: The all-in-one workspace
An overused cliché, but Notion is truly a digital Swiss Army knife for productivity. What started as a note-taking app — technically, a web page builder first — is now an all-encompassing solution for running business ops.
Notion's client base speaks for itself: from Figma and Amazon to Spotify and Toyota. In the middle, you'll find students, freelancers, business owners, startup teams, and casual users who use Notion to log workouts or track the books they’ve read.
With Notion blocks and numerous integrations, you can build anything from an internal wiki to a feature-packed hub that tracks projects, tasks, and OKRs. And the app ships new updates regularly.
But what are the standout features Notion offers startups in particular?
Customizable workspaces
Flexible databases and linked data
Collaborative pages and content
Knowledge management capabilities
Centralized source of truth
Ready-to-go templates
These features paint a picture of Notion's capabilities. But you probably want to see how they translate into real-world benefits for startups.
Unparalleled flexibility and customization
Notion adapts to startups' internal and external needs. You can customize workspaces and views for each team member so everyone accesses what's relevant. Start with a blank page, a template, or a custom build created by a Notion consultancy like Optemization — it’s your choice.
But Notion's versatility goes far beyond its native features. The platform's robust API and passionate community have built an entire ecosystem of third-party tools and integrations. So, if a startup is looking for specific functionality, it's likely already available.
And, let’s not forget Notion's recently launched site publishing feature, which allows startups to:
Transform internal documentation into polished, public-facing websites
Create landing pages, product docs, careers pages, and event sites without web development skills
Think of Notion as a powerful tool for internal operations and external presence. Thanks to its community, the app's possibilities are constantly expanding. And if Notion doesn't offer a feature out of the box, there's likely a tool in its ecosystem that will.
User-friendly interface for all team members
Notion's clean, minimalist design promotes a distraction-free workspace. You can create focused environments by including only essential elements for immediate tasks while keeping detailed data and analysis tools on separate pages.
The result is a user-friendly platform that adapts to various technical skill levels, reducing onboarding time and improving adoption across teams.
Robust knowledge management and documentation standard operating procedures (SOPs) Then, use the site publish feature for customer-facing resources.
Real-world examples? Raycast has built an entire manual on a Notion page, Pop Invoice hosts user documentation via a 'Help' button on its website, and Playbook links its Notion-based FAQs in the brand’s website footer.
The best part? Real-time updates, page history tracking, automatic table of contents, and analytics for public pages. This approach keeps knowledge current and accessible while keeping brand experience consistent.
Centralized business operations
We've saved the best for last: Notion's power to centralize operations. This isn't only about convenience. It's about combating context-switching between apps and reducing your software budget. And it’s startup-friendly: you can apply for six months free of Notion’s Plus Plan.
Jan Pressler, founder of FlowRabbit, who also benefitted from this startup program, puts it simply: "Centralizing stuff in Notion... is the best contribution that Notion actually can offer. I have my knowledge and all of my resources there."
Notion can replace multiple specialized tools, from project management to CRM. Need more? Use Notion's integrations to connect essential tools like Jira or Figma or build custom workflows with Zapier or Make.
The result is a single business hub where your team accesses everything without app-hopping. Jan notes, "I can customize all of these views and have them under one space... tasks for business, tasks for development, and leads."
This approach lets you bring your key tools into Notion while building a comprehensive operational center. Doing so also helps avoid the ‘technical debt’ that comes from juggling too many apps — think of it as preventing future headaches like data silos, integration issues, and the need for employee retraining as your startup grows.
ClickUp: The productivity platform
ClickUp is all about project management and teamwork. The app's features let you track, report on, and boost project progress. You can also customize just about any aspect of your operations.
With too many integrations to count, the app lets you build automated workflows. You can also pick one of the templates, such as agile sprint planning or analytics reporting.
The platform is for teams of all sizes, from solo entrepreneurs to large corporations. Its diverse user base includes software developers, marketing teams, product managers, and more.
For startups in particular, ClickUp offers a range of features that can be game-changers:
Task management
Custom project views
Time tracking
Reporting and analytics
Integrations
What do these mean in practice?
Robust project management features
ClickUp's strength lies in versatile project management. The app offers views to suit different work styles, from Kanban boards to Gantt charts. As Jacqueline Staiger, a UX designer who used ClickUp in an agency setting, notes, "We could extract exactly what we want to show to clients, which was a big, big plus." This flexibility allows startups to adapt the tool to their needs and client presentations.
Built-in time and workload tracking
ClickUp now offers integrated time tracking, a feature highly anticipated by users. This addition makes ClickUp a more all-rounded solution for project management and productivity monitoring, replacing the need for separate time-tracking tools.
3. Extensive integrations
ClickUp's ability to connect with over 1,000 other tools makes it functional for startups. The integration opportunities are endless — as long as you know what you're looking for. The platform continually evolves, adding new features and integrations weekly, so it's worth watching for updates.
4. Collaboration
ClickUp improves collaboration, especially for distributed teams. Its real-time collaboration features help team productivity and keep everyone on the same page — literally. ClickUp Docs, tasks, and whiteboards all allow users to edit simultaneously.
It's worth noting that adopting ClickUp comes with a learning curve. However, many users find that the initial investment in learning the platform pays off in increased productivity and better project management. As Jacqueline concluded, "It definitely did the job because it's so collaborative."
Let’s compare Notion and ClickUp for startups
Access and performance
Notion and ClickUp are available in the browser, as desktop apps, and on mobile. And they sync across devices. ClickUp is a step ahead, offering a desktop app for Linux. Neither mobile app is ideal for working on the go, but Notion delivers better performance for viewing and editing tasks.
As for speed, Notion’s pages with large databases can take longer to load. Yet, once they do, they’re responsive. On the other hand, ClickUp users have reported mixed experiences with performance. The desktop app, in particular, can be laggy at times, with some users experiencing delays in loading or updating information.
If you’re migrating from another app like Asana, Trello, or Monday, you can import your data into both platforms, easing the transition. The same goes for importing other files, such as Excel or CSV.
User interface and ease of use
The user interface and general ease of use can make or break a team's adoption and effectiveness of new tools. Both ClickUp and Notion have unique approaches to user experience, each with its own set of strengths and challenges.
ClickUp comes with a colorful, feature-rich environment and a polished interface with extensive customization. But users have reported challenges navigating the available features (or knowing where to find them).
Thanks to its building block system, Notion takes a more flexible, minimalist approach. Move content and databases across pages, next to each other, or hide them in toggles. Don't want the master database in your dashboard? Simply link a filtered view to see what you need.
While this can lead to great customization, it may also lead to organizational challenges as workspaces grow.
The pros and cons of each are as follows:
ClickUp pros:
Extensive customization options: Switch between views (List, Board, Calendar, Gantt, etc.) to see what matters most.
Polished out-of-the-box experience with color-coded menus to simplify navigation.
Shortcuts for certain actions across your Workspace.
The ability to toggle ClickApps on/off allows users to control which features are visible, reducing overwhelm.
ClickUp cons:
The dashboard can be challenging for some users to navigate initially.
The wealth of features, while powerful, can sometimes feel overwhelming to new users.
Trash is not easily accessible and requires users to find it via the settings menu.
Notion pros:
Minimalist design that's generally easy to use, even for beginners.
The app adapts to the user with highly customizable dashboards and views based on individual needs and preferences.
Keyboard shortcuts for faster workflow.
Flexible building blocks for creative organization of data.
Notion cons:
It’s easy to start with, but some users find it challenging to keep a consistently organized workspace as it grows more complex.
The flexibility can sometimes lead to decision paralysis and confusion about where information is stored or linked.
Overall, both ClickUp and Notion offer user-friendly interfaces that have their strengths. ClickUp has a more structured, feature-rich environment that may require some initial learning but offers powerful customization.
Notion offers a more flexible, minimalist approach that's easy to start with but takes more effort to maintain organization as usage increases. The choice between the two often comes down to personal preference and specific team needs.
Customization and flexibility
Do you prefer a solution with flexibility and a blank canvas approach or a more structured environment with customizable elements? Both ClickUp and Notion cater to different preferences for digital workspaces.
ClickUp:
Home view customization: Fully customize your home view, adjusting the level of overview required. This includes embedding Docs, images, videos, spreadsheets, and more.
Task customization:
Create custom statuses for tasks depending on the project or department
Add custom fields to tasks for more detailed tracking
Order fields or filter specific items to focus on what's important
Metric tracking: Track relevant metrics for productivity and project progress insights.
Views: Offers multiple views (List, Board, Calendar, Gantt, etc.) to visualize tasks and projects.
Notion:
Building block system: Notion's core strength lies in what founder Ivan Zhao describes as "LEGO-style software," which allows users to construct workspaces and pages with unmatched flexibility.
Database customization:
Create custom properties and views for tailored project management, CRM, and other systems
Set up multiple views of the same data (Table, Board, Calendar, List, Gallery) without duplicating information
Create filtered and sorted views for different team members or purposes
Content embedding: Customize pages to embed a wide variety of content, including other Notion pages, databases, and external tools.
Relational databases: A standout feature for startup project and data management. Link databases to create powerful, dynamic relationships between different types of information, enabling custom CRM systems, project trackers, and more.
Template library: An active user community means Notion offers templates for numerous use cases.
Project management capabilities
Both ClickUp and Notion offer robust project management features, but they approach project organization and visualization differently.
Shared features:
Allow creating roadmaps and detailed project plans with assigned team members.
Offer capabilities for managing dependencies between tasks or projects.
ClickUp:
Versatile views: Organize and create various views, including lists, Kanban boards, calendars, Gantt charts, and team Workload views.
Reporting and analytics: Create detailed reports and visualize data for a comprehensive project overview. Templates are available for analytics reports.
Goal tracking: Built-in features allow teams to monitor progress towards targets.
Notion:
Custom templates: Create and save custom templates for recurring workflows, projects, and documents. Share these across your organization for consistency.
Robust databases: Set up advanced databases that include custom formulas to keep track of necessary data.
Flexible structure: Create infinitely nested databases and documents, allowing for complex project hierarchies.
Recent improvements: The latest Charts release makes data visualization and tracking possible inside Notion.
ClickUp wins in out-of-the-box project management features, including built-in goal tracking and robust analytics. It's ready for complex project management from the start.
True to form, Notion offers flexibility. It requires more setup for advanced tracking, but you can customize it to fit your project management needs. Still, it's worth noting that Notion's recent addition of Charts brings it closer to ClickUp for data visualization.
Knowledge management and documentation
If ClickUp is known for project management, documentation and wikis are Notion's strong suits. At times, startups might use Notion specifically for wikis, while for ClickUp, its Docs feature is rarely the main selling point.
Shared features:
Templates to get started quickly
External sharing capabilities
Formatting tools including embeds, links, and media support
Page history viewing and restoration
Options to protect pages and make them read-only (Note: ClickUp keeps this feature behind a paywall on their second paid plan)
Notion:
Richer template library for highly customizable docs
Combines wiki, docs, and databases, reducing the need for multiple tools
Intuitive writing experience with easy addition of elements
Flexible column layout for creating easily navigable internal wikis
Breadcrumbs for easy tracking of document location
Page verification feature to show which pages are accurate and relevant
Automated table of contents
Option to swap between full or normal width to fit content needs
Notion Sites feature delivers professional-looking results for public doc sharing
Analytics for public documentation pages to track web traffic
Management of page link expiration and search engine indexing
ClickUp:
Solid offering for internal resources
Some users find public sharing of pages clunky, especially after adding new pages to an existing public page
Doesn't allow simple dragging or moving of content blocks between pages.
Free plan limited to one Wiki, however, you can manually build and rename Docs as Wikis
When it comes to knowledge management, Notion takes the lead. Its intuitive interface and flexible features make it the go-to choice for creating and maintaining internal wikis, external documentation, and SOPs. While ClickUp offers basic documentation capabilities, Notion's superior publishing and sharing features give it a clear edge.
Collaboration features
For a startup, collaboration features are a must-have. Especially, if your team works async. Let's explore what Notion and ClickUp offer for collaboration:
Shared capabilities:
Simultaneous editing of pages, docs, and tasks
Ability to mention team members anywhere in pages, docs, or tasks
Customizable user permissions
ClickUp:
Whiteboard feature that could replace apps like Miro or Mural
Built-in chat functionality within projects and tasks
Designated inbox for all notifications
Time and task tracking for evaluating team productivity
Instant feedback on status changes or new comments
Mentions work in message threads
Notion:
New 'Suggest edits' feature can replace apps like Google Docs for content creation and editing
Real-time collaboration with instant updates on edits and comments
Comprehensive record of all updates/changes made in pages
Integration capabilities with tools like Slack for external notifications
Limited inbox view compared to ClickUp
ClickUp's collaboration features lean towards project management, with standout tools like Chats across Workspaces and the Whiteboard. Notion excels in document collaboration, offering real-time editing and comprehensive change history.
Choosing between them depends on your team’s priorities. If your focus is task-oriented collaboration, opt for ClickUp, or go with Notion for document-centric teamwork. You can use either app for collaboration, but you may need to compromise on certain features.
Integrations and automations
ClickUp and Notion have integrations and automation capabilities, both requiring a paid upgrade. Let's break down what each platform offers:
ClickUp:
Extensive integrations: Connect with 1000+ tools
Native integrations: Includes ClickUp API, Webhooks, Slack, GitHub, Figma, and Intercom
Trigger-based automations: Create custom workflows based on specific triggers (subject to automation and action limits on each plan)
Automation templates: A library of pre-built automations
Connected search: Find any files or tasks across your workspace, connected apps, or local drive
Audit logs: An in-depth look at executed automations and their statuses
AI features: Focused on streamlining project and task management, such as generating subtasks
While ClickUp boasts a vast number of integrations, it's worth noting that some users report varying quality across these integrations and automations. The sheer quantity doesn't always translate to consistent quality across all integrations.
Notion:
Focused integrations: Fewer options, but designed for functionality and quality — connect with other tools through native integrations or platforms like Zapier
API access: Use Notion's API to create custom integrations and automations
Unlimited automations: Database automations that speed up repetitive tasks
AI features: More focused on content creation, with additional capabilities like database autofill
Notion Q&A: Facilitates quick information retrieval across workspaces
Notion AI connectors (beta): Retrieves information from other apps (currently Slack and Google Drive) connected to your Notion workspace
Both platforms offer built-in AI features but with different focus areas:
ClickUp's AI primarily aims to enhance project and task management efficiency
Notion's AI is geared towards content creation and information retrieval, with features like the ability to ask questions about information across workspaces or other apps (e.g., "What's the dev team working on this week?")
Notion AI can also assist with everyday tasks in-app, such as writing summaries, ideation, and content creation
It’s clear ClickUp offers a wider range of integrations and more extensive automation options. On the flip side, Notion has a more curated selection of integrations focusing on quality. It's also worth considering each platform's AI features and how they match your team's needs (and whether your team needs them).
Pricing and plans
Both Notion and ClickUp offer a range of plans to suit different needs and team sizes. Here's a brief overview:
Notion:
Free Plan: Collaborative workspace, basic integrations, and limited features
Plus Plan: $10/month per user. Includes unlimited blocks, file uploads, and more guests
Business Plan: $15/month per user. Adds SAML SSO, private teamspaces, and advanced analytics
Enterprise Plan: Custom pricing. Includes advanced security, user provisioning, and unlimited page history
Notion AI can be added to any plan for an additional $8/month per user (billed annually) or $10/month (billed monthly).
ClickUp:
Free Forever Plan: Unlimited tasks and members, 100MB storage, and basic features
Unlimited Plan: $10/month per user. Includes unlimited storage, integrations, and more advanced features
Business Plan: $19/month per user. Adds Google SSO, advanced automations, and workload management
Enterprise Plan: Custom pricing. Includes white labeling, advanced permissions, and dedicated support
ClickUp Brain (AI tool) can be added to any paid plan for $7/month per user.
Both platforms have annual billing options with discounts. For a more detailed comparison of features and pricing, visit the official pricing pages for Notion and ClickUp. As mentioned, Notion offers startups up to six months free with unlimited AI, subject to application approval.
Making the right choice for your startup
If you've made it this far, kudos to you! Having explored the features, strengths, and limitations of both Notion and ClickUp, let’s consider which tool might be the best fit for your startup. The right choice depends on several factors, including your team size, primary needs, and technical expertise.
Let's break down some scenarios where each tool might work better than the other:
Notion might be the better choice if:
Your startup needs strong knowledge management and collaborative ideation.
You're looking for an all-in-one solution to consolidate your tools and resources, such as company wiki, CRM, project management, and tracking OKRs.
Your focus is on content planning, creation, and version control.
ClickUp might be the better choice if:
Your startup requires robust task management, time tracking, and sprint planning.
You need to manage complex operational processes with customizable workflows and automation.
You're juggling multiple client projects with strict timelines and resource allocation needs.
It's worth noting that some startups find value in using both tools together. For instance, you might use ClickUp for task and project management while keeping everything else in Notion.
From comparison to action: What’s next?
You should now have a better idea of which platform fits your needs better (hopefully!). But don’t commit to any paid plans just yet. Choosing between Notion and ClickUp (or any other app) isn’t just about comparing features or prices. It’s about investing in your team’s productivity and collaboration.
This choice can have far-reaching effects on your startup's efficiency, employee satisfaction, and, ultimately, your bottom line. So take the time to rethink your needs, try out the features, and test how each platform could improve your daily operations.
Want to see how Notion could fit into your startup? Book a free call with our ops expert, and let's chat!
