u/Baby_Aardvark

Hi everyone,

I work at the Founder's Office of a non-profit in the wellness space (think content creation, live workshops, health education, and we're now expanding into organic food products). We're a team of 40–50 people based in India, and we are growing.

My job is essentially two things: help the founders stay focused on what matters most each day, and help operationalize the teams so everyone is tracking work in a structured, consistent way.

Our workstreams include:

• Content creation (YouTube, social, written)
• Wellness and food workshops (online + in-person)
• Community management
• Expanding into organic food product sales
• Managing an app for workshops/shopping
• Internal operations and team coordination

What we need from a tool:

• Easy enough that a non-technical team actually uses it consistently
• Handles multiple workstreams without becoming a maze
• AI features (task suggestions, summaries, automation)
• Less buggy, not too complicated, easy to understand
• Integrations with tools we already use (Google Workspace, WhatsApp, email, Trello, etc.)
• Automations to reduce manual follow-up/manual building
• Works well on mobile (ideally, but not necessary)
• Ideally affordable or has a good non-profit pricing tier

Where I'm at:

The team/individuals already use Notion/Trello/ToDoist; so building a task management system in Notion feels like the path of least resistance. But I'm not sure if Notion has upgraded and can be used for project management the way dedicated tools are.

I've also been looking at ClickUp, Monday.com, and Zoho Projects but honestly the number of options and the feature overlap is making it hard to decide. Every tool has its own strengths, so I struggle to decide what would suit this context best.

Specific questions I'd love input on:

1. Has anyone used Notion as a full project management system for a team this size? Does it hold up or does it get unwieldy?
2. For those who've used ClickUp, Zoho, or Monday — is the learning curve worth it if your team isn't very technical?  I hear Monday is easy to pick up but lmk what your experience has been so far with it or other tools.
3. ClickUp seems to be updating a lot, so would it be suitable to pick it up as a new tool for the whole org when the tool itself is continuously upgrading and would need some time to mature? Zoho's AI is also pretty new, so not sure how useful/buggy it'll be.
4. Any tools I'm not considering that work especially well for small but growing non-profit organizations?
5. Is it worth migrating everyone to a new tool, or is it better to build on what already exists (Notion)? Any resource suggestions to set it up?

Any real-world experience — especially from people in small org operations — would be really helpful. Thank you so much for your attention and participation!

Hi everyone,

I work at the Founder's Office of a non-profit in the wellness space (think content creation, live workshops, health education, and we're now expanding into organic food products). We're a team of 40–50 people based in India, and we are growing.

My job is essentially two things: help the founders stay focused on what matters most each day, and help operationalize the teams so everyone is tracking work in a structured, consistent way.

Our workstreams include:

• Content creation (YouTube, social, written)
• Wellness and food workshops (online + in-person)
• Community management
• Expanding into organic food product sales
• Managing an app for workshops/shopping
• Internal operations and team coordination

What we need from a tool:

• Easy enough that a non-technical team actually uses it consistently
• Handles multiple workstreams without becoming a maze
• AI features (task suggestions, summaries, automation)
• Less buggy, not too complicated, easy to understand
• Integrations with tools we already use (Google Workspace, WhatsApp, email, Trello, etc.)
• Automations to reduce manual follow-up/manual building
• Works well on mobile (ideally, but not necessary)
• Ideally affordable or has a good non-profit pricing tier

Where I'm at:

The team/individuals already use Notion/Trello/ToDoist; so building a task management system in Notion feels like the path of least resistance. But I'm not sure if Notion has upgraded and can be used for project management the way dedicated tools are.

I've also been looking at ClickUp, Monday.com, and Zoho Projects but honestly the number of options and the feature overlap is making it hard to decide. Every tool has its own strengths, so I struggle to decide what would suit this context best.

Specific questions I'd love input on:

1. Has anyone used Notion as a full project management system for a team this size? Does it hold up or does it get unwieldy?
2. For those who've used ClickUp, Zoho, or Monday — is the learning curve worth it if your team isn't very technical?  I hear Monday is easy to pick up but lmk what your experience has been so far with it or other tools.
3. ClickUp seems to be updating a lot, so would it be suitable to pick it up as a new tool for the whole org when the tool itself is continuously upgrading and would need some time to mature?
4. Any tools I'm not considering that work especially well for small but growing non-profit organizations?
5. Is it worth migrating everyone to a new tool, or is it better to build on what already exists (Notion)? Any resource suggestions to set it up?

Any real-world experience — especially from people in small org operations — would be really helpful. Thank you so much for your attention and participation!

Hi everyone,

I just started work at the Founder's Office of a non-profit in the wellness space (think content creation, live workshops, health education, and we're now expanding into organic food products). We're a team of 40–50 people based in India, and we are growing.

My job is essentially two things: help the founders stay focused on what matters most each day, and help operationalize the teams so everyone is tracking work in a structured, consistent way.

Our workstreams include:

• Content creation (YouTube, social, written)
• Wellness and food workshops (online + in-person)
• Community management
• Expanding into organic food product sales
• Managing an app for workshops/shopping
• Internal operations and team coordination

What we need from a tool:

• Easy enough that a non-technical team actually uses it consistently
• Handles multiple workstreams without becoming a maze
• AI features (task suggestions, summaries, automation)
• Less buggy, not too complicated, easy to understand
• Integrations with tools we already use (Google Workspace, WhatsApp, email, Trello, etc.)
• Automations to reduce manual follow-up/manual building
• Works well on mobile (ideally, but not necessary)
• Ideally affordable or has a good non-profit pricing tier

Where I'm at:

The team/individuals already use Notion/Trello/ToDoist; so building a task management system in Notion feels like the path of least resistance. But I'm not sure Notion is built for project management the way dedicated tools are.

I've also been looking at ClickUp, Monday.com, and Zoho Projects but honestly the number of options and the feature overlap is making it hard to decide. Every tool has its own strengths so I struggle to decide what would suit this context best.

Specific questions I'd love input on:

1. Has anyone used Notion as a full project management system for a team this size? Does it hold up or does it get unwieldy?
2. For those who've used ClickUp, Zoho, or Monday — is the learning curve worth it if your team isn't very technical? I know Monday is easy to pick up but lmk what your experience has been so far.
3. Any tools I'm not considering that work especially well for mission-driven or creative organizations?
4. Is it worth migrating everyone to a new tool, or is it better to build on what already exists (Notion)? Any resource suggestions to set it up?

Any real-world experience — especially from people in small org operations — would be really helpful. Thank you so much for your attention and participation!