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In this post, I want to share with you how to use Trello within your business or your personal life.
You can see how I’ve used it in the past. We’re moving to a new project management tool which I’ll tell you about towards the end and why we’ve done that.
Good news about Trello
Trello is a very powerful tool, especially if you’re getting started in the online business space.
Also, it’s helpful if you’re looking for something easy to manage projects and tasks.
Trello is fantastic because:
- it’s free
- it gives you a lot of power
- it gives you flexibility
- it integrates with everything
- it’s a time-saver to organize your thoughts
Bad news about Trello
The one big downside is once you have multiple teammates, things can be overwhelming, of which tasks are whose. Also, it’s harder to manage and hop around between different divisions or segments within your company.
I’ll share that with you towards the end as we get there, but basically, let’s jump into Trello how to use it for project management.
How to use Trello properly?
I’ll show you a few of the boards that I’ve had in the past. We’re slowly pairing these things down, but you’ll get an inside look behind the scenes of how I’ve used it before.
Here’s my old Trello board. You can see there’s a couple of boards that you can star.
If you star board it’ll go up there, and those would be the more common and used ones. You might have some personal things. You can create teams as you can see here at personal boards Rise2Learn which would be with a company.
Sasha and family board is the next one. This would be a family board. Maybe we put some medical notes and meal ideas for the week.
This would be your account. Now looking at it from a business perspective all my business stuff would go in this Rise2Learn section.
I had many more boards before.
It could be like:
- content creation
- project ideas
Many of those things that would be dumped all in here. Now I went ahead and slowly started paring things down. But let’s dig a little bit deeper.
Let’s say you’re a content manager
Maybe you’re managing some content for people or your blog.
Well, the way that we do it is we always start with a video format. Then we convert that video to an article. Then in the article, we add affiliate links and screenshots.
It’s a four, five, six-part process depending on how deep you want to get into each part of the process. If I open up this content board, you can see here’s my teammate at the very top. When you look at these teammates, you can see tasks for this week.
There’re some things to finalize and maybe review. You can see things that I’m waiting on. It could be transcriptions are complete.
These are ready to add to the website. These need affiliate links added to them. Here we need to generate some thumbnails. On the next one, we need to create PDFs as if you’re doing a PDF download on the bottom of your website.
The whole point behind Trello is you’re moving things left to right. Let’s say this is our whole step and process.
You’re trying to move them from left to right. If I’m the transcriptionist doing the website stuff and I take it from the transcription to putting it on the website.
The next step is if the transcription is complete, I want to add it to the website. Once it’s added to the website now, the affiliate manager would take care of it from there.
If you have an affiliate manager, they would take it from this board to the next board. Maybe the next person who does the thumbnails or something like that. You could assign this to one single person as well.
In that case, you have one big person that takes care of:
- the PDF generation
- adding it to the website
All those kinds of things. They would manage this whole board. That’s how the content process works and how Trello overall works.
You could include attachments and custom fields as well. You can assign even team members.
Let’s say I want to assign this to myself. Then it would put my face there. You could sort these in the sense of which ones are mine.
I could hit the Q (which is a shortcut), and then you can see all the ones assigned to me. There’s a lot of shortcuts there that you could do within Trello.
What else you can do with Trello?
There’s a lot of different Power-Ups like:
- Number Stats
- Google Drive
- Custom fields
There’s a lot of things that you could do. This is one of the enormous advantages when it comes to Trello. There’s a lot of Power-Ups that you could incorporate from analytics and reports.
If you have any major integrations that you need to be done Trello is very handy.
What I don’t like about Trello?
If you have a person that’s managing multiple things in multiple areas, there might be the problem.
The problem is if a team member is managing the connections and the content and you’re assigning things to them you have to hop around from board to board and watch your notifications.
It makes it very difficult to see your list of tasks without going into that board.
We’ve looked at Asana, and we’ve looked at Click Up and many other project management tools.
Click Up – fantastic alternative
This one has been the best for our team needs. Here’s click up.
We have a couple of things in there, and you can sort it by some administrative tasks. You can do it based on products and progress. It’s much more complicated which is a whole other video on its own.
But this is better for multiple users beyond Trello. It’s a better option for 4 or 5 team members. You could do the same thing with Asana.
A possible situation with Trello
That’s the main disadvantage behind Trello. Otherwise, this is a powerful tool. You could end up doing is creating a board specifically for an individual teammate.
This is mine, and someone wants me to look at something. You could right-click and here go into let’s say move or copy. And I could move it to another board over there, and then that card would get moved.
Now for me, this was the big summary board that I used to use.
Here are some of the things that I would look at:
- some things on my calendar
- some critical tasks
- next on the list
- miscellaneous tasks
- some big projects in progress
- it could be some books and filming things that I’m looking to do
- some personal things
All those things were in there because this is my board. But if you look at company level and if people have scattered projects – this would be the disadvantage.
Otherwise, the tool itself is fantastic.
A short recap
This is how you would use Trello at a basic level for maybe your team or perhaps your self. You can invite members of course.
You can create another board if you want to start from scratch. Also, you could create one, and then you started.
Whatever you want to do and however you want to structure it, you can make it.
That’s the basic premises. It moves left to right. You’re trying to get things done. If things are completely done you hit roll over it hit C close it out archive it and it’s done.
It’s quick with shortcuts. But again as you build your team, it becomes a little more cumbersome. Be careful in that level, but otherwise, that’s the fundamental way that you would use Trello for project management.
You create a big board either around a topic or around a person, and you’re moving these little cards around from one thing to the next. Left to right or from one board to the other as you get things done.
We used to have a training board where all our videos would be listed there and linked up — that way, people can watch the training on how to do some things.
Sky’s the limit. In Click Up, you can do the board concept as well. You can move things left to right.
In Click Up you have:
- timeline view
- calendar view
- list view
- board views
That way, you can hop around from one thing to the next depending on the view that your team likes to work in.
For example, a developer may like to work on the Kanban like a Trello. And a content manager may like to see a list of all the content that’s there that needs to be done.
Look for your team and see what’s more important for them. Try things out, switch if it’s not working, and make some adjustments. Find what works for you.
There’s not one perfect project management tool for every company. It’s a matter of which one is flexible for your company and your business and your needs.