Trello Project Management: A Beginner's Guide
Streamlining Project Management with Trello
Trello offers a robust platform for managing projects, facilitating team communication, and organizing ideas. It functions effectively as a collaborative digital workspace, enabling brainstorming and shared project development.
Adding Team Members to Your Board
Following board creation, project team members can be added. This is accomplished by clicking the “Show Menu” tab, located on the right-hand side of the interface.
Once all board members are collected and prepared, new lists can be implemented.
Creating and Utilizing Lists
The titles assigned to these lists are adaptable, contingent upon the project’s nature, desired workflow for task management, and overall content organization preferences.
As an illustration, several potential list ideas are presented below. Within each list, the “Add a Card” option is available for immediate use.
Upon creating a card within a list, clicking into it reveals a dedicated window.
The true organizational power of Trello resides within these cards. Features include adding members, subscribing to card updates (receiving alerts via email or phone upon new activity), and labeling cards to denote specific subsections.
Card Details and Checklists
You can modify the card description – for example, designating it for “Brainstorming Only,” including links to relevant research, or embedding YouTube clips. Furthermore, a “Checklist” feature is available.
Checklists provide a means to track individual card progress and ensure all team members remain informed about the current status of each project component. To add and populate a checklist, simply hover over the “Checklist” button, select “Add,” and begin outlining the necessary tasks.
Additional Card Settings
Other settings within each card include the ability to assign a due date, which can be adjusted by authorized members.
Related: Beginner: How to Create, Manage, and Share Calendars in Outlook 2013
Activity Feed and File Attachments
The Activity feed, found in the right-hand side menu, displays all team actions, provided a card isn’t marked as “Private”.
Trello simplifies file management by allowing attachments directly within cards. This eliminates the need to navigate complex folder structures or manage cloud service permissions; all necessary resources are readily accessible from the server.
However, for teams preferring existing cloud services, Trello seamlessly integrates with popular platforms, enabling content attachment from linked accounts.
Leveraging Labels for Organization
Labels serve as a universal identifier, allowing for easy categorization and sub-categorization. For instance, if a card is assigned but its department is unclear?
Labels facilitate quick color-coding, enabling team members to instantly recognize ownership and purpose. This visual system mirrors the organization of color-coded tabs in a physical filing cabinet.
Related: The Best Apps and Cloud Services for Taking, Storing, and Sharing Notes
Sharing Cards and Advanced Features
Cards can be shared with individuals via email or linked within external workflow spaces.
Trello also offers enjoyable features like adding stickers to cards or members, with a basic selection included in the standard membership and an expanded library available with a Trello Gold subscription.
Business Class subscriptions provide the same sticker options, offering premium memberships to employees at a discounted rate of $3.75 per person, instead of a flat $5 monthly fee.
Controlling Permissions and Utilizing Power-Ups
The Menu bar provides options to meticulously control team member permissions, defining who can view, comment, archive, delete, or move assignments.
The “Power Ups” menu offers features like a calendar view of assignments with due dates and a voting system for team decision-making.
The voting system allows the team to collectively decide on ideas or next steps, with the option receiving the most votes being prioritized.
Multiple Boards and Archiving
If a single board proves insufficient, creating multiple boards can help segment workflows and maintain clarity, particularly for departments requiring separation or projects with restricted access.
Completed cards can be archived with a single click. Archived content remains accessible for 30 days before permanent deletion, ensuring ample time for retrieval if needed.
Trello provides a user-friendly and accessible solution for maintaining organization throughout the workday. By utilizing its diverse features and functionalities, teams can enhance clarity, track project progress, and consistently deliver assignments on time.