Project Management Made Easy
Trello is our project management system and it is so awesome, we will try and describe it, but you almost have to dig in and see for yourself. Luckily, it’s FREE!
The first thing you create in Trello is a board. Trello’s board definition: A board represents a project or a place to keep track of information. Whether you are launching a new website, creating an employee manual, or planning a vacation, a Trello board is the place to organize your tasks as cards on lists and collaborate with your colleagues, family, or friends.
We create some boards for specific projects, but for the most part, we create them for our own team and our clients. For example, one of our advertising clients has their own board where we keep all of the design sizes we need, relevant links, contact information, etc. You can choose who can see each board to maintain privacy.
We also have boards for our Woodchuck Arts team members. Each team member can create their own lists for their specific needs and workflow.
What do we mean by lists? According to Trello: Lists keep cards organized in their various stages of progress. They can be used to create a workflow where cards are moved across lists from start to finish, or simply act as a place to keep track of ideas and information. There’s no limit to the number of lists you can add to a board.
For example, our fantastic designer has To-Do, Waiting for Feedback, Waiting for Client Feedback, Completed, etc. They are similar but slightly different based on their different needs.
Within these lists, you can place cards. Here is a definition according to Trello: The fundamental unit of a board is a card. Cards are used to represent tasks and ideas. A card can be something that needs to get done, like a blog post to be written or something that needs to be remembered, like company vacation policies. Drag and drop cards across lists to show progress. There’s no limit to the number of cards you can add to a board.
Within these cards, you can add images, text, links, due dates, labels, checklists and you can communicate. Mention team members in a comment by saying @TheirUsername and they will get a notification that you are “talking to them.” All needed information for a task can be stored on each card and you can move the card throughout your lists depending on where it is in the process. For example, we could have a card for a brochure design. That card would start on a relevant boards “To-Do” list, go to “Awaiting Client Feedback” and then eventually to “Completed.” You can also move these cards to different boards. For example, if one of us had a project on her To Do list that she needs to hand off to our designer, she could just move it to their board and it would retain all the information it holds.
Another way we use Trello is on our Newsletter board. We have lists titled “New Ideas”, “Currently Working On” “Ready to place in Mailchimp”, “Awaiting Approval”, “Scheduled to Send”, “Ready for Social Media” and “Sent”. This helps us hold all of our new ideas and keep track of where each idea is in the creation process. Hopefully, it will also help us not repeat topics!
These are the basics of Trello, but the possibilities go on and on. You can send entire emails to cards, create notifications and change your board backgrounds and so much more.
Here are some great examples of how other people are using Trello: