How To Use Trello For Project Management – Once your team grows and the number of clients increases, good old Trello may seem too simple to handle a serious project management process. Users are confused about what to do now with all these lists and papers when it comes to much more demanding challenges: planning a complex multi-stage project roadmap, managing a team bigger than yourself, overseeing multiple clients, work with subcontractors, etc. etc.
The good news is that you can put the thought of switching to another more sophisticated platform out of your mind. We bet you chose Trello because of its simplicity, right? Then it’s time to learn how to customize Trello to suit your project manager’s needs while still keeping it as simple and user-friendly as ever.
How To Use Trello For Project Management
If you are not yet familiar with the tool, we will give you a brief introduction. Trello is a type of online whiteboard consisting of lists and cards. In short, that’s it. Sounds too easy? Also, Trello is based on the idea of complete transparency about tasks and projects and the ability to reorganize them according to your priorities. Therefore, each Trello card represents tasks, notes, projects, clients, etc. (whatever meaning you give them) that you can see on your board and use for further management.
Managing Your Time And Projects With Trello
The cards are meant to be organized into lists that can also be used for various purposes: status, related projects, people responsible for them, clients, etc. The structure of the list can be easily adapted to all circumstances and can be rearranged at any time as needed.
Is that so? Certainly not. Besides just a task name, there is much more hidden in each paper, which makes this whiteboard a true task management platform.
If you’re just getting started with the new tool, it’s helpful to know what features are available so you can rely on them as you build your workflow. As mentioned above, most of Trello’s functionality is in paper:
Trello is not only about planning, it is also a collaboration tool. Invite your friends to the Trello board so that everyone has access to the board to see it and, if you allow, even edit it. Then delegate tasks to responsible members so your team knows what you expect from them.
How To Use Trello To Boost Team Communication
Comments help you improve communication within your team. Leave feedback, ask questions, hold discussions right in the worksheet to keep everyone in context, and if you need to check what you talked about, you can always go back to the paper so nothing gets lost.
To provide more details about the task and the results you will receive upon completion, use attachments and descriptions. Task explanations, required details, relevant files and links are stored on the paper so you can access them at any time without wasting time searching.
The checklists give you more details. It is very common that certain steps need to be taken to complete the task. By listing them, you make people aware of what steps their work consists of.
When managing a project, deadlines are important. So Trello allows you to add start and end dates to cards so you can see when the deadline is due.
Using Kanban And Trello To Manage Development
Labels give you additional visualization. Represented by different colors, you can give them your own name and label your cards with it. Labels are used to add additional context to the map, such as: B. Type of activity, the client for whom you are performing this work, the department responsible for it, the status, etc.
Once the task is completed, you can move it to the Done list or archive it so it doesn’t clutter your board. In this case the card disappears but can still be restored.
To make it easier to navigate between cards, there is a search option. It can filter cards based on various criteria, or you can start typing the name of the card to see only the things you want.
Trello is not tied to any specific industry and can easily adapt to any field you work in, from software development to professional services to marketing and design. Another advantage is that it doesn’t matter if your friends are sitting at the next table or work remotely across the world. Trello will take on the role of a collaboration space, bringing everyone under one roof wherever your team is.
Import Project From Trello
Since Trello is well suited to the Agile methodology, it is a perfect tool for creating a Scrum board and applying the Kanban workflow. Your board shows you what to do, shows the status of tasks, and helps you identify potential obstacles. However, since Trello has many different powerful add-ons, you are not limited to this structure and you can always convert it to other display options.
Once you’re familiar with the basic features, it’s time to focus on using Trello for project management. Whether you are launching a new product, designing a website, or organizing a conference, your project always goes through the same phases: planning, implementation and completion. Let’s take a quick look at what each phase is and see how Trello can be used to launch them all:
The planning phase serves as the starting signal for your project. This is the moment you must pay close attention to, as the planning process is at the heart of all project activities and provides guidance to everyone during implementation. In the planning phase, you set goals, identify stakeholders, determine scope and requirements, allocate resources and finally receive the action plan.
Well, if you’re just starting to plan, all you have in front of you is a blank slate. But before you assign tasks to your board, make sure you have gathered all the requirements of the stakeholders. Only then can you begin to define the scope. This is a crucial step because the scope serves as the foundation for your plan.
How To Use Trello To Manage And Inspire Your Team
Now that you have the scope of work in mind, start creating your draft plan. Divide your board into lists. What is the best way? When making lists, actually ask yourself, “What are the different steps of our process?” and create lists based on your answers. The following lists represent the most common workflow framework: Backlog, In Progress, Paused, Ready to Start, etc. However, you can easily customize them to fit your workflow.
Before converting the scope of work into Trello cards, we recommend creating a high-level information list to give context to new members who don’t know the details and background of the project. If your papers have a specific recurring structure, it is also a good idea to create task templates and keep them in this list so you always have them at hand.
Then it’s the right time to put tasks on paper and prioritize them. Don’t forget that Trello allows you to work on different levels using checklists in cards. They help you go into more detail and list the steps to be followed to complete a task.
The method of prioritization available automatically in Trello is the reordering of the cards, which means that you have to move the cards on top of each other. Depending on your project, you may have hundreds of papers, making this method overly complicated and difficult to decipher. Here we would like to introduce the first improvements to Trello.
Trello Vs Todoist: A Side By Side Comparison
The Airfocus power-up lets you calculate tasks using the framework and then see that rating on the card sleeve, allowing the team to see at a glance what the – more important and saves time to decide on what to work on next.
Once priorities are established, we move on to project planning and resource allocation. This part is the most challenging in Trello because it requires more visibility than basic Trello can provide. This is where it comes into play. This power-up gives you multiple views such as calendars and timetables with different groups: from team members, boards, lists and tags.
The tool allows you to schedule tasks by simply dragging them on the timeline and setting the duration of the map based on your estimate. In addition to regular papers, checklist items can also be planned, which allows you to work on different levels.
The team timeline view helps you plan tasks based on the team’s workload. As soon as the card is dragged onto another person’s track, it is immediately assigned to that person.
Trello · Github Topics · Github
In addition to planning and resource allocation, you can use it to show dependencies between tasks, visualize milestones, and work on multiple boards at the same time.
This will transform your scope of work into a comprehensive plan in seconds, giving you a clear and dynamic picture of the entire project.
Another important point is to provide the papers with context. Remember, you are creating this plan not only to know the order of work and understand who is responsible for what, but to ensure that the tasks are crystal clear for everyone who will work on them. Add more details, provide good descriptions, attach necessary files and links to ensure your team has absolutely everything they need
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