Use Trello to improve your workflows to tackle any job
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This is a presentation I gave about how to Improve and adapt your business workflows with activity insights in Trello. During this, I share how business and literally anyone can utilize the power of Trello to gain deeper insights into your tasks following Agile principles. Trello is a web-based Kanban-style list-making application made by Atlassian.
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Use Trello to improve your workflows to tackle any job
- 1. How to Build Trello Boards to Tackle Any Job KALEMA EDGAR | +256775623646 @KalemaEdgar, eked290@gmail.com Stanbic | LuckyGrafics https://luckygrafics.com
- 3. Agenda What is Trello? Some of the Ways to Use Trello Demo How to Get Set Up
- 4. Trello is for everyone!
- 5. What is Trello? Trello 101 in two minutes or less
- 6. TRELLO 101
- 7. SAMPLE BOARD STRUCTURE To Do Add cards here for tasks that need to be started. Doing When someone begins work on a card, drag and drop the card to this list. Done Completed tasks are moved to this list. Celebrating is highly recommended at this point.
- 8. BASIC BOARD STRUCTURE Assign Cards Add members to cards who are responsible for those tasks Move Cards Card members move cards across lists as they progress towards completion. Get Perspective Team members can see in a glance who is doing what, and the status of each card.
- 9. Checklists Break big tasks into bite-sized pieces. Key Features Stickers Bring visual context to cards in a delightful way. Labels Categorize cards visually & easily filter by label type.
- 12. Agenda How to Get Set Up & Keep Going What is Trello? Five Big Ways to Use Trello
- 13. Five Big Ways to Use Trello (And Run Your Entire Life On Trello Boards)
- 15. Lists Are Steps Add lists for each step in your process or workflow to surface the status of cards in a glance. Track Left To Right Cards on these boards typically move left to right towards completion. Projects & Process This board structure is great for short term projects & lightweight process.
- 18. Agenda Five Big Ways to Use Trello 2. Store
- 19. Living Document Instantly updatable and in- sync means no more outdated docs. Store Centralized Access important information from any device, even offline on mobile. Visual Cards sorted into buckets that visually group by subject.
- 22. Agenda Five Big Ways to Use Trello 3. Share
- 23. Top To Bottom Get from the executive level big picture down to the details in a single click. Share Celebrate Success Track projects against companywide goals, and measure success as a team. Open Work Keep everyone informed with the right information and breakdown communication silos.
- 28. Agenda Five Big Ways to Use Trello 4. Discuss
- 31. Find Your Flow Easily add, move, and remove lists from boards to find your workflow. Mix & Match No Wrong Way Remember, there is no wrong way to Trello. There’s only the way that works best for you. All-In-One Build the perfect board by combining any of the methods above into one board.
- 32. Use cases Kanban methodology Master boards Marketing and Show case …
- 33. Now that I know this! What’s next?
- 34. How to Get Set Up Structuring the perfect board
- 35. Consider Consider the project, process or workflow. If there are phases, break them down them into separate lists. Start Your Structure Consider Track Store Organize
- 36. Track Phases For things that involve tracking, create lists for every major step of the process. This is especially helpful if there’s a handoff between people or teams. Start Your Structure Store Organize Track Consider
- 37. Organize - Labels for visual distinction or filtering. - Stickers for flair or special meaning. - Power-Ups have endless possibilities! - Custom Fields can add meta data you need. Start Your Structure Track Store Organize Consider
- 38. Thank you! Questions are welcome KALEMA EDGAR | +256775623646 @KalemaEdgar Stanbic | LuckyGrafics https://luckygrafics.com
Editor's Notes
- Hello everyone and welcome to this forum. My name is Kalema Edgar and I will be taking you through the session "How to use Trello boards to tackle any project/task" Just a little bit about myself, I am a Systems Integration specialist / Developer. I manage the Integration, development and peripherals team in Stanbic Bank. I am also a co-founder at LuckyGrafics where we specialise in software development, general IT support, Systems Integration and consultancy. https://luckygrafics.com I have been working with Trello for some years now and I got introduced to Trello when we were working on a certain project at LuckyGrafics and what I could accomplish was really amazing. In this session, you will be learning about the tools and practices that we use to help our customers.
- Quick show of hands; - How many of you use Trello? - How many of you have heard about Trello? Incase no one uses it.
- Here’s a little rundown of what I’ll be covering today: I’ll start with some basics on what Trello even is! Then, five big ways to use Trello. And then, I’ll give you some tips to get your boards going.
- So I think Trello is special cause it can be used to plan any of your projects, for work, personal and anything in between. It can be used individually or as a team to promote collaboration on any project or task. It’s accessible on the web, iOS, Android and as a desktop app. You can even use it offline, update your tasks and everything will sync once you go online.
- First, a little background on what Trello is…
- Trello is made up of boards, lists and cards. Boards are collapsible containers that you can use to organise just about anything. Boards are made up of lists which could be categories or steps in a project. And lists are made up of cards which hold a little bit of information about a certain task.
- Here’s an example of one of the most basic board structures you can get. It’s made up of To Do, Doing and Done lists where cards start in the To Do list, move to Doing once they’re in progress, and finally end up in Done when they’re complete.
- [GIF] Here’s an example of that structure in the real world. Let’s pretend like we were going to be speaking at Summit. … Hypothetically… We’d want cards for prepping our presentation, getting to Barcelona, and other stuff like that. Since Brian and I are doing these things together, we’re both added to these cards. (With Trello you can add one or more people to a card, because you’re working on it or interested in it. It’s super flexible.) We can see at a glance what’s going on and move our cards to Done as we make progress. Oh look.. I guess I’m giving the presentation. To be honest, I’m a little more excited about what’s up next on my to do list.
- Moving right along… With cards & lists alone you can do just about anything. However, Trello can be so much more and that’s really what I’m here to show you. Here are a couple other features I’ll be talking about a bunch today. - Labels allow you to visually categorize cards by type, and can be filtered to surface the cards most relevant to you. Type can be Phase 1, 2 or which team is responsible for a task. - Add checklists to cards to break down bigger tasks into it’s individual parts so that nothing important slips through the cracks. - Add some visual flair and more delight to your boards with stickers. - You can also have attachments, links, images added to the boards / lists.
- Power-Ups are awesome ways to add all sorts of additional functionality to your Trello boards or integrate other apps and services, like Jira, Slack, Confluence, Bitbucket, and more. Unito and Calender plus Butler are some of the cool ones I have found.
- So now that you know the basics, let’s get to the main event…
- So now that you know the basics, let’s get to the main event…
- From talking to our users and of course, using Trello ourselves, we’ve figured out that there are 5 fundamental board structures that empower teams to tackle any type of project.
- Here’s the five big types: 1. Tracking boards are for managing projects with different phases. 2. Storing boards are used for keeping track of different reference materials. 3. Sharing boards give information to people and groups, generally outside your team. 4. Discussion boards help make more effective meetings and conversations. 5. Mix & Match boards blend parts of the boards above for one super helpful custom board tailored to your needs.
- Tracking boards are used for short and longterm projects or processes. The most basic form is a list structure of To Do, Doing, Done, like the board we showed you earlier, but it can be expanded to accommodate your team’s unique needs. Cards typically start on the left most list and move to the right most list as they progress to completion
- This is an example Editorial Calendar board that’s pretty similar to the Trello team’s. Trello uses this to track all of our blog posts all the way from ideas to publishing. Each card represents an article, and gets tracked as it moves through different stages in the process like copy edits, graphics, and promotion. Essentially, this takes the concept of To Do, Doing, and Done, but expands it by adding lists for each step in the process, based on the team’s unique needs.
- And, since this team is very deadline oriented, they can easily toggle a calendar view with the Calendar Power-Up.
- Trello boards are also a great way to store information.
- Cards tend to not move through a process, but instead are sorted into categories. Unlike what you might currently be using to store things, Trello comes in super handy for storing things for a few big reasons. First, they’re visual. It’s easy to organize and find cards by subject. Second, they’re super easy for anyone to update and maintain a living document. Plus, you can attach files, links, images, Confluence pages, and more to these cards to create a centralized repository of team information.
- Another example of a board storing information is an Employee Manual. This is a living document, always up-to-date, and accessible by employees from anywhere, like when they are traveling for work and want to verify the meal policy, or at the dentist and need to access a form, and say goodbye to those dusty outdated print outs or pdf files of yesteryear.
- At Trello there is an employee directory type board we call the Who’s Who board. There are different lists for each department and labels for where folks are located: one for each office and a remote label.
- Trello boards can also be super helpful when you’re mostly sharing information with others.
- Whether you’re sharing information with people on your team, on other teams within your organization, with external stakeholders, or even the public, consider this board structure. Opening up as much information to folks as you can, will really help build transparency. Often, boards like these might even start at the very top of your org and let folks drill down to get more info. One awesome perk of this approach, is that you can track the progress of projects against companywide goals, stay informed, and of course, celebrate together.
- Here’s an example of a Trello board that starts at the very top of the organization. It allows everyone in the company to see the biggest projects going on at a glance. And since we link to related cards and boards, anyone can get into the nitty gritty details if they want to. Trello’s Company Overview board has cards for each team and for each project that is being worked on across the company. Each card is updated weekly with a comment from the project stakeholder so that everyone can get a high level understanding of the project's progress. On this board, every team also has their own label color to make easy to identify and filter projects by team. Or you might want to use labels to keep track of different cross-team OKRs or goals.
- Sometimes, the people you want to share with might be external. Trello shares a log of everything we ship on our Roadmap board. This board it set to public so that all of our users can easily see what they’ve recently shipped.
- In fact, a lot of companies actually build externally facing public roadmaps for their communities, whether it is a user community or developer community. Here, Twitch, a live streaming video game platform, shares what improvements are being worked on for their developer community.
- Slack does this as well. Having a public roadmap on Trello is an easy to update, lightweight way to share important information with your customers.
- Trello boards are even commonly used to discuss things and make more effective meetings.
- Town halls are big meetings, but the same basic concept works for 1 on 1s, and every meeting in between! This board has a place for the team member and manager to add things to discuss, track goals and actions together, keeping track of everything in one easily-accessible place.
- You want to talk about Retrospectives? You know it! my favorite way to facilitate retrospectives is by using Trello. On the Trello Team they use a board just like this. Everyone adds cards before the meeting starts and at the beginning of the meeting.
- Perhaps you are tracking tasks for a project, but also have daily or weekly stand-ups, consider adding a meeting list to the board. Or maybe there are important resources to share with your team for a project or process, create a list for them just like you would for a storage board.
- So now that you know the basics, let’s get to the main event…
- Now that your mind is blown from all of the ways you can structure your Trello boards, you’re probably wondering.. How do I get there?
- Here are some simple strategies to try out when setting up your boards.
- After you’ve created your board and picked a cool background (critical), take a moment to think about the thing you’re working on. Think about the 5 different types of boards we’ve talked about today and the goals you’re trying to accomplish. Are there big phases or categories? Take a stab at creating lists for them.
- Add a list or every major step in your process when tracking a project or process. If your process changes over time it's easy to add more lists, change list names, or rearrange them. Also, if you are a stakeholder at any point in the process, consider "watching" that list which means you will get notified for any cards entering, exiting, or updated on the list.
- As mentioned before, keep information organized on your boards with labels and stickers. Utilize a card's checklists, attachments, and Power-Ups to make sure that all of the information surrounding a task is centralized on that card, and consider adding more structure to cards with the Custom Fields Power-Up, which will allow you to add custom data, numerical, text fields and more to all of the cards on a board.
- Hello everyone and welcome to this forum. My name is Kalema Edgar and I will be taking you through the session "How to use Trello boards to tackle any project/task" Just a little bit about myself, I am a Systems Integration specialist / Developer. I manage the Integration, development and peripherals team in Stanbic Bank. I am also a co-founder at LuckyGrafics where we specialise in software development, general IT support, Systems Integration and consultancy. https://luckygrafics.com I have been working with Trello for over some years now and I got introduced to Trello when we were working on a certain project at LuckyGrafics and what I could accomplish was really amazing. In this session, you will be learning about the tools and practices that we use to help our customers.