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Trello How To: Quick Guide to Getting Organised with Trello in 2023

Updated: Apr 6

Are you looking to boost your organizational skills and enhance your task prioritization? Look no further – Trello has got your back! I'm here to walk you through how to fully utilize Trello to improve your productivity and efficiency.

Whether you're managing LinkedIn campaigns, CRM projects, or your to-do list, Trello can be your ultimate ally.

Let's dive into the world of Trello boards and discover how to make them work for you.

The Four Lists - Trello Board Management

One of the fundamental principles of effective Trello board management is breaking it down into four key lists:

  1. To-Do Today: This list is your daily go-to for tasks that need immediate attention.

  2. To-Do Tomorrow: Items that can wait a day, but you'll tackle soon.

  3. Next Week: For tasks and projects you'll address in the upcoming week.

  4. Long-Term Projects: This list is dedicated to your more extended, ongoing endeavours.

This organizational structure helps you plan your days, weeks, and long-term goals efficiently. At the end of each day, move items from "To-Do Tomorrow" to "To-Do Today." The goal is to keep your "To-Do Today" list lean and focused.

Remember, Trello is highly customizable. If this structure doesn't perfectly fit your needs, feel free to adapt it to your workflow.

Trello's Waiting to Hear Lists - Stay in Control

Two lists that can be game-changers for your productivity are "Waiting to Hear from External" and "Waiting to Hear from Internal." These lists ensure you never lose track of important communications.

  • Waiting to Hear from External: Keep tabs on external contacts, clients, or partners you're expecting responses from.

  • Waiting to Hear from Internal: Track internal team members or colleagues you're waiting on for updates or feedback.

Managing these lists separately helps you differentiate between internal and external communications, preventing important messages from falling through the cracks.

Power Up with Trello Repeats

Consistency is key, especially for recurring tasks. Enter the "Repeats" power-up. This handy Trello feature allows you to schedule tasks or activities that repeat on a daily, weekly, monthly, or even quarterly basis.

For example, if you have a weekly YouTube video to create, set up a repeat for every Thursday at your preferred time. No need to worry about remembering it; Trello will remind you like clockwork. Embrace this feature to streamline your routine tasks and ensure nothing falls through the cracks due to forgetfulness.

Trello's Snooze Feature - Keep Your Workspace Tidy

Sometimes, boards can get cluttered with tasks or projects that are not immediately relevant. That's where Trello's "Snooze" power-up comes to the rescue. It allows you to temporarily hide tasks until they become relevant again.

Whether it's a task that's on hold until a certain date or a project temporarily on the back burner, use "Snooze" to declutter your Trello board and focus on what truly matters. It's a great way to maintain a clear and uncluttered workspace.

Trello's Approvals Feature - Streamline the Process

The "Approvals" power-up on Trello simplifies the process of obtaining approvals from team members or stakeholders. Instead of relying on emails or separate communication channels, you can request and track approvals directly within Trello.

For instance, if you need approval for a marketing budget, create an approval card, add the relevant team members, and once they approve, it's documented for everyone to see. This feature streamlines the approval process and provides transparency.

Regular Trello Maintenance - Stay on Top!

Lastly, make it a habit to regularly review and update your Trello boards. Set aside time once or twice a week to ensure everything is current and accurate. Clear out completed tasks, follow up on pending items, and use automation to your advantage.

With a little proactive maintenance, you'll keep your Trello boards organized and effective, preventing tasks from piling up and priorities from getting lost.

In conclusion, Trello is a versatile tool that can significantly boost your productivity and organization when used effectively. Experiment with these features and tailor them to your specific needs.

Remember, your Trello board is your canvas, and you have the power to create a workflow that works seamlessly for you.

Stay tuned for our next newsletter, where we'll delve into the world of labels and colour-coding in Trello!

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