How We Use TRELLO To Increase Productivity
In the list of 8 free apps mentioned in our blog 8 Free Apps We Use To Increase Productivity,TRELLO stands as the first app.
We use trello on daily basis to manage our tasks into different lists, cards & boards,to prioritize different tasks,to collaborate with team on these tasks and to do much more than that. (Really!)🤵🏻
In this blog, we are going to see how we can use trello to increase our productivity step-by-step. We’ll cover everything we can from setting up free account in trello to how to use it like a pro.
Good then, let’s dive in.🙏 (FYI, that’s the emoji for high five !!)
The first step will be sign up, right? Because you won’t be able to use it without signing up for it !! (Well, that was a joke, I hope you know !)
Sign up for trello :
To sign up for trello, go to https://trello.com/ and click on the sign up button on the upper right corner.
On the next screen, you will see a form asking for your Name, Email and Password. Enter the details and hit the “Create New Account” button.
If you want to create your account on trello using your Google account, there is an option for that too. To do so, instead of entering your name, email and password just hit the “Sign Up With Google” button given just below the Create New Account button, log in using your Google ID & Password and voila, you’re ready to go !
Confirm your registered email id :
After signing up on trello, you’ll need to verify your email id. To do so, go into your mail inbox and look for the mail from email@example.com which will be looking like image given below & click on “Verify address” button.
Clicking on “Verify address” button will open trello dashboard in new tab of your browser, which will be looking like this :
As you can see, the green box with “Welcome Board” written on it is called board. You can create boards like this to manage different projects into different boards for your convenience.
Edit your Trello Profile :
If you want to edit your trello profile, you can do that by going to Profile section by clicking on your profile picture on upper right corner of the dashboard.
From there, you can change your name, your username, initials, your profile picture and you can add your bio as well by clicking on “Edit Profile” button.
Create Team on trello :
If you want to collaborate with your team on some of the projects, you can create teams on trello.
To create team on trello, go to the upper right corner of trello dashboard and click on “+” icon. In drop down menu, you’ll see “Create a team” & “Create a business team” options.
To create personal team, click on “Create a team” option. Enter name and description for your team then hit “Create” button.
Create business team on trello :
There are 2 options to create teams on trello. Either you can create personal team or you can create business team as well. Business team comes with more advance features, more security & more controls.
To create business team on trello, you have to follow the same procedure you followed while creating personal team, but with a little change. Instead of clicking on “Create a team”, click on “Create a business team”, as shown below.
Add members into the team :
Creating teams on trello isn’t useful at all if you don’t add members into these teams with whom you want to collaborate.
To add members into team, click on little card with “members” written on it which is placed beside the name of the team in which you want to add members.After clicking on members, click on green button saying “Add by Name or Email” then enter name or email of person you want to add.
Now, if the person you want to add in your team is already registered on trello, it will show that person’s account in suggestions, click on that and that person will be added in the team.
If the person is not already registered on trello, you will have to enter email id of the person. This person will receive an email from trello to join your team.
Create board within team :
If you want to collaborate on some of the specific projects with your team, you can create board for those projects within your team. Boards created within your team can be seen by every member of the team and they can contribute into it.
To create board within the team, click on card with “create new board” written on it below the name of the team in which you want to create the board on your dashboard. Enter name for your board and hit the “Create Board” button. Your team will be crated and you will be taken inside the board you just created.
You can change settings of who can see this board (every member of the board or only members who are assigned to the board or public who uses trello) by clicking on “Team Visible” written beside the name of your board inside the board, as shown below.
Create personal board in trello :
If you don’t want to create board for your team but only for you, you can do that too.
To create personal board on trello, click on “Create new board” written under “Personal Boards” section, enter name for your board and hit the green create board button and voila, there’s your personal board in front of your eyes, where you can do whatever you want and which can’t be seen by anyone but only you !
Add list into the board :
You can manage different tasks lists into the board.
To create list into the board, open that board. You will see a transparent box with “Add a list” written on it, click on it, enter name for your list and then hit the save button.
You can add as many lists as you want doing the same procedure.
Add card into the list :
Subtasks into the lists are called cards here. To create cards in the list, click on “Add a card..” written in the list in which you want to create card, enter name of card and hit enter or green “Add” button below it.
You can add as many cards as you want in any list.
Add description of the card :
To differentiate one card from another, you can add descriptions in the card as well.
To add description in the card, click on the card, a pop up will open,click on the “edit the description” on popup, add description and hit the save button, as shown below.
Add labels to the card :
You can also add labels to the cards, to differentiate some of the tasks or to filter some tasks from another.
To do so, hover your cursor on the card you want to add label to. You will see pencil icon on the card, click on that icon. click on “edit labels”, change the name of label as you want as shown below and then click on that label to add it to the card.
Add checklist to the card :
If you want to make a to do list in the card, you can do that too by adding checklist in it.
To add checklist into the card, click on card. In the popup which will open, you will see “Checklist” option on right side of the pop up, click on that, give name to that checklist and click on add. You will see that checklist opened with option to add item in it.
Now to add items into your checklist, write name of the item you want to add in the box where you can see “Add an item” written and hit enter or click on add button. You can add as many items you want in checklist following the same procedure.
Assign member to card :
If you want to assign some of the tasks to some specific people in your team, you can do that by assigning them to cards.
To assign someone to card, click on pencil button which appears when you hover mouse on card. From drop down, select “change members” option. You will see a search box with list of all the members in your team. Search for the member members you want to assign to the card and click on their name. You will see their trello profile picture on the card when they are assigned to the cards, as shown below.
Add due date to the card :
If you want some task to be completed before or on specific date and time, you can set that in trello by adding due date on cards.
To add due date in card, click on that pencil icon which is visible when you hover mouse on card and select “Change Due Date” option. You will see a calendar box, select date and time and hit that green “Save” button. You will see due date of your task on card.
Move card from one list to another :
Sometimes, if you are operating projects which requires some tasks to be passed to next list when done in the first list, you can manage that in trello by moving card from one list to another within the board.
To move some card, click & press on that card and move it to the list in which you want it, as shown below.
Archive card :
When some tasks are done or not needed anymore, you can remove them from the list by archiving cards.
To archive card, click on pencil icon you see when you hover mouse on the card, and click on “Archive”, your card will be archived.
Other useful features :
Besides all the important features explained above, there are some other useful features we can maximize upon which.Let’s take a quick glance.
From the menu on right side of the board, you can change background of your board by clicking on “Change Background” option.
When you have so much of tasks on your board,finding some specific tasks becomes a hell of a work. To make it easy in trello, you can filter your cards by labels, by members assigned to it or by due in the next day, next week, next month, overdue, has no due date, due date marked complete, not marked complete,etc by selecting “Filter Cards” option from menu.
If you find difficulty opening and adding cards manually into your trello boards, you can use trello’s “Email-to-board” option. This option allows you to add card on top or bottom of specific list by just mailing your task to a mail address.
To use this option, click on “more” from menu on right side of the board and select “Email-to-board Settings” from the next set of options you see. You will see a box with some details of list and position on it. Select list in which you want to add card and select position (top or bottom) where you want to add card in that list. You will see an email address in that box, copy that email address. Now when you want to add card, you can mail content of the card on that email id and it will be added into the selected list.
You can automate many tasks and manage them without any hassle by using this feature wisely.
You can make many of your tasks and management easy as pie by integrating third party apps in your trello. You can do that using “Power-Ups”. You can select powerups which you want to use from “Power-Ups” option in the menu.
You can integrate apps like box, dropbox, calendar, evernote, google drive, google hangouts, onedrive, salesforce, slack, twitter and many more.
Lastly, if your projects requires printed reports of tasks and boards, you can print that. Besides printing, you can export data in the format of csv or json. (export as csv feature is available with business class subscription only). You can do that by selecting “Print and Export” option which is in more section of menu of board.
This is all we can give you to make your project managements easy as of now. I hope this article will be enough of help for you.
And yes, if you have any confusion or question related to this post, you can ask us in comments.
Our upcoming posts, we will be sharing information on how to use another apps we mentioned in our last blog post.
So, keep visiting Dyrect Blog in coming days for information about more useful apps.
P.S. : That’s not what Dyrect is all about, we are coming up with something cool. So till then, stay tuned for the big news & follow us on our Facebook Page, Twitter & Instagram because we’ll be posting about all the latest developments there.
See you all soon.🙋