Streamline Projects with Trello for a Better Workflow

It always surprises me when I encounter businesses that don’t use any project management system.

How do they stay organized?

Many small business owners seem to keep everything in their heads, which can be chaotic and inefficient.

For me, a system like Trello is indispensable. It helps streamline tasks, track project statuses, and improve overall workflow.

Whether you’re a solopreneur juggling multiple responsibilities or part of a small team, Trello can make a world of difference.

In this article, I’ll cover key features of Trello that make it an invaluable tool for business operations.

From asynchronous collaboration to automation, I’ll explain how these features can enhance your workflow and efficiency, backed by specific examples from my own experiences.

This article covers:

Asynchronous Collaboration

One of the standout features of Trello is its ability to facilitate asynchronous collaboration.

But what does this mean?

Essentially, it allows team members to work on their own schedules. This is particularly beneficial for busy clients who may not adhere to a typical 9 to 5 workday or are located in different time zones.

For example, when working on a project, tasks can be laid out for the day or week. Each task, represented as a “card,” includes a detailed description and is assigned to the appropriate team member.

Notifications ensure that the assigned person is alerted to their responsibilities. They can then post comments, ask questions, or move the task to a “needs review” list once completed.

Imagine you’re working with a client based in another country. You can create a Trello card outlining the project requirements and assign it to them. They’ll receive a notification and can work on the task at their convenience. Once they’ve completed their part, they move the card to the “needs review” list, and you get notified to check their work. This seamless process ensures that projects move forward without delays, even when team members are not online simultaneously.

This system eliminates the need for real-time interaction, speeding up the workflow and reducing roadblocks, especially for teams distributed across different time zones.

Single Source of Truth

One of the most common issues in project management is fragmented communication.

When discussions are scattered across platforms like SMS, Slack, and emails, it becomes challenging to keep track of important details.

Have you ever been in a situation where you’re looking for a message but not sure if it’s in your emails or you’re digging through your text messages?

Implementing a tool like Trello helps organize conversations on a single platform. While some organization is still required in terms of cards, lists, and boards, having everything in one place simplifies the process.

With Trello, you can use the “search” feature to find relevant tasks or conversations, or check your log of completed tasks.

This centralized system ensures that all project-related conversations are accessible and organized, eliminating the need to dig through various communication channels.

Repeating with Templates and Automation

One of my favorite features of Trello is the ability to create reusable checklists and template cards.

This has infinite use cases such as onboarding team members or clients, creating systems and processes for blog articles or content production, marketing tasks and more.

For example, in my content production process, I have a checklist of over 30 tasks that need to be completed for each new piece of content. This includes everything from drafting the article to SEO optimization and even followup for post-production in terms of promoting across social channels and by email.

If you have to manually think through each of these steps every time you create a new piece of content, you’re drastically hindering your own productivity. By creating systems and processes, you’re able to more than double your rate of content production.

Over time, these processes and checklists can be further refined. You can add detailed links for specific tasks and use these refined processes as training materials. This allows you to train a virtual assistant or delegate the task to someone else, freeing up your time to focus on higher-priority activities that drive your business forward.

Manage Multiple Projects

Trello allows you to manage multiple projects, teams, or clients from a single account. This flexibility is invaluable for freelancers and business owners who juggle various responsibilities.

You can create separate boards for each project or client, and customize them according to specific needs. This setup helps in maintaining a clear distinction between different projects while keeping everything organized.

I use a master Trello account connected to various client projects. For each client or project, I have a dedicated board where all tasks, updates, and communications are centralized. This way, whenever there’s an update or new task, I receive a notification, ensuring that I stay on top of all my responsibilities.

Switching between different projects is seamless. For instance, if I’m working on a marketing campaign for one client and a website redesign for another, I can easily switch between boards to check on progress and updates. This centralized management system ensures that I can keep track of all tasks and deadlines without getting overwhelmed.

Easy to Get Started with Freemium Plan

One of the most appealing aspects of Trello is its freemium plan. This plan offers essential features that are sufficient for small teams or individual users to get started.

For years, I’ve been able to collaborate with clients and manage dozens of projects without needing to upgrade to a paid plan.

The free plan allows you to invite up to five or so members to a project board (check with Trello for specific limitations), which is often enough for small teams. As your business grows, you can easily scale up and access more advanced features by upgrading.

Know Where Things Stand

Perhaps the most significant benefit of using Trello is the bird’s eye view it provides.

At any given time, I can see what tasks need to be done, are in progress, under review, or completed.

Trello’s Kanban-style board allows for a straightforward visual organization of tasks, moving cards from the “To-Do” list to the “Done” list.

Additionally, you can assign tasks to team members, use labels to indicate priority or function (eg. “web dev” or “marketing” tasks), and set due dates. These features allow you to filter and sort tasks, helping you focus on what’s most important.

Trello is an essential tool for anyone looking to improve their workflow and efficiency. Its features like asynchronous collaboration, centralized communication, reusable templates, and easy project management make it a versatile and powerful tool.

Whether you’re a solopreneur or part of a small team, Trello can help you stay organized and productive. The freemium plan makes it accessible to everyone, allowing you to start small and scale as your needs grow. With Trello, you’ll always know where things stand, making it easier to achieve your business goals.

What tools are you using to manage projects and communication across teams and clients? Let me know in the comments below!