What is Trello and how to use it

What is Trello and how to use it

If you’ve been looking for a simple to-do list app to keep up with your personal tasks or have discussed project management tools with your team, you’ve probably heard of Trello.

Here’s how it works and how to get started.

What is Trello?

Trello is a popular project management tool that allows you to create and manage tasks, whether it’s a team project or just a personal list of tasks. You can set deadlines, leave notes on projects and tasks, and assign tasks to other project collaborators. Trello uses a kanban board view to allow you to easily visualize how your project is progressing.

Trello is widely known for being one of the easiest project management tools to learn and start using. Its no-frills design makes the learning curve short. Trello is also free to some extent. For the purpose of creating and managing small-scale projects with a small team, the free version should suffice. You always can upgrade to a paid tier at a later time if you decide you need more for your project.

How to use Trello

Trello offers many different features that allow you to create and manage tasks in different ways. We will introduce each core feature and break them down individually.

Trello boards are a place where you create and organize all the details of a project, such as the tasks that make up the overall project, task deadlines, roadmaps, and so on. Message boards are also where you invite your team to collaborate on your project.

So, when you create your account, the first thing you will want to do is create a board for your project. The free tier allows you to create up to 10 tabs per workspace.

To create a board, log into your account and then click “Create” in the upper right corner of the window. Then, click “Create Board” from the drop-down menu that appears.

Click Create and then Create Board.

A small window will appear. Here, name your board, choose a theme for it, then click “Create Board”.

Your Trello board is now ready!

Invite members to collaborate

If your Trello board is for personal use, you can skip this step. If you want other users to have access to your wall, for example other members of your organization, you will need to send them an invitation.

To invite someone to collaborate with you on your project, click the “Invite” button in the board header menu.

Click Invite.

A pop-up window will appear. Enter the email of the person you want to invite in the text box and then click the blue “Send invitation” button. You can also create a unique link and share it for people to access the board.

Enter your email and click Send Invitation.

They will receive an email and can follow the instructions to subscribe to your wall.

Add lists for better organization of tasks

Once you’ve created the board (and added members if you wish), it’s time to add all the project details. Before you can start creating new activities, however, you will need to create a “List”. Think of lists as your project roadmap. Your roadmap doesn’t have to be complicated – it can be something as simple as “To Do”, “In Progress” and “Done”.

If your tab is brand new, you will see a text box in the upper left corner of the window with a blue “Add List” button below it. Type the name of your list in the text box and then click that button.

Once you have created your first list, a gray “Add another list” button will appear to the right of the list. Click to create another list.

You can create as many lists as needed for your project. The more involved your project, the more listings you may need. If you need to rearrange your lists, it’s as simple as clicking and dragging them to a new location.

Once your lists are ready, you can start adding tasks to them.

Create and manage activities

In Trello, your activities will be created on “Cards”. Think of cards as sticky notes. It is where you will write down everything you need to know about a specific activity.

You can create a tab in any of your lists. Simply click “Add a card” below the list you want to add the card to.

Click Add a Card.

In the text box that appears, give your card a title. Make it something memorable so you can recognize the activity immediately. Next, click on the blue “Add Card” button.

Your card is now created. If you click on the tab, a pop-up window will appear. Here you can add more details to the card, such as giving the task a deeper description, adding a checklist for the task, setting a deadline, uploading attachments, and so on.

Add more details to the card.

Depending on your progress in the activity, you may want to move it to a different list. For example, if you have finished the task, you may want to move it to “Done”. To do this, just click and drag the card to the list where you want to drop it.

Upgrade your board with upgrades

Trello offers what it calls “Power-Up”. These are essentially add-ons and integrations. Trello offers a very large library of enhancements with features ranging from adding a calendar view, integrating your card with popular apps like Slack, Gmail, MailChimp, Giphy, and OneDrive, and a hundred other cool stuff.

Previously, you could only add one upgrade per workspace if you were using Trello’s free tier. It’s gone now – Trello lets you use an unlimited amount of power-ups for free. However, Trello says some of their partner-provided enhancements still require a paid subscription.

To add upgrades, you need to go to the Trello upgrades page, find the one you want and then click the blue “Add” button below it.

Click Add.

The instructions for properly adding and configuring upgrades depend on what you are adding. Each Power-Up is different, so follow the onscreen instructions to set everything up.

Trello is one of the most popular project management software currently available, and for good reason. It’s easy to use, has a clean interface, and its free tier lets you do a lot.

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