How To Use TRELLO for Beginners + Workflow Examples [2020 Trello Tutorial]

if you're looking to maximize your productivity but you have no idea where to start with a project management tool trello is about to be your best friend and in this tutorial i'm going to walk you step by step through the process of creating a system to manage and prioritize your to-do list what's up familia i'm kim jimenez and it's time to get our trello on and here's the very first thing i want you to do awesome so you have your trello account and now you're going to create your first board what you're seeing here is my board list and so i have a ton of different boards my team and i share a bunch of different ones and we're going to walk through a couple but the first thing you want to do is click here and create your board so you're going to name it and title it whatever you'd like something possibly to the extent of your workflow i'm going to go ahead and select no team and create board so what you're going to see here is trello's greatest strength but also its greatest weakness and this is where most beginners get stumped with trello you see a blank board and you're like what the heck am i supposed to do here and though trello does have some great templates it's still intimidating to kind of create this from scratch so my intent here is to walk you through how trello works and how you can set up an entire system for yourself plus i'm going to actually give you my free download my a copy of my own trello workflow board which is right here and we will link that below so that you can have a template to start off with and a video that will walk you through it okay so let's get started the first thing you're going to do is you're going to create three different lists and i promise you can customize this later on if this is not something that resonates with you but for now we're going to just get the basic framework and that is to do doing and done right three simple lists and the idea is that you're moving your tasks from left to right the things that you need to do will go in this column right in this list the things that you're doing will then get moved to this one and when you're done with a specific task or project you can move it to the done list so for example let's say that today i want to create a newsletter for my membership the business lounge i also need to have a team meeting at three o'clock and i'm going to create a new facebook ads campaign so that's what let's say are the three most important things that i need to get done today as i'm doing them i could just move them over to the doing list and when i'm done i can move them to the done list so the idea is to every day or every week or every month depending on how you set up your workflow you're going to be moving your cards from the to-do list to the doing list to the done list so now let's explore what cards are right each one of these tasks represents a specific card and each card is located on a list so when we open this specific card let's say that there's additional steps that i would like to outline for this specific task i can easily just add here in the description type in a description and i can't type description here i could add bullet points if i wanted to outline this specific task and then kind of go in detail you could probably just write an entire blog post here and so that's your description but then you also have these awesome features like for example if you want to collaborate with a team member you could add them to the board and have them added to the specific task that way you guys can collaborate back and forth you can also have labels added to your tasks and one of the labels that are really helpful for me if we see this workflow example here is looking at is this specific task worthy of my time or can i delegate it to someone else right so you'll see here the uh number symbol when there's a four figure task that i know is a profit generating task that's a task that i need to get done whereas a single uh single-figure task that is something i should be delegating to someone on my team and so those are a great example of how you can utilize labels for individual tasks as you can see here you can also label them based on a category right so everything that's related to the business lounge has this label everything related to content has this label and so you can really just organize labels and create them as you please so for example let's say that the green label is content right and that's what we're going to set this one at but you could also have a specific business or a specific brand in our case this is for the business lounge membership which is our community and we can label that this way you could also just create labels for just really your imagination is um the ceiling care so so many different things now moving on to checklist another great feature is maybe this task involves multiple steps so i want to create a checklist that i could copy to another task like let's say this for example every single week we're creating a newsletter for the business knowledge so if this is a task that repeats itself i can go ahead and create a checklist that also repeats itself so that i don't have to remember the workflow every single time so let's say that this is my to-do checklist for newsletters and i'm going to go in here and say okay so the first thing i'm going to do with this newsletter is check on our content calendar then from there i'm going to create a draft then i'm going to import it into convertkit which is our email marketing tool and then i'm going to go in here proofread it run through grammarly send to pearl on my team to review schedule and send right so that's a pretty intense workflow that i should not have to remember every single time that i'm in here creating new tasks so i can easily just copy this over and as i'm completing each step i can see the progress bar move and voila we're done really simple and a great feature to leverage consistently now you can also go in here and add due dates let's say that we have a deadline for this specific task so we can add there and then you'll get a notification once that task is coming up or you know the due date is coming up once you complete it you can also mark it as complete and trello will also show you in this card summary a it'll show you what the progress on this task is as well as when it has been completed or the due date you can also attach files so let's say that you need to attach a copy of your draft you can go into your computer and upload something like a pdf or an image you can also go in and add something from google drive like a document so you can go in here google drive and do that you could do the same thing for dropbox you could do it for box if you use box um and then just so many other things that you could do as you continue kind of um adding files here so like i can completely add an entire folder inside of google drive which is really cool or i can add a specific file to this card making it super easy to find and locate especially if you're collaborating with team members so i can select that and add it here now one of the things that i really also like is that you can add website links so let's say that you guys are collaborating on ideas or projects you can literally go in here attach any link so let's say that i'm going to attach my website and you can name the link website example attach and really that's just going to show up here on the card for easy access which is so in handy especially when you're working on a task over a period of time let's say over a week or a couple months having easy access to links and documents and resources and attachments all in one place as well as a workflow is really helpful now moving on to power ups there's so much you could do with power ups so trello has an entire suite of additional tools that integrate with it and there is really so much to talk about just in this specific section we'll probably create a future video just on power ups so if that's something you'd like to see let me know in the comment section below do you want to see a tutorial on power ups or is there a different feature that you would like to learn about or see when it comes to trello now as we continue down here we can move this card to a different list we can copy it over we can mark it as a template we can watch it which basically means if you watch a card you can see all the communication that's happening over on the comments section which brings me to the comment section and here is where you can collaborate with friends or with clients or with team members and when someone is added to that board you can actually tag them now no one's added to this demo board because it's totally new but let's say that i go in here into one of the cards here for the business lounge i have my creative director pearl here and i can tag her and i can literally ask her anything about this card um and let her know what the you know status update of this project is or if i need something uh just write it down here i can also attach documents or add another trello card to this conversation and make it really easy straightforward and simple so i hope that you're starting to see how trello can really help you streamline your workflow create a simple system for tracking exactly what you have to get done throughout your day throughout your week throughout your month etc and do it in a way that's totally free and super super super dialed in now you can add on to this board as you can see with our workflow board one of the things that we encourage our students to do is to set goals for the week set intentions create a plan a map for what you're going to get done and really look at it from the perspective of let's be more strategic with the work that we're doing instead of just being busy let's actually be strategic with the way that we pursue tasks so every single week you should set up specific goals for that week and sometimes those goals um need to be clearly outlined in a separate board and other times you can just outline them in your own trello board if you have a workflow board like this one so these are the things that need to get done this week for example and then these are the things that need to get done today so every single day when you wake up and and you get yourself ready for the day and you start your work routine or your work ritual one of the first things you're going to want to do is plan your day and really look at okay so this is what i need to do this week and these are the three things that i'm going to get done today so let's assume that this is a monday and you've set up your task for the week the first thing you're gonna do is okay it's monday i know i'm gonna move everything over here that i need to get done today these are the top three things rain or shine then i'm committing to get done and so there might be some tests in progress you have a full list of things that are done etc and you can continue to add on to your trello workflow board as you get your process dialed in so for example i find having ongoing projects in this uh list here pretty handy but you might get to a point where as a company maybe you have multiple team members and you actually want to create boards for these specific projects or just a whole individual board for ongoing projects themselves like we do here at the company and so you could also have a list of things that you want to work on kind of in your project idea shelf or things that are coming up next but you don't necessarily want to clog your goals for the week right those are things that you've got to get done there's tests to outsource things that you want to outsource to another team member or to a company that might just get something done simple simply like via fiverr for example things that maybe are not urgent client to do's future projects ideas resources notes wins sales copy and testimonials that used to be something that was really helpful for me to have on my workflow board and so on and so forth the key thing here is being really clear about how you can build on a simple workflow to start simple right like i'm showing you here and grow as you go it's about leveraging the tool to serve you instead of getting overwhelmed and feeling like you can never learn how to use a project management tool because i know that you can i've taught thousands and thousands of students how to do it i'm really excited for you to get started up i'm going to show you how to create a project management board just like this one so this is our big fat projects board this is where our team collaborates but even if you don't have a team this is one of the essential boards every entrepreneur business owner executive should have this is literally a working list of every single project in our company how we manage it how we collaborate how we structure it and that is going to be in the next video so definitely check out the video that's here on the screen so that you can jump into that one and get your project management workflow going excited about that and of course let me know in the comment section below what would you love to learn next that's the question of the day and i can't wait to hear from you so here is the deal now that you know how to set up your first basic trello board to manage your to-do's and set up your own workflow it's time to understand how to leverage it for project management because here's the deal trello is so incredibly powerful and there's so much more that you could do with it but to find out how to do that you gotta watch the next video it's gonna show up here on the screen so go ahead and do that and don't forget to hit the like button and of course consider subscribing if you love productivity business and marketing tips just like this one i'll see you on that next episode click click click the screen yeah right now here

Channel: Kimberly Ann Jimenez

Views: 272,985

Rating: 4.9334154 out of 5

Keywords: How to use trello, how to use trello for beginners, 2020 trello tips, how to use trello for beginners 2020, how to use trello for project management, how to use trello effectively, how to use trello for daily tasks, how to use trello for business, how to use trello for organizing tasks, beginner tips for trello 2020, how to use trello app for beginners, trello tutorials for beginners, trello tutorials 2020, trello tutorial for beginners 2020, trello tutorial, how to use trello

Id: 6drUzoeHZkg

Length: 14min 36sec (876 seconds)

Published: Wed Jul 29 2020