HOW to use TRELLO | ULTIMATE TRELLO TUTORIAL 2021 [Project Management Software for BEGINNERS]

if you're struggling to manage multiple tasks you've got a product that you want to launch or maybe you need a place to organize your content trello may be your best option in today's video i'm bringing you a full comprehensive tutorial to get you started with this free project management tool let's do this hello lovely people it's natalia and welcome back to my channel where i share super natural ideas on content creation for entrepreneurs and creatives and in today's video i'm bringing you a full trello tutorial for beginners so you can get organized and manage all your projects from one place without further ado let's do this so the first thing you want to do is to set up an account with trello so you need to place your email address in here in this box and then hit this button here and it will take you through to actually set up an account with atlassian i'm not entirely sure if i'm pronouncing that one correctly but this is an account that you'll need to use all the features of trello and as you can see and here the first screen that we're seeing is the getting started board and this is actually trello's guide to step by step show you how to get the most of trello as they're saying in here so you can create a team add a board invite your teammates connect your apps and then explore different automations but we'll start with creating a team the first thing we want to do is to set up our team and i'll name mine dream team just for the purpose of this video and we'll choose your team type so select an option and i'll go for small business and in here you can already add your team member so just enter an email address in here and you can add team members at any time later on so i'll just add that one email address and hit next and as you can see trello now offers business class their business plan for 30 days for free but we can just scroll down and hit start without business class and this will give us the free option perfect so let's hit let's go and as you can see we're back to the getting started screen and the next thing we can do is add a board but before we do that i like to set up my profile so let's go to the top right corner in here and hit profile invisibility and that will take us to the settings of my profile and this is where you can actually change a few things your activity cards different things but we'll go to settings at this point and you can hit go to your atlatian account and this will take you to the actual screen settings so you can then go and change your time zone in here but we will go to profile and visibility again and this is where you can actually change your profile photo and your header image i won't change the header image at this stage let's hit that and we can upload a photo you can just adjust it here make it smaller move it around we can just hit upload and this is our avatar done lovely so let's close that tab and now that we're back in the getting started view we can hit number two add a board to your team and this will create our first board so you can either create a new board from here or you can browse the full template gallery and trello actually offers quite a few different categories of templates so let's click in here and see what you can actually choose for yourself to the left and here you've got all the different types you've got business design education engineering and you can just browse through it and see if any of those templates fit your business but at this point i'll just go back and create a new board just to show you how to do it yourself let's click on create new board and as you can see it pulls up that little pop-up and you can add a board title in here you can see that it's assigned to that particular team that you've just created because we're creating a board for that team within that team and here and then here you've got all the different images or colors that you can use as a backdrop for your board so let's name that one project management and let's play around see if any of those images fit but i will stick to the blue just because it's kind of blank and you can see clearly what you can do in trello perfect so now we're within the board and as you can see trello's got some new functionalities which you can access if you've got a business plan we'll get to that later on so make sure to watch the very end of this video but as you can see they're offering different views apart from the board view something that was definitely missing we've got a timeline now table calendar dashboard and a map view but for now we'll just stick to the board so i can explain all the basics and then we'll proceed to these ones so this is what the board looks like and it's pre-loaded with three different lists and these represent different statuses of your tasks so you've got the first list and this is a to-do list which means all the tasks that you still need to take care of then you've got doing which means any tasks that are in progress and then done which are of course ticked and done tasks which you don't need to worry about anymore this will be different for different types of projects you can set it up the way you like it and the way your business needs it but basically this is in line with the kanban style of management and if you want to add another list another status to that board you can just hit in here this plus and you can put in let's put in ideas for now and let's hit add list and this as you can see created another list and what we can do with these is actually kind of just drag and drop them and this will just change the order like this you can just drag them and drop them like this super easy so how do you actually add your tasks to it so the tasks in this style are reflected as cards so as you can see within that little list you can hit add a card and that will create a low card within that board so let's say task one and you can add a card in here and it's visible in there so when we're here at this stage let me explain what this board looks like so we've got the basics of how to create a list and how to create a task but let me tell you what the different functionalities within that view are so at the top to the left and here you've got the different buttons in here so you've got the home button which takes you back to that main dashboard you've got the different boards so you can quickly at a glance see the different boards within the teams or your recent boards that you've used you can actually star boards as well which makes them kind of your favorites and they are available at a glance in here as well or you can just find boards if you've got multiple different ones in here so you can just type in anything and it will pop up with your different boards you can also hit jump to and that will be a search another way of searching for different boards and you've got this right side in here which if you hit plus in here you can create a new board and start with a template so you've got board templates that you can apply you can create a team from here as well and create business team but that's again within the business class this is the information center and so you can have different tips you can see pricing apps blog privacy all those different things you've got notifications as well so if you receive any you see them in here so you don't need to kind of jump back to your home page you can just view them from here and of course this is your account and within that board you've got the different views which i will explain again at the very end so we can leave it as this for now you've got your title which you can change in here this is when you would start this board so again add it to favorites and this is where you can change the team view your team page you can see the team visibility and in here you'll be able to see the different members i'm just here on my own for now but you'll be able to invite different members to the board from here as well in the top right corner there's a butler and butler is basically a powerful tool that allows you for a certain kind of automation within your board and maybe some insights as well it can basically perform simple tasks on your behalf so you can automate certain parts so there are five different commands within the butler so you've got rules cart button board button calendar and due date in the next step in here you can show menu and this accesses all the different settings for this particular board so you can add a description to the board just to make sure that everyone within the team knows what this board is for so let's add our description in here now so we can just hit save in here and as you can see we've got the description within the board and every team member will be able to view it so let's go back next we can change the background so you hit that and you can see that you can use either photos or colors we've chosen a color before but let me just show you what you can do with the photos they're all from unsplash which is a free stock platform so you can see a few kind of proposed ones in here or you can search for something that you like so if you like coffee for example for this particular one just to keep everyone energized you can choose that one and it changes the whole color scheme in a way for the cards so it's quite a useful one if you're a very visual person and like to make things nice let's get back in here and within here you can also search cards so if your board becomes a bit more bulky you can actually hit search in here and it will search through your different cards the next option is stickers so if you click in here you can see that you can express a wide array of emotions in here so you can either say something's dance if you just select that one and drag it to the task it just appears on top of it you can have multiple ones added to that task it's a great way to kind of express yourself but you can also remove them from here if you don't like something you know this one definitely didn't fit so we can remove it like this from here if you go back you can actually search within giphy for different gifts to add to your cards and we can search for my favorite character which is michael scott and as you can see you can use animated stickers so i'll drag this michael on top of my card and it gets attached to it and kind of hovers and bounces around in here but that's just a bit of a silly option but it's good to know that you can use that one as well you can hit more in here and in here you've got the settings so you can change the team again card covers are enabled so that means that you can have the different kind of stickers and card covers commenting permissions so you can allow the members to comment you can add remove different permissions from here but we'll get back and the next option is labels so you can have particular labels set up for your whole board and this is quite an important part because of course so many of us are very visual we like to have different colors attached to different tasks just to kind of identify them very quickly so let's hit on the labels in here it pulls up all the different colors are pre-made for you and you can actually hit in here and change the name of them so let's say this one will be marketing let's save this one this one will be sales save this one let's say website let's fill up to the very end and we've got our full set of different labels and this is not your limit so you can actually create a new label on top of that so let's select this color because i've not used that one before and let's say let's housekeeping this one and as you can see it pops up at the bottom and here if you need to change these for whatever reason you can always go back here and change the name in here or you can just delete them all together i'll show you how to actually apply those labels and how they look on your board once we're done with that part so let's get back and you've got collections which is an a pro option you've got archived items so anything that you archive within that board will show up in here so you can access them later on you don't need to kind of delete anything permanently then you've got email to board settings and this is quite a cool feature it's available within asana as well but this is the email address that you can actually use to forward any emails and create tasks or cards from that email so it's really neat if you're managing your tasks on the go or if you receive an email and just want to kind of send it straight to your project management board that's absolutely fine you can just kind of forward the email and it will pop up and this is where you can actually set up how you'd like to use that tool so you can choose a list that you want the cards to appear in so you can have a pre-made list just for these kinds of tasks to review them later on for example but if you click on here you can just change them in here and you can pick the position as well so whether you'd like it to appear at the very top or very bottom of the card then you've got an option to copy this board so it duplicates it or print and export so you can print the whole thing if you need it for any kind of reporting or you know to show where you are with this particular project you can also copy a board which duplicates it with all the different cards that are within it or you can print and export it so if you need to print the whole thing for reporting or export it as a different format you can also upload it to another trello account or use it to export for different tools and you can actually close the board as well once you're done with a particular project so for example if we're creating um you know website launch project this will have an end game in a way this will there will be a due date for the whole thing so once your website is live you can then maybe close the board and it doesn't kind of affect the rest of the boards and you can reopen it at any time but it's good to know that this is an option and those kind of different boards don't linger with your workspace and as you can see i've closed it but i can permanently delete it or reopen it at a later time so let's reopen it so that gets us back to that screen great so we're done with the settings in here again you can access the butler the power-ups from here and then there's the activity so you can see whatever happened within that board you can see the whole activity which is quite a good thing to kind of keep yourself and your team on track and you know what's happening especially if there was a mistake something was maybe archived that shouldn't have been archived or there was a task added which shouldn't have been added to that particular board you can see that it was created in here and can kind of review the whole activity in here and if you hit the activity board you can also see all or comments so if anyone's adding comments to particular cards which i'll show you in a moment you can see all the comments within that board from here so let's close this menu in here and let me explain more about the different tasks and what you can do with the different cards so we've got task one in here so let's create two more just to show you how it's done again so let's hit another card and let's say task two and instead of just clicking away you can actually just hit enter in here and it will open another card which means that you can kind of brain dump and just put all of your tasks straight away very efficiently one after the other instead of having to click each time you want to create a card so let's say task three in here and that's you settled with three different tasks so let's hit task one so in here you can see the title of the task you can change it from here and it shows which status or which list it belongs to so this is the ideas one you can add a description so if you need a more detailed explanation of what the task is what needs to be done you can use that particular one to just use it and add it for your whole team or any team members can do it in here as well so let's add a description in here so i've got the description i hit save in here and you can always get back to it by hitting edit or just clicking on that description and you'll be able to see it in here you've got the different formatting options as well if you hit formatting help in here it will show you how we can actually kind of create different things so emphasis bold lists so maybe let's make this requirements part bold i can just enter two stars in here and let's hit save and as you can see within the description now the requirements part is actually bold so it's cool to know that this is an option and you can format your text within description if it's a more lengthy one and below you've got the activity tab and this is where all the different members can comment and update each other on the different requirements so let's say you know there are two people working within the same task if someone needs to ask someone about a particular part of that task they can just write a comment in here and it will be visible for everyone within that board to see just hit show details in here you can see all the different updates and i can write a comment in here so i've got my comment in here and you can add different attachments either from your computer from within trello from google drive which can connect to your boards as well dropbox onedrive anything that you want to use if you need to attach something to that particular comment you can do it from here but let's leave it you can mention a member in here you can add emojis and you can add a card from different part of the board so let's save it in here like this and everyone else will be able to view it and you can also kind of edit it later on or delete it if you don't need it let's move on to the right panel in here so these are the different settings which you can add to a particular card so first if you want to assign a task or this card to a particular member you just hit members in here and i can just kind of pull up the whole team um i've got just one person that was invited to this board so we can just hit that one and this will add a person and as you can see it says suggested join so you can just hit join and that means that you are added to that task as well and as you can see now that these are the members and you can kind of keep you know adding different people to that particular task and they're notified each time they are added to the task and within the whole board view you can see the different avatars so you know at a glance who's dealing with that particular task very useful when you're working within a team and as i mentioned when we're setting up different labels you can add labels to particular tasks so let's add marketing to that particular one and maybe sales as well or let's remove that marketing one brilliant and in the general view you can see that this label was added to this task and you can see this yellow label in here and you can either kind of hover over it and it shows you what it is or you can just click on it and it shows you it's for sales let's get back to the task and the next cool option is that you can add a checklist within your tasks so if a task is a bit more complex you just hit checklist in here name it let's say whatever process let's hit add and you can add particular items within that task really really cool so let's say subtask one enter again so that adds another task automatically subtask two perfect so we've got all the three added in here and if you click on it you can actually assign members within that task to it as well so further kind of division of tasks and if you need to delegate this is a brilliant way to do it you can add particular due dates within that big tasks as well you can add emojis again mention some people within it or if you decide that this subtask actually needs to be a separate task you can convert it to a card from here but let's leave it as that and let's hit save and while the different members are working on this particular task they can click as they go along and check this task and then it kind of shows up the progress bar in here as well which is a very neat option to keep everyone on track and as you scroll down the activity tab gets updated automatically when something changes within that task the next option is to add a due date to your overall task so as i've shown you before the subtasks can have their different due dates but you can add a due date to the general task as well so let's hit due date in here and you can choose one from the calendar in here you can have a start date and a due date as well so if you're adding something you want a start date reflected this will come into play within the pro version where you can see the timeline so on the timeline view you'll be able to see the progress of all the different tasks and it will kind of reflect that start date and due date which helps visualize the progress for the whole team but let's stick to that one now so i won't choose the start date but let's just choose a due date as the 23rd and you can set due date reminders so you can have you know at the time of due date five minutes before an hour before something that's very universal to all the different apps that you're using you know for example in calendars like google calendar you can actually use it that way so let's say one day before as it was in here and you can just save it here if you want to remove that due date you can just go back and hit remove and that will remove it all together and when you actually hit your target when the task is kind of done to reflect that on the main view you can just tick that in here and it shows as complete so it says this card is complete and it shows the green mark on the board itself as well so very cool to keep everyone accountable and keep everyone on track visually within that board so let's get back to the card and the next thing is that you can actually add attachments to your tasks as well very useful if you want to if you're working on something you need to process different files you can attach different links in here so let's add a random file to it from my computer always my favorite meerkat gif so i'm just adding it here let it process when i'm attaching an image it actually pops up as a card cover that's another layer of this visual experience within trello and if you want to keep everyone kind of stimulated and show them different parts of that project or you know the members can do it themselves of course because everyone's got access to all these different settings you can add different covers to your cards obviously again that's a silly one that you can use in here you can hit cover which was here before i actually attached that link but you can hit cover in here and you can change the size in here as well so let's hit that for example and let me show you first what it looks like in the on the main board this is the default one so this ridiculous meerkat is just kind of staring at you from here if you hit that again hit cover and change the size to this one you can see in here that the task is actually kind of displayed over that cover it removes all the different features the different kind of options so the label is removed the due dates is removed so i prefer to keep it as that one just to keep kind of the visual cues for everyone but you can choose whatever you prefer it for that one you can have colors as well so you can just choose a simple color and that's another way of kind of keeping the cards visual so for example if we've got the sales one the sales label which is a yellow one you can add a yellow tab to this task but it's just kind of reinforcing it but you can add different attachments from here so for example if you've got a few different attachments within the board you can choose different covers from them or you can choose to use the unsplash images again so let's choose this one for example and as you can see it kind of changed in the main view as well so back in here you can add different power ups and different card buttons from here i'm going to skip that one just because it's a beginner's tutorial and then we've got the actions in here so you can move that card to a different board or you can move that card to a different list from here obviously you can still do it by dragging the card within the board but if you need to move it to a different board this is how you would do it next thing you can do is to copy that card you can make it a template as i mentioned before if it's something that it kind of gets repeated very often with the different tasks and the different kind of options within that one card you can make it a template and watch means that you get notification when something changes within that board and then you can archive it as well or share it with others so this is a link to the particular card you can embed this card and you can email this card to someone perfect so these are all the different options within that particular card or task whatever you prefer to call it let's get back to the main view so the idea of working within kanban boards is to actually kind of update the status of your tasks as you go so when you would kind of start at the beginning or if you're planning different tasks this is when you would go into trello and actually kind of assign different members assign due dates so this is the planning stage of it all and once someone is taking care of the task the idea is to move them to doing so this is when you actually are actively working on a task i would highly recommend not to leave these when you're kind of done with your work for the day so something that you see a lot of people do when they're especially when they're working on their own but sometimes within teams as well you kind of get you know careless you you know you're working on something it kind of extends to the next day but the idea is that at the end of the day there is nothing in the doing section so if you're still working on a particular task you don't leave it here at the end of the day you get it back to to do and then you can kind of revise and obviously kind of move it back to doing when you're actively working on it when you've got more tasks within that board and there are multiple members working on those cards this is a way of actually kind of keeping each other accountable seeing what someone is working on so if you have a few tasks that are planned on your kind of to-do list so this is your kind of priority let's say if you were to kind of move it to doing and there are a few tasks a few different members are working on at this particular moment it creates that chaos and this is something that we actually want to avoid while working within a project management tool so i would highly advise you again to move everything back to the to-do or kind of move it to done once the task is accomplished so now that we've got the basic principles of trello and the boards out of the way we can actually go ahead and create a content calendar this is something that some of you have asked me either in emails in dms on instagram so i want to show you today how you can create your own content calendar in trello to get you started with content organization of course we're talking about content marketing on this channel quite a lot this is the main focus of the channel so i want to actually show you how you can utilize this particular tool to achieve exactly that so let's hit home in here and again that takes you back to the dashboard as you can see we've invited our teammates you can connect your different apps as i've mentioned before so if you're working on slack if you've got google drive that your team members are working from you've got different apps you can connect them from here or you can explore different automation so again add labels automatically set due dates automatically but we'll leave it as that for now so let's get back to boards so let's hit home in here and it takes us back to the boards view in here this is the tab you can kind of switch between the different ones but we'll get back to it later on so these are again your most popular templates these are the recently viewed ones for the team so you've got the template that i viewed before for project management this is our existing project management board which we're just working on and these are all the different boards belonging to that dream team that we've created so let's hit new board again and we'll name this one content calendar let's choose a yellow background for this one but i'll change it in a moment and let's hit create tab opens up another one as you can see it's completely empty this time so it doesn't have any kind of pre and preset lists in here so let's change the background straight away want something that says calendar so let's search for calendar and i like to keep my backdrops as plain as possible just because it makes it kind of more minimalistic this is what my brain responds to very easily but of course if you want to kind of play around with the different more kind of flamboyant ones you can of course choose those but let's hit a plain one and this is something that i prefer all right so we need to start off with creating the different lists which in my case will represent again different status for each task so let's add a list in here and this will be an ideas list like this and when i hit enter it automatically takes me to create another list again very easy very kind of efficient in terms of how you're creating and setting up your boards so the next one will be going ahead enter then let's say writing caption choosing image choosing hashtags ready to schedule and published so this is kind of a basic breakdown of how i would set up my content calendar of course the different stages will depend on how you're dealing with your content and what type of content you're producing whether it's a video whether it's just kind of written form so of course make it your own but this is just an example of how i would deal with different parts of my social media management next let's go to menu and let's set up my different labels so let's hit labels in here and i will make those labels represent different platforms so that purple one will be instagram just to make it a bit more visual that one will be facebook let's say this one which kind of looks red let's say it's going to be youtube i can make this one blog and i actually just want to get rid of that orange so let's delete this label and let's delete that one as well let's say these are just the platforms that i'm on so you can maybe create another one for pinterest let's say let's pick pink let's say it's pink even though pinterest is red let's hit create and these are our labels kind of settled in place okay so now that we're back we can kind of start populating this content calendar with different ideas so let's add a card in here let's say tip number one tip number two how to start creating content so give me a moment i'll populate that particular board with different content ideas and you'll see what it looks like with different post prompts perfect so we've got the ideas list filled with different post prompts i've added labels in here as well and as you can see you can have multiple labels attached to particular card so this is very useful if you're planning on adding content pieces for different platforms at the same time so let's say i'm creating a youtube video it will have a corresponding blog post as well so there's no point in adding two different separate cards for that one you can just attach the different labels to it this is of course how i would set it up you can do whatever you want you can have labels for different things like for example content pillars instead of the different platforms can have separate content calendars for your priority platforms let's say so this is something that i do for myself in notion i actually have a video on my personal content workflow so you can check it out yourself and this is where i share my notion set up on how i personally use a content calendar in that particular tool but if you want to kind of set it up yourself you can do it within trello in here as well so once you're done with ideas when you've got a brainstorming session let's say you can kind of put all of those different ones in here and while planning your content for let's say two weeks a month you can kind of move them over to the going ahead so let me move a few of these ones and i'm choosing for this month let's say and then these are again the progress of the different tabs and something that i really want within my content calendar is for this to actually be a calendar and not just a board so in order to do that let me fill all of those different tasks with due dates and i'll show you how you can actually create your content calendar and see it as a calendar within trello now that i've got my content calendar populated with different due dates let's go to show menu and hit power-ups so you can add one power-up for free for one board and i will enable the calendar one and this is probably one of the most popular uses for a power up of course it will depend on your different boards different projects and what your business actually needs but let's find calendar in here and as you can see it pops up with a calendar power up so let's add this one and once i've added it instantly you can see that this board has reached its power up limit which means you would have to upgrade to business class to be able to use additional power-ups so let's close it just now let's close this one in here as well and you've got the calendar power up in here which means you can actually click on it and then view all of your tasks as a calendar and this is the most kind of neat way of organizing your content calendar of course if you're working on a particular project this is something that you would like to see at a glance so a very useful tool if you want to set up your content calendar you can change between the different kind of week views as well and here if you've got multiple things obviously this is not a very bulky content calendar i've just kind of populated with with a few ideas but if we change two months you can see the monthly view in here you can also hit settings in here and it can sync your board's calendar with a personal calendar of course this wouldn't be useful for this particular board but for example if you've got like a clients board that you're dealing with different kind of meetings and things of that nature it might be useful to enable the calendar power up and sync it up with your personal calendar so this is how you would set up your content calendar and you can kind of drag the different cards for the different dates so adjust the due dates in here as well so it works similarly to your content calendar to the board view so you can kind of move it around in here you can access different cards from within that and again that will be updated within the activity in here let's close that down for now and this is how you would kind of move around move the different things in here and this is how you would operate and once you're ready to schedule you can move it kind of to ready to schedule or published i got a question on instagram whether you can actually schedule your content from within trello and this is not something that is available so you would need a separate tool to actually schedule these things whether you want to you know schedule for instagram from later or if you're using hootsuite or if you're planning your content from within facebook as well you need to use those separate tools to actually schedule the content but in any case you do need a place to be organized to have systems to actually plan your content to execute all of it and to know in one place that you've got everything kind of laid out and settled for the whole month week again whatever time frame you you're using to schedule or plan your content i think having a content calendar is the best way to actually have your content neatly organized and trello i'd say it's a very intuitive and very simple tool there are different tools and i personally don't use trello anymore for this purpose but it's a really good start app it's not very complicated so you can definitely get organized in there and start your kind of project management journey within that tool and if you've got a team that you that is working within that board again you can kind of add members in here you can show other team members i've got this one i've got this one you can kind of remove that from here so different people can work on different platforms within that content calendar let's say i'm writing a caption so you can assign that to kind of my i can assign that to myself and then once that's ready to be designed let's say i can move it in here and then change the member to let's say my designer so i can remove myself from it and they will be notified and can start working on that particular task as well so it's not just kind of an overall member kind of assigning to each task but for something like a content calendar you can kind of keep changing things once you're changing the status of the different posts as well so now let's get back to the home page and i'll show you what the different functionalities within the home page are as well so let's hit home in here and you've got the up next section in here so this is more of a personal view so this is something that each member will see for themselves this will be very individual based on what projects they belong to what boards they belong to so you've got the up next which shows you the different due dates mentions and tasks so i was assigned to the facebook kind of client win post so i can see it in here i've added myself of course but if someone else added me i can just kind of reply to it i can dismiss that one i can stop watching it which means i wouldn't receive notifications so for example if you're actually kind of dealing with a content calendar separately you don't want to see all the different posts that you need to take care of from within that view you can just stop watching the different cards and this is absolutely fine as well and you can kind of have updates on the different projects within here or you can change due dates or add members to a particular card from that view as well so again very quick very neat very efficient in terms of how you can manage tasks from within that view as well you've got the highlights in here as well which shows you the different activities so this is when i've added the comment to the first board which we're dealing with the project management board and as you remember i've spoken to mike beforehand and this is the comment that i've actually got in here so you can reply to it straight from here so again any member that is adding any comments any activities kind of there are changing anything that needs to be highlighted to other team members you can see it from that kind of overview on your homepage and it's very useful if you're trying to get kind of organized within different boards and from here as well if you have some boards that you use more often than others you can actually favor them so star them as i've shown you before you can do it from within the board you can do it separately from the kind of board view they can start from here as well and they will pop up in here so it's very it gives you a very quick access to those different boards from the home view as well and now on to the other part this is the exciting part that trello has now developed i want to show you what different new functionalities they've introduced for the business plan let me create a new board for that purpose just to show you the different functions of what they've introduced so let's say this one will be a website launch let's create this board from within here again you can see that it's within that dream team and here let's change the background again just to make it more neat let's choose website let's maybe choose this one it's quite simple it doesn't bother me too much with a different options again the color scheme is changed now so let's say um we'll set it up with the different kanban word style so let's say product backlog first so this will be a backlog of our different tasks going ahead let's say prioritized and just to give you an idea again product backlog would be all the different tasks that need to be accomplished before your website launches and to enable that website launch then you've got prioritized so anytime you're planning um a particular period so let's say your due date for that website launch is for three months but of course you won't be kind of working on the different tasks within that three month period you will be breaking them down into smaller kind of time frames so let's say if you're planning for a week or two weak chunks you can move all the different tasks that you've got planned for that chunk to the prioritized one obviously then we've got the in progress one so anyone who's working on a particular task will be able to move it to in progress but of course once you're done with the day you move it back or move it forward and then i added waiting tab as well and here the waiting list just because sometimes you're done with some certain parts of the task but they're you know you're kind of waiting for someone else to finish it or provide you with certain resources certain tools they need to do something for it so you know that waiting tab enables you to kind of not linger in between the impro in progress and the done section so you can have waiting in here and then done again for the accomplished tasks again let me quickly populate this website launch tab just to show you the different functionalities that trello has introduced now that i've got my website launchboard populated with different tasks they're labeled they've got different due dates assigned i am ready to show you the different functionalities that trello has now introduced in their business plan and a wii disclaimer as you can see in this board we've got different tasks just disregard what it is and the time frames as well this is just kind of a placeholder for it it's no in no way shape or form reflective of what a normal website launch would look like but you know i thought i would just put it out there so let's go to board in here and let's start our 14 day free trial so as you can see we've got a wii kind of confetti going going in here so that means that we've got the free trial now you can add a payment method later on in here but let's kind of switch to a different board view so let me show you the different views that you can now access as a business class member so if you hit board in here it will show you this pull-up card in here with different options so the first one that we've got is the map obviously it may not be relevant for this website launch one because you won't have to kind of different locations but it can be perfect for people who are managing their team and their team members need to go to different places you go client meetings let's say any kind of maintenance calls anything of that nature that can be reflected on the map view and this way if you've got people kind of going to different locations you can actually pin different tasks or let's say different appointments maybe that you're reflecting with your cards you can pin them to each card and you can change to a map view and this way you would be able to track all of these on the map so let me just assign a few locations to the few different tasks in here and you'll be able to see what it looks like on the map so let's open up a card let's go to location and then you can just type in anything i'll just randomly type in edinburgh castle because i'm in edinburgh in scotland so this is the first thing that popped into mind and let's choose that one and as you can see it shows the location and here so this is a map now and once i've got this location pinned in here i can actually click in here to just access google maps separately so this will open up the maps in here and i'll be able to kind of view the pin so your team members can actually just kind of look at it at a glance and see where they need to go for their next appointments which is very you know very useful for someone who needs to kind of manage multiple appointments at the same time let me go back and add another location to a different tab so in here let's say royal mile so let's choose this one again location pops up in here and let me go to the map now so as you can see i've got my enbra castle pin in here if i wanted to change this location let's say i want to go to you know new college the university of edinburgh let's choose that one and this way you can kind of easily move things over to this particular pin if i click on it you'll be able to see the dates in here i mean obviously it's choose fonts it's completely ridiculous no one will be choosing fonts at new college you know and prep but whatever you get my point you know what i'm saying and this is the other one so this is the royal mile one that i've attached this is choose colors so we're choosing colors in royal mile whatever but this is um kind of this shows you this reflects all the different tasks so for people who are working on location this is a brilliant way to actually manage your tasks or your appointments on a map and it's another layer of being able to actually organize your time so let's move back to the views and the next one is the timeline so this is what the timeline view looks like and you can kind of see all of the different tasks um scheduled and it's especially great for managing projects i can change the view in here to a monthly view to maybe kind of see it a bit more clearly so this is a great way to actually view the different tasks where we're at so you can see the status in here so the different lists as well and you can see how these different tasks kind of overlap you can change them from here so if i wanted to maybe extend that and here kind of start that earlier or maybe kind of drag the exten extend the due date on this one as well you can kind of do it from here so it's very easy very intuitive and you can track all the progress of the team and maybe if um you know your your project is uh planned in a specific way and you can kind of see the whole thing in here and if you click on it you can quickly access all the different things within that task so again another way another layer of actually being able to track your team's progress and if you click in here as well you can change the view so the selection kind of of your different tasks obviously i don't have a team in here for this board but if you had different members and here you could see different tasks that they are taking care of so you can kind of sort that by this you can have labels as well so you can see the graphic i set it up as graphic design copywriting web design optimization so these may be kind of different maybe contractors are working for you on this particular task or different subdivisions within your team so you can kind of have that as labels in here as well and you can choose it as none so there there's nothing kind of shown on the left panel in here but let's keep it as a list in here so this is basically what this would look like and have a quarter as well um so different views you know it depends on how um bulky how big of a project it is and how much of a time span it stretches over but this is definitely a very useful view for teams and projects next we've got the calendar view and as you can see it's a bit different from the power up but it is similar in certain ways so again you can see the start and due dates in here as within the timeline they can see them particularly on a calendar within this particular month and it can kind of scroll around again you can kind of move things around to different dates um you can kind of move them lower move them higher up i'll just leave it on the ninth in here for this task so at the moment you can just manipulate the start and due dates um you can you can toggle between the different views um it can kind of move around you've got a month in here for now but as far as i know because i attended their zoom webinar where they explain the different functionalities and how they're planning on developing them in the future i know that the calendar view is in particular kind of they're focusing on that with um how they're going to develop it so i think filtering is coming for this day view is coming for this um this view as well and they're planning on syncing with third-party apps like outlook or you know google calendar whatever so this will be available within the next probably couple of months but at the moment it's not that much different i feel like from the calendar power up but apparently um within the next few months it will be different so there will be differences between the power up and the calendar view so next let's move on to the dashboard view and this is your way of accessing data uh so this is a visual way of re representing the different kind of metrics within your um your boards within your kind of teams so you can see um all the different functionalities and here's you've got the cards per label one for example so you can see that within the graphic design label i've got six different tasks you've got cards per member obviously i don't have any members kind of assigned to these different tasks but you would be able to see how the work kind of spans across different members in here very useful i think and cards per due dates you can see what's been completed already what's due later what's overdue as well so we can kind of track these very quickly and see oh guys listen these two actually need to be worked on do you need any help with that so it's a really great way to access all this data by a manager especially but of course you know for other team members that have a certain level of responsibility as well this is a great way for them to see it and if you scroll down in here you can actually add custom tiles so you've got bar graphs pie charts to choose from let's choose a pie chart and let's say you know cards per due date again add a tile and you can kind of make it work for yourself have different representations of different key metrics for yourself and you can add them in here i know they're trying to develop this part as well so within the next couple of months i think they're going to roll out historical data historical reporting i know that you you'll be able to actually export these for the purposes of creating reports so they are definitely working on it and i think they will have they'll introduce more data points for that particular view again that is to come and again that's not for everyone not everyone will need that part but i just want to show you what's available in the business class if you need a bit more of a layer of management for your projects and the last one is the team table so this is a team table and it's actually a very exciting develop development from trello and this is where you can see all the individual and team progress from the for the different tasks and i just have one board added to that view for now so let let's add the other boards in here as well i didn't have too many kind of tasks within those but they will be added so let's scroll down and as you can see you can see the different members kind of attached in here i've not been doing that for all the different tasks because it's just a presentation that i'm doing for you guys um but you can see where things are at um the different dates you can see do kind of overdue tasks in here things are completed in here as well for the different kind of cards um within those projects so it's a brilliant way of seeing all the tasks and this is actually where you can kind of manage the different tasks in here as well because you can assign members from here as well you can kind of take the different tasks as completed you can change the list so let's say you know write terms and conditions was already completed so i can move it to done and this kind of shows it all at a glance so you can add different filters let's say overdue and click on it and you see which tasks are overdue again you can reach out to the members you can say hey guys do you need any help with those i can assign different members to the ones that are reflected in here so a great way to manage all of the workload within that one table yeah so this is a very useful thing if you're if you're looking for a bit more complexity within your um your boards and this is definitely a again very exciting development from trello because i i frankly moved away from trello for that particular reason because i wasn't really able to see different views i wasn't able to see that much of a of kind of data points and analysis within trello um so i moved away to asana initially and now i've kind of moved everything over to notion because this is how i roll and this is what works for me specifically but as a beginner i feel like trello is a great tool to be able to actually manage the different tasks and whether you are working within a team or just by yourself trello definitely lets you be organized so the last thing i want to talk about is the different card types that trello introduced to be able to streamline the process even more the first card type is a link card so let me copy my website address in here add another card and if i just paste that in here and click enter that creates that card as a link so if i click on it it just takes me to that website and if you need to link to certain resources if there's anything that you need within that board that needs to be accessed very quickly this is a great way to actually add it within your different lists and if you hit in here you can just convert it to regular card rate later on and treat it as a task as well so another one that they've introduced is a board card and this is actually what you can do you can actually link through a card you can link to another board and let me show you how it's done so let's say within that website launch i were to populate my blog with different articles so i can just add another card and enter the link to the content calendar so this other board that i've got on trello that we've just created and i can add this card and as you can see it links to the content calendar board and if you click on it it just takes you straight away to that content calendar you can just get back to it when you want but this is of again another way of making things even more efficient so especially if you've got you know i have that project management board that i've created if this is your way of managing bigger projects you can have the website launch board within that one in there so you can see where it progresses and you can kind of move it along to the different parts um of your list so of your board so you can have you know oh the website launch is still in progress or uh we're prioritizing it for the next time frame so this is another layer of um of management that you can add to your boards and the third type of card which is coming up i cannot actually show it to you at this stage but as far as i know they're planning on launching it within the next couple of months probably around june maybe maybe may june something along those lines but they're planning on launching a mirror card and what a mirror card is is basically one card that's reflected across different boards and the idea of it is that you can have one card's let's say this choose images card would be in here but i want it to be a part of different boards so um i want to be able to change the progress change the different kind of functionalities so let's say this write home homepage copy card would be a part of a different board so let's say i have a copywriting board so anything that i'm sending to my copywriting team let's say would be they would have a separate board for it to manage their tasks within there as well so i could have it within the website launch in here as well but they could have the same card the same exact card within their board within the teams and they would be able to change different things in there and that would be reflected on this card in here as well and this is i think a great development that they're coming up with and again this is another reason that i wasn't really using trello for asana was much greater is much greater for for that purpose because you can have the same task within this different projects and it just makes it so much easier because it's not always that you have just one task for one project and that's it so as far as i know the mirror cards will be available to free users so unlike the different views that are only available for business class owners and you will be able to have mirror cards as a free user however they will have different functionalities and i think what they were saying during that zoom call was that um when you've got a mirror card as a free user you will only be able to make changes within the original board so let's say um you know i have that card within the website launch that's the original mirror card on that website board you will be able to make changes from the website launch but if it belongs to another board from within there you wouldn't be able to kind of change things up so that it reflects across the board i think this is what their um their explanation at the moment is i think it's not kind of as clear-cut at this point and we'll see what they come up with in terms of these mirror cards but i think this is again a very exciting development and this is something that definitely takes them to another level so this is definitely what i'm looking forward to in terms of what trello comes up with but as of now i still think asana makes it work a bit better for me for managing tasks but again i think trello are trying to be competitive trying to stay competitive in that um in that area and the project management software and we'll see what they come up with if you're looking for a tool that will give you a bit more complexity in terms of how you can manage your tasks check out this in-depth tutorial on asana and i'll teach you how to set it up yourself and if you're not sure which one of these two you should pick yourself check out this asana versus trello video in which i'll explain all the pros and cons of both platforms if you've got any questions about trello after watching this video let me know in the comment section down below i'm always trying to answer each and every comment you leave in there thank you so much for watching subscribe to my channel for more content like this hit that like button if you enjoyed this tutorial and i'll see you next time

Channel: Natalia Kalinska

Views: 9,636

Rating: 4.9408865 out of 5

Keywords: how to use trello for beginners, how to use trello, trello tutorial, trello, trello tutorial 2021, trello tutorial for beginners, how to use trello effectively, trello for beginners, trello boards, trello views, trello timeline, how to use trello views, trello dashboard, trello dashboard multiple boards, trello setup, trello board, trello tutorials for beginners, full trello tutorial, project management for beginners, project management, free project management software, pmi

Id: C5b_4aFeF2E

Length: 58min 10sec (3490 seconds)

Published: Sun Mar 14 2021