How To Use Trello for Social Media Management | Sílvia Pinho | Skillshare

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How To Use Trello for Social Media Management

teacher avatar Sílvia Pinho, Social Media Manager & Online Educator

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Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Watch this class and thousands more

Get unlimited access to every class
Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Lessons in This Class

    • 1.



    • 2.

      Board setup


    • 3.

      Must haves


    • 4.

      Content organization


    • 5.



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About This Class

Do you have to manage a lot of content for you and/or your clients?

Different platforms - IG, FB, video - and even random little tasks?

With this Trello strategy, you'll never lose track of your posts, strategies, and due dates ever again!

Here's my Trello board template (please make a copy before using):

And here's my other Skillshare classes:

Meet Your Teacher

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Sílvia Pinho

Social Media Manager & Online Educator

Level: Beginner

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1. Intro: Hey everyone, my name is Sylvia and welcome to my new skills fair class. This class is all about how you can use Trello for social media management. Now, I'm a social media manager and marketing coach. I should have said at the beginning, but I'd love using Trello to plan out all my content and my clients content. I love seeing it all on the same place and it allows me to easily collaborate with the client and with my own team members. So Trello is basically in an a project management tool. I think that's how I would overall describe it as, but you can use it to manage anything, any tasks that have different stamps or any tasks that you have a lot of. And yet you need to see any clean and concise view. And while in this specific class, I teach you how to use it for social media management. If you're doing project management for a client or VA work, this can help you out as well and maybe give you some inspiration for your very own Trello board. Now, I'll leave the template board that I'm using in this video down into the description, please make sure you make a copy of it before using it and I'll teach it to you right over here and this little clip segment, you can simply create a copy of this Trello board and duplicate it onto your very own accounts so you can add anything, take away anything that doesn't fit you and your needs, basically customize it to be your alarm. So I really look forward to seeing you guys learning all about Trello because it's basically a tool that I use in my business every single day. So I really hope this helps you out as well as much as it's been helping me. And I hope to see all your class projects down below as Lao hosts izzy, All your beautiful, beautiful Trello boards. And with that being said, I don't want to keep you on for too long. So let's get on to the actual lessons. 2. Board setup: All right everyone, let's start off with the first lesson, which will be basically an overview of this troll board that I have right here to show you guys. This is basically the template that I use for every single one of my social media clients. When I onboard them, I create a duplicate of this board and I name it their business name, and we start off that way. I'll have this exact template Board linked into the description of this class so you guys can go ahead check it out for yourselves. Make a copy onto your own Trello account and make any changes that you'd like or just getting inspired by this board and create your very own board with some changes as you wish. But basically, I have, as you can see, the first list is a generalist. Now, the gist of this generalist is basically the cards that he didn't don't need any changes and stayed the same throughout the whole project. Or cards like the update scarred where we chat back and forth with the client. But for the most part, these are things that we create when we start our client relationship, and these stay the same throughout the whole project would maybe some changes down the line. The strategy changes, for example, or we add new hashtags to the hashtag bang. We'll get on to those in a further lesson. But basically this is the one that barely ever changes and that we have to look back to when we're creating posts or if we need any inspiration or any information that we may have forgotten, like the target audience are the competitors. Once you start working with different clients, it's easy to sometimes lose track of it. Or maybe you want to do especially salesy post for example. And you want, you really have that fresh idea in your mind of who the target audiences for this specific lives. So you can go back and look at it. This is basically a reference list. And then we have the content list. Now this is where all the magic will happen. You'll create your posts. I usually like to have posts template card over here that we can duplicate anytime we need to create a new post. And I can even go into it and show you basically this one is empty, but sometimes I've had clients that, for example, wanted their whatsapp number and their CTA all the time, or they need a specific setup for the post. So we have left here and then we can auto populate with different information for that specific post. But the things we need to stay the same, they will stay the same. I always add myself as a member to every post that I create. So I get the reminders when it's close to being true and it's not fun yet. Or when a client makes any comments in the cart, I can easily get those in my notification. And I also have the Trello app on my phone, so I see notifications for that all the time and I don't miss a thing. And you can even add a label to this template. For example, if you have a different template for YouTube and another one for Instagram, you can add different labels. So when you duplicate it and it is still says that it's an Instagram post, for example. Now let's move on to the other. And this now these ones are still empty as you can see, because these are the ones where we'll drag boasts two as, as the process goes on basically. So once you're done with the post, if this specific client needs to review the posts before they go out, you'll drop them in to reveal lists. Now, usually what I say is my clients like to review the posts and the first one or two weeks and then they usually give me full creative control of their account. But some clients always like to review the post and that's totally okay. Just make sure that when you drop it and the two review, you add them on Azi members so they can get the patient as well and quickly get to it so they can review it as soon as possible and you can schedule them as soon as possible as well now, obviously, and this word I don't have any other members, but I would tag my client right here. Now, once the client approves it, you can drag it on the ready to schedule or or rather Dale drag it onto the ready to schedule. And then once you schedule it, it goes into the done. But let's move it back to the content. And I want to highlight really quickly my number one favorite feature about Trello that I use on my board, specially the ones for social media management, and that is the calendar add on. Now this is something that doesn't come naturally with the board. So if you, if you're not duplicating my board and creating your own, you'll have to add that on as a power up. They call it power ups and you're allowed wind power up on the free version. So I personally think calendar one is the best one. I haven't messed around Liddy other ones as much. The calendar is a must-have if i want it any other power up, I would definitely pay for the page Trello version in rather than just the leading the calendar because that's super important for me. So you come here and you search for it, calendar power up, and you add it to your board. I'm not gonna go into much detail about that because I don't want to waste too much time on this class, but it's pretty easy and straightforward. And what that does is when you click over here, it takes your word setup into a calendar view. Now of course this one is empty because we don't have any posts there. But down line on the lesson that I'm going to talk to you about content organization, you'll be able to see how everything looks skin in the calendar view. Now let's get on to the next lesson, which will go a bit more in depth about each of these in the general gap. 3. Must haves: Right now in this class we'll be talking about my must-haves. And those are the cards that she see right here in the General tab. Now, as he talked about in the previous lesson, the general tab is one, doesn't change every day. Now updates, as I said, they can be where you check back and forth with your clients. So that really depends on how active they want to be in the process of your social media management. These right here. The change once when you create a card and that's pretty much it. You can change them like maybe every three months with some updates, but they, for the most part they stay the same and the strategy usually changes every month and so does the hashtag bank. Now let's take a closer look into each of these so I can explain them to you a little bit better. Now, the first one, the upbeats car, like I was saying, this is a card where communicate back and forth with the client and maybe their team or my team. And we can chat back and forth about content ideas, about new things that they're implementing in their business, like starting an email list or having a sale further products, or maybe they want to run ads for Black Friday or something like that. This is where we talk back and forth about those. Now of course, we can chat also via e-mail or via Upwork or whatever it is that we communicate regularly. But this is a good place to brainstorm and have those ideas stored. So that later on when I go ahead and create my content, I can think a little sneak peek at it and get inspired for it, a constant. This is also where I leave my calendar link so that the client can book their calls would mean I usually you a call per month and it's usually the day or the week after I send them my monthly report analyzing what did go well, what did, and what we should do more of and what not. So we can brainstorm ideas like face to face and as best as we can and get some more ideas that way. Now the video scarred, This is interesting. I love recording training videos for my clients. I think it's so much easier than chatting through texts or maybe getting on a call. I think sometimes you don't need to get on a full-on call, but just texting doesn't do the trick. So if I'm, for example, implementing a new program into their workflow, or I've done any major changes that I'd like their feedback on or that I would just like to run by them. I usually just record a quick video, usually under five minutes and forgot I usually use loon and extension for Chrome and they have their own apps for your computer as well. And I usually just recorded those. They kind of look like the ones that what I'm recording for this class with my little head in a corner and then the screen sharing. And usually I just guide them through whatever it is that I'd like to show them. And then I add the link and discards so we can refer back to it later. Now the links, this is pretty straight forward is where I, how's your website is laying out your bam, Facebook, any other social media and important links to look back and to maybe if they have a special product, I could add it here as well or anything of that sort. You can see I'm actually tagged as a member in every single one of these cards. That's basically just for me to get us again notifications if the client makes any changes or any comments to those cards that you can add. You can even add the client as well so they can see any changes themselves. Now, the brand information I usually like to San went I'm onboarding and new client. I like to send them a form so they can fill out any important information about their brand and he competitors and anything like that. So this is where I basically copy and paste what they said about their brand and maybe if they sent me a brief for the job, I can copy and paste that as well and basically have a little piece of text from the client's mad about their own brands so I can use it as inspiration for photo score fake a few words here and there, because that allows me kind of get into their brand voice a little bit better and know how they speak about their own bread. So after that, I have the competitors now, like I said, this is something that they send beam as far as my onboarding process. So they send me a new links or any information about that they know about their competitors. And I add the list right here. And then I do my very own competitor research where I see how many times a week they post, for example, or how much engagement they usually get. So we have those as sort of benchmarks for our own boats so we can relate them to our competitors and see how we are performing. Now the target audience is basically the demographics or any important information about me, one of my clients. So if there are targeting moms or if they're targeting business solvers or bride's or I don't know, men in their fifties, for example, I put here dot information as well as anything that's important. Judy barriers journey so I can create my content, having that ideal client in mind. So it's kind of like the brand information or the competitors is something that I can once again look back to when I'm creating content and either getting inspired or get in the zone and in the mood for creating content for that client. Everything I'm saying here is something that I found works best for me as a social media manager. Feel free to add or take away anything that doesn't work for you. You can test this out with your social media clients. And let's say you like, for example, you don't like checking competitors for some reason. I personally recommend it if it doesn't work for you and for your client, you don't have to keep it. This is fully customizable. You can archive at the cards that you don't like or add any of your own. So I don't want you to feel limited by this in any way. Now the strategy is something that for the most part, the general park of the strategy right here and the description. I will write it when I first do the research about the client, when we start working together. May I add anything that they're doing previously with our previous social media manager or themselves, I can add everything we wanted you here. And maybe this is something that I look back into like every three months so we can make sure that we are on the right track to success. But this part right here, this is something I would like to highlight every single month, like I said before, I send them monthly report that shows the insights of their social media accounts, that shows my feedback on those insights. Because sometimes the client isn't that social media savvy and they go, they may not know what each of the insights mean. I'm a little bit, I kind of give my $0.02 on the topic and say, for example, our reach was down. And that may be due to us testing a new set of hashtags that didn't work as well. Or our comments were up because we added a call to action. And those are the sort of things that I that I comment on on my monthly report. And at the end of the report, I kind of give a list of things that worked well and thanks to tasks and the following month now those may be, we want to introduce feels and see how they do. We want you use more video content on Facebook or we want to use a different set of hashtags. Now, I'll add those here as checklist items, videos, I don't know hashtags and now we can check them off as we work on them. And yeah, that's pretty straightforward. That's all there is about it. And basically, once again, it's something that when I'm creating content, I can go back to the strategy card and see, Oh, maybe we haven't done a real this month and this is something that we wanted to do. So it can remind me to do those rails for the client choose, add those videos to Facebook, you know? And lastly the hashtag bank, ie, create my hashtag bank with all the hashtags that we use for the brand on a spreadsheet, but you can actually attaches spreadsheets. You hear you just faced the link right here, and then you can even give it a name. If you placed a link, you can give it a name and attach it to the card. So I usually attached to the spreadsheet to the card. And then on the description, if down the line we see that a specific post is doing very well and they're hashtag reach. I usually like to copy and paste the whole hashtag group because Instagram doesn't give you insights on each separate hashtags so you can see exactly which ones working. So I like to copy him face the whole hashed I broke into this description that I can reuse. It's later in future content now I Jones recommend. As a side note, I don't recommend you using the same hashtag group every single photos. I will I like to say two to three times a week at most. That also depends on how often you're posting. Like if you're just posting three times a week, don't use the same hashtag and group three times a week, but that's just as he'd benchmark. Let's say you're posting five times a week. I would say two to three times a week would be good to reuse that hashtag and group if relevant. If it's not relevant for the post, don't use it, use another one, use your imagination. Now, that was it for this must-haves list, something that I set up when we started working together and then review it as needed, but not as often as the other lists. Now let's get onto the next lesson in content organization. 4. Content organization: Alright, so on this lesson we'll be talking about the fun part, or at least it's the fun part for me, which is the content organization and the actual content creation. Everything like I was talking to you about in the first lesson, usually starts with the templates. Now this is something that I haven't been using all the time, but it's a big game changer. Let me tell you right here, you can create any new templates that you need, but I have this one created already. Now, let's say for example, this template is for your Instagram posts. You can add labels and you can create new labels or edit the ones that you have already, but you can add those labels to the template. So every time you duplicate the template, so you can add those labels to each template. Now let's say I come here, I load up my Trello board and I want to create an Instagram post. Let's say this client is all about Instagram. I come here to the template and I get to create a new card. And now I get to say I want to keep the label because I wanted it to be Instagram and I want to keep the members because I'm the only member. And this template. And as I explained before, I like to be an member in every single cards just so I can get any notifications because sometimes clients will forget, argue and our commons and then you won't get the notification if you're not a member. So yeah, I usually keep everything unless we're talking about commons and the list will be content as well. So let's create this card and you can rename it as well. I didn't do that, but let's say this is opposed to about happy 2021. If you're watching this afterwards, hope your tenure 21 was better than you're kinda grainy. I'm recording this and the lasts bits of 20-20, so a from the past. But pretty much you get to rename the card and then you get you write your hobos and the description part. This is what I usually do. I write the posts that I go ahead and any emojis that I would like, let me pull it up and just doing a mess out of this Bose, honestly. So let's put a laughing emoji, alright, and then at the end I usually add the hashtags. So I add a few line breaks and I faced the hashtags. Now the hashtags looked funny Andy Trello view because if you put a hashtag before anything, it makes it bold. So see you right here. The hashtags will look funny, but it won't matter because when you're scheduling the content, you'll just copy and paste this and it will look as it does right here. But let's ignore that. Basically you write your Europe captured and the description, and then you can't attach an image, for example, MVC, have any good images. This one's funny, but I'll add it. Let's say this is the image I would like to use in the post. I can just add it here and you can see it auto populates. So if you're looking at the list view, you can know immediately which hostesses. I can take myself seriously. I'm sorry. So let's add a due date for this one. I want you to go up on January first. Let's care people on the first day of the year. So I can say I want it to go up on January first at 12:00 PM. Now a C-F. It's now remember when I told you I loved the calendar feature on Trello. You can come right here. But a bing bada boom, you'll see that it just auto populated the happy 2021 post and two January first. Now, obviously this is the only post we have, so it wouldn't be that hard to keep track of. Now you can obviously imagine this being completely filled with a post every single day or every other day. And you can even add other things. It doesn't just have to be for Instagram or Facebook posts. Now let's say for example, I wanted this post. This is poses. So good joking of course, that I wanted to go to Facebook as well. I can put the label to Facebook, I can put the label to LinkedIn. Now you can see right here, if you click on it, you can see that it auto populates and shows you which platforms this is meant to go to. And this is easy for you because let's say you want to post three times a week on Instagram, but just two times a week on Facebook or LinkedIn or something else. You can see right here and the overview, how many posts you have already, so you know how many you need to still create. Let's get back to the list view for a second and let me show you how I would work with, let's say YouTube posts for example, that would be a longer form content. Now for you to post, let me actually take off this label. Oops, I, I added a new woman. All right, now, let's say your client decides either in the beginning are down the line that they want you to help them with YouTube as well. Now YouTube, as we all know, as a longer form type of content, now, it would need probably it's very own template because it's so different than the others. So I would create the YouTube video template right here. Now let's keep this one as an Instagram post because I like it. Alright, so on this YouTube template, some of the things that you may do a bit differently, or let's say the client always likes to add a specific link to their YouTube description. Now of course you can do this within YouTube, but let's say they just want that for the videos that you add it. And they do their own videos a different day of the week. For example, you get add right here, the link that the client wants you to post in every single video, you can maybe add a CTA that they have in every single video. Again, add a placeholder texts for description, or maybe the client likes their descriptions written. They want you to write them, but they liked them written using or following a specific template. You can put it here like let's say you want to hook and then they want, I don't know, three different topics. Topic one. Now let's say they want the CTA as well. So you can have the overall look of the Youtube description right here. Do you can be inspired by it and you don't have to look elsewhere for the template that they like to use. Now this is just an example and another example I would like to give you here is once again the checklist feature on the Trello cards. Now for you to, for example, once again, it's a longer form piece of content. So you would really benefit from having a checklist and from having your client using this, the checklists as well. So let's say. Let's just call it checklist just to be easy. Or maybe you name it to YouTube so you can duplicate it later if needed. But let's say filming YouTube video and you can event tag the client. And then maybe I liked to film be roles sometimes. So Film view role and that would be on the client's end as well. Or maybe it would be on yours. If you want to say find B-roll, maybe the client would like you to use a stuck video website so you can find the role on your own. Let me add myself right here. What else would you need? You need you would need a thumbnail. You can create that yourself. What else? I mean, think about what I have in my own YouTube checklist, CEO research. So ceo research for the title and the description and the tags and everything like that. So I can put it right here, a video editing, of course the video editing. And you can do that as well or maybe outsourced to someone else. You can see where I'm going with this. Basically you add every single step that you need so you can keep track of it. And so let's say if a video is being pushed back or it's a bit late, you can see exactly what's missing and you can work on those steps as we did with the Instagram post. You can simply come here, create a card from the template you can name the YouTube video may be, this will be about Trello bellow video and you can keep the checklist, you can keep the labels. And what will happen is it creates this new card that's just for the Trello video. And then you can come here and added, like for example, I would select the hook and say, Trello is great for social media managers, this is not a good hook by any means, but just to give you an idea, it allows you to. Now this is just an example of course, but this is how I would personally edit the description if I was working from that template from the client. Now let's say the client comes back to this Trello chord and the half film it already. So they filmed it, they filled the bill roles. So now you don't have to find a bureau yourself. Now you go ahead, you can look at it now I forgot about this, but you should add yourself as a member to discard I didn't I myself to the template. So that's why it didn't duplicate myself as a member. But if you have yourself as a member, you should get a notification every time the client Checks something off. So if the client just got done filming this video, you would get a notification on your phone. You would know that you can now get started on the thumbnail, on the SEO and on the video editing. Oh, and don't forget, you should always add a due date so it can show up on your calendar. Now, let's say the client posts every single Tuesday at 05:00 PM. Now this video would go up at Tuesday at 05:00 PM. Let me just add myself as a member. As I know, I forgotten to tell you that. Now we can go back to the calendar view and see that it shows up right here. Now as you start doing this a little bit more and creating more and more content, this will look a bit more pretty and a lot more populated, but you get the gist of it now that you have your content created, huge, have to move it around. So let's say the happy 2021 is ready to schedule because the client doesn't need to review your Instagram posts. Now of course, this differs from each client and you have to talk about that with them. Let's say they want to review the YouTube video, but not the Instagram post. Now the Instagram posts would be ready to schedule. Now this is where if you have any team members that are specifically their specific task is to schedule your posts. You would come here and you would add those team members to the cars so they get their own notification to tell them it's ready to publish. So whenever you have the time, schedule it out, you would add them right here. In the case that it's just you, but in the case that it's just you, for example, you have Fridays, are your scheduling days on Friday. You can come back here to this list and schedule them out. And once you do, you just drag them to dot, dots. Pretty simple, pretty straightforward. And if it's a team member that you have scheduling, they will just do the same thing. Now if you have those team members that you would like to use this little with you. Or for example, if they haven't used struggle before, you get at a training video, letting them know, hey, just make sure you tag me and you need anything or make sure you drag this to done once you have it scheduled and something else that I do every time I scheduled posts, I didn't mention it, but I marked in due date as done. Because if not, it will show up as red and it's annoying. So just make sure your market as done. So you also don't get the notifications that it's due next day when you already have it scheduled. Now for the Trello video, let's say the client is still reviewing it. Once again, you can have a video for the clients who know how to manage it and how to do it on their end. Peripheries, Apple, they come here, they see you can attach a link to the video in Google Drive for example. They watched the video. It's all a okay. You can you can even have an approval checklist item right here so they can check it as it's approved and then they move it to ready to schedule. So you have to instruct them on this step, but it should be pretty easy on there. And they can either, or they can come here and move it from list to list, or they can simply drag and drop, which is in my opinion, the easiest method. So you see the YouTube video is ready to schedule, ready-to-go alive. Now once again, either you or your team member can simply come here, drag it didn't schedule the video. Mark did you? Date is done and everything is fine and dandy. 5. Outro: Now that's it for today's class. I hope you learned something about Trello and that she give it a try either for yourself or for your clients. Now, for the class project is pretty simple and pretty obvious. And to be honest, I just want you to take the childbirth template down below in the description and fill it out with your own content or with the clients guns and for the next 70-30 days, if refilling productive, you'd like to find out the next 30 days. If not, just test it out for the next seven days and share a screenshot of your calendar view down below and Andy class project, I would love to see it. I'm honestly a sucker for a good, shallow board set up so you can even share the Trello board setup, any calendar view or either one or the other as you please, and feel free to make this Trello board your own. Make sure to add anything that you need or take away, anything that doesn't fit you or your client and make it. This is ultimately a template that you can customize whatever way you please and you can even change it background as well. I didn't share that, but it's pretty straightforward, so I'm sure you'll find it very easily. Ok, I would like to remind you, please make a copy of the template board before you make any changes. Make a copy of it to your own Trello accounts. I'll show it right here on the screen, how you can do that. It's pretty simple, pretty straightforward. Just make sure you don't make any edits to my template because then you'll screw up with my template and with other people's templates as they go to use it down the line. So I would appreciate it that you kept that in mind. And with that being said, make sure you let me know down in the comments which he thought about this. Unless if you have any questions or any requests for future classes, I would love to hear it down below in the comments. And if you're feeling extra time today, make sure you leave being at class review as well. So that's all for today's class. And I'll talk to you on my next slide.