Transcripts
1. Introduction to Trello Course for Skillshare: Hello, I am Tahir Yacob. Welcome to my Trello
Project Management and productivity course. In this course, you
will learn how to use a web based project
management tool, Trello. You can use Trello in many ways, from planning your
family vacation, wedding or for high end carport
level project management. Trello offers a
variety of options and features which are considered standard for managing projects. This is a fast paced course. There are roughly 1 hour
of video contents in which you will not only get
started with Trello, but will be able to use it in a fully professional manner. I tried to organize
these contents in a way so that
I could touch on all of the main
features so that you should not need any other
course to learn more. You should be able to
explore further ways to use Trello on your own
after taking this course. We will start from
Trello hierarchy and basic building
blocks of Trello. You will learn about teams
list boards and cards. Card is a single task
in your project. Then we will explore
the features available inside this most important
building block of Trello. You will learn how to communicate
with your team members, how to create checklists, assign due dates to cards, and how to do attachments. Then we will learn
about Trello labels, which provide a powerful
search criteria in Trello, which is extremely useful. We will then discuss move, copy, and archive features, and what to do with
the cards when a task is completed or a
project is finished. We will then learn about
trail notifications. And how to monitor
the progress of your project using
watch feature. The next lesson is about
linking cards and boards. Then we will explore the powerful filtering
feature of Trello. The functionality of Trello
can be extended using a huge number of applications
called Trello power ups. There are many power ups
available in the market, which can be used to add some
extra features in Trello. It is not possible to
discuss all of those, but we have selected
the single and the best Trello power
up called Slack. Slack is almost essential
if your project is big and you have a large team
working on that project. You will learn how to integrate Trello with Slack in
a step by step way. This will enable you to
learn how to add power ups. I'm confident that this
course will help you get a full control of your projects and become more efficient
and productive. And most importantly
you will learn how to use trell for your
own specific needs.
2. Lesson-1: Trello Building Blocks Teams Boards Lists and Cards: Is a web based project
management tool. It is suitable for
many applications, and it can be used in
a huge number of ways. Before you start using Trello, you need to open an account with Trello website,
which is trell.com. It is a free account. They also have a paid version. But for this course
and for normal use, if you are using
this for your side has or for your single to do list for a
couple of projects, the free account
is enough for you. So I have created an account and I just log into my account. So once you have logged in, you will be in your boards area. The first thing you
need to understand is the hierarchy in Trello. Because Trello is a
project management tool, and most of the times when
you are using Trello, you are basically collaborating
with other team members. But it is not essential
that you must have a team. You can also use Trello as your own to do list, as I
mentioned earlier. At the top of the hierarchy
of Trello we have teams. So a team can have
a group of boards. These are my boards. I have recently added a
second member into my team. Otherwise, I was working
alone my boards, and these boards, you can think of these
boards in various ways. For example, you can say that each board is your one project. For example, I develop courses. By this board is a project for me for
this particular course. And this board is a project
for this treltraining course, which I'm currently working on. And if you have a team,
then you can make boards for each
department of your team. For example, one board
for product development, one board for marketing, one board for quality control. Then your boards will represent the department
of your team, or department of
your organization. Then after team, we have boards
and each board has lists. So those lists are basically
each stage of the project. For example, in this
coast development, I have a recording phase, then I have a pre
production phase, then I have a final
review phase, and then I have a launch phase. So these are some of the phases in my court development project. And this board is, for
example, my own training. I'm currently doing a
diploma in training design. So this board represent
my own training program, which I'm participating in. So in this board, the stages will be different. This is the beauty of Trello. It has a very simple interface, but there are a huge number
of ways you can use Trello. And when you will see
people using Trello, innovative ways, you will be fascinated with how
many options you have. You can learn the basics
of Tre in half an hour. But in order to get full
potential of Trello, you may need years
of experience. Trello is very powerful
project management tool, and in today's lesson, we will learn the three basic organizational
units of Trell. After teams, we have boards, then lists, and then cards. This is the organizational
hierarchy of Trello. So first, I will show
you one of my boards, and then we will start
creating a board from the scratch because I
don't want to confuse you. So first I will highlight
you one of my boards. So if I click on this board, you will see that this board has these vertical blocks
which are list first list, second list, and so on. In each of these lists, we have these cards. So list is a workflow
and what is a workflow. Workflow is a way
you do the task. So there could be many
possible workflow. Example, your cars
could be moving stage by stage from
left to right. Your cars could be
staying in the same list, and when one task is completed, these card straightaway
go to the completed list. These are called workflows. The way you move the card, the way you collaborate, the way you work in a team, the way you manage the project
or organize your project. These are the workflows. So there are so many ways and so many workflows are available for different
type of application. For example, if you are
doing a project management, you will move these cards in a specific manner from one stage of the project to the other stage
of the project. If you are doing a
product development, then the way you move the
card will be different. If you are studying something and you are organizing
your study, you are organizing a marriage, or you are organizing
your family vacations. You move the cards in a
totally different way. So this is the beauty
of Trello that you can work on Trell
in various ways. And I will be showing
you various kinds of boards and all the features
in future lectures. But this is just a highlight
of how a board look like, and now we will
start from scratch. If I click on this home, I will go back to this. And in order to
create a new board, you have to just click on this, create a new board, and
then you give it a name. So I just say project
one or something. There are two kinds of boards, private where only board members can see and edit the
boat and public. So anyone on the Internet
can see the boat, but only board members
can edit the boat. We will be creating
a private board here, just create board. And there is a
background picture here. If you like, you can use it. Some people think that
background picture is motivational looks good. But personally, I use
only a plain background. So in order to change
the background, you click on this
change background, and there are some
colors available. If you are on a paid plan, then you can also upload your own background
colors and images. But I'm on the free plan, so I will use one of these. So let's say this one. As soon as you create a board, you will be prompted with add a list and you can add
your first list here. I will say Stage
one, for example, this is stage one of
my project and I add list and then I can add
another list stage two, add a list, and then I
can say complete it. This is a completed list. This is just a simple board. If you don't want any further
list, just click on this. This is how you add
a list into a board, and then each list
can have many cards. In order to create a card, just click on Add card and then I would say task one because
essentially it's a task, add card, task two, and then you can just lose this. Similarly, you can add
two tasks here, task one. Task too, and then
just close it. And now we have created a board, three list and few tasks. Now for example, when
this task is complete, you can just drag and drop
it to this completed task, and then you are
left with this task. Then if this is complete, you can take that to
the completed task. And this is how you complete the task and move it
to the completed list. So it's a good practice to name these list in a more
descriptive manner. I'm just naming this
stage one stage two just to make you
understand that these are essentially different
stages of your project. For example, these
are your ideas, and these are your currently
in progress tasks, and these are your
completed tasks. So these could be different
way to organize your project. So these are three basic
organizational units in tre boards, lists and cards. Now a few things I would like to mention here
because this is just the first lecture
and I don't want to put too much
material in this, but few things I
would like to add. So let's say I go back to my boards and I have
created this board, but I want to let's
say, delete this board. In order to delete this board, there are two ways. One is to archive the
board to close the boat and close means that you can reopen the board
at any time later on, and all these boards
and everything is stored on Cloud on
Trello website, so you don't have
to worry about. But if you want to delete,
so how to do that. So you just click
on the board first, and then on the right hand
side, there is a menu here. And in this menu you
will click on more, and there is a button
at the end close board. If you click on Close Board, it will prompt you to confirm, you just confirm close and
know your board is closed. If you want, you can
reopen it anytime, or if you want to permanently
delete the board, you can permanently
delete board here. So I would just reopen the
boat and my board is back. This is the way if you
want to delete a boat. Now we have created a
boat and we have added list and cards to the boat
and in the next lecture, we will see some of the details how to add
a detail to a card.
3. Lesson-2: Using Trello Cards: In the last video, we created this board in which we made
a few lists and some tasks, and I can use this as well, but I would like to use another board for
this video because this board has a
few contents and which will help me to explain
a few of the concepts. So the first thing you
do is, for example, this is my first
task in the project, and I want to add some
details about this. So this task says that prepared transcript for
introductory video. So whenever I develop a course, I create a introductory video for which I write a transcript,
what I have to say. So this is the task. So
I just click on this. And here, this is the
description part, and in this part, I can say, include following
points in the video. So because sometimes you get an idea that you will
explain this in the video. So you just write down here that explain these points in
your introductory video. So I will just write down
some of the points here, and then when I will be writing the transcript of the video, I will include all these points. And the second way to use this description
area of a task is, for example, if you are
outsourcing something. For example, this is a task prepare thumb
nail for Eudemi. So what I would say here in
this case is I click on this. I don't have to tell too much information
here because it's a thumbnail and normally the person I'm using
for this thumbnail, they know what are the sizes and what are other
requirements for Eudim. But just to show you the
most important thing is the size of the image. So I have just written
here size and I can also write that for Eudim you don't have to put some text, so I can edit this description. I would say don't use any text because UDM
does not allow any text. This is the other thing I can
write in the description, and this is the
size of the image. This is the way you write
a description of the task. Depending on the task,
you just write something. This is very useful when you are outsourcing some work now
on the right hand side, you have the members. So if you click on members, you can add any of
the team members. Currently, both of the team members have been
assigned to this. If not, you can add an email
address to any person. You can invite members
by their emails if, for example, you have hired
someone on fiber or Upwork. You just get the email of
that person, you put it here, and when you include that person into your
card or into your board, then they will get a message in their email and they will get a link to join the board or the card if you wherever
you have added them. And in this way, you can add that person into your card and assign them
on any particular task. So this is how you add
members, then labels. So these labels can
be used in many ways. For example, when I start
something in the beginning, I use blue label. And when something is
complete, I prefer green. If this is the task in
this particular areas, then I can assign a
blue label to this. This is how you
assign the label. Know about the checklist, I will talk about
checklist in a minute. But first, I would like to
show you this is another card, prepare thumbnail for Skillshare because whenever I
create a course, I put this course on a
few websites like UDM, Skill Share or cyber. So this is another task. So as you can see here
that I have the size of the thumbnail and then I'm instructing the
person to use Canva. And then I'm also mentioning
some primary colors. And the beauty here is that if you put a color number
in this fashion, hash and then the
number of the color, and then when you save this, this also shows
you the color that if you have made a mistake,
you can just correct it. Oh, this is not the
color which I want. So this is a very good way to assign tasks to
someone on fiber, and that person will help you in making all
these thumbnails. Because if you make
these thumbnails, it will take a lot of time. And those guys will just make all these thumbnails in
a couple of minutes. So Trello is very good
for global teams. You can have your teams
all around the globe. Anybody can join a task. Anybody can work on a task. And this is up to you how
to organize your project. So this is how you add members, labels, and put some
instructions here. Now, let's say about check list. So if you click on checklist, checklists are
basically sub tasks, and for certain tasks, these subtasks are very useful. For thumbnail, I think
this information is enough for the person
to create a thumbnail, but for some other tasks. Let us see what could be the possible sub task of video
recording of lecture two. These are some of the subtasks. For example, all videos of this lecture
have been recorded. Their video means that
where I'm talking. Talking head part of the videos, which I record on
my DSLR camera. Then our screen captures where I capture the screen of
my computer that have been recorded and then
all external audio files because when sometime
I use an external mic, so all audio files have
been recorded properly, and then I create a folder as a pre production folder in which I create this lecture,
every folder. So these are the four
subtasks because sometimes you have
recorded this part, for example, and then you are
tired and the day is off, and then you move
on to holidays. And after three days
when you come if you don't have this
organized in this manner, so you will think probably
you will waste time. So it's good to organize
all this for yourself. That, I have recorded
the screen capture, but I have to record the
talking head part of the video, and then I have to create a folder and put
all the files here. When all these are
done, for example, if I check this and this, but not this one, and
I just click outside. As you can see here
that this will show me three out of four tasks
have been completed. So you use this checklist for your sub task and the way you create this checklist
is just click on checklist and then
give it a name. For example, check list two, because I already won checklist, and now you enter your first
item of this checklist, check Item Number
one, for example, you add it and similarly
check item number two, and you add this, and that's it. So this is how you
create this checklist. So very simple and I can just delete this because I don't want this checklist and
know the due date. If you click on due date, it will show you this calendar, and on this calendar, you
can set any due date. For example, currently,
this due date is set 16th of February, if you want to change, and if you look here on
the left hand side, you can see this date is here. If I change this, I can change this and this
will be changed here, and there's this is how
you change the due date. And when the due date
is within 24 hours, Trello will show
you like this that the due date of this
lecture is within 24 hours. So you can either
move this card to pre production stage as
some people do like this. But what I prefer is straight
away when this is finished, this will be
completed, and I will straightaway take this to
completed the done list here. The reason for this is that
this suits the way I design my workflow because if I
click on this task here, which is FV means the final
video of lecture one. Here I have a
different checklist. So these tasks are different. So I don't want to get
confused with this. So it depends on you how
you design your workflow. You improve this with
your experience. Experience is the only thing which can help you
improve this thing. At the end of this course, we will also see some
of the tools which you can use to automate some of your tasks and some
of your work there are some automation tools
available in Trello, which are called power ups and we will discuss this
later in this course. Now we have learned
all these four items and the last thing
is the attachments. If you click on attachments, you have a couple of options. You can attach files from your computer,
from Trello crowd, from Google Drive, which
is also a cloud storage, drowbox box, one drive. All these are Cloud storage and you can also add file
from your computer. So if you click on
this, it will show you your file browser. You can select any file. Similarly, if you
click on Google Drive, it will show you all
your Google accounts, and you can click on any of
your Google Gmail accounts, and it will ask for
the permission, and it will enter into
your Google Drive. So very simple, you can
attach files to this task. For example, if you
want to add a file with some extra instructions or any video file for
training of the person, if you are hiring
somebody on fiber, you can attach a
training file here and which they can watch and
see what you want from them. So this is how you attach files. So now we have discussed
all this part, which is called add to card. So these items we
have discussed. So this power up we
will discuss after a few lectures at the
end of this course. And in the next video, we will discuss these items, how to move, copy, watch, archive or share your cards. So one thing I would like to mention here is
that you can add a comment for any of your members if you add
a simple comment here, for example, this is a
comment, please respond. So when you save this
comment, it will be saved, and anybody in this boat, any team member will
be able to respond. If you want to comment for someone who is not the
member of this card, but the member of the board, then you can just put A and then their name because
I have only two members. So if I put it and then I put T, as you can see that a team
member will come here, so you select any of the
team members which you want to send this comment
to and then just enter. For example, if I select this, so their name will
be added here, and then if I save, so this message will
go to that person. This is the way if
you want to send any message quickly to any person without
using the email. So in the next video,
we will discuss the items listed in the
action stab of this card.
4. Lesson 8: Integration of trello with Slack : Video, we will learn how to
integrate Tra with Slack. So there are a few reasons you might want to
integrate Tra with. So one of the reasons
is that, for example, I have these four team members, and one of these team members like to communicate on Skype. The other person wants to communicate on
Facebook messenger, and let's say the
third one wants to communicate using emails. So in all the situation, what happens is
that when you are dealing with different
type of communication, there is a chance that
you get stretched out and you lose some of the
critical information. So in this type of situation, when you want to unify your
communication in one place, then you can use
app called Slack, and it's basically
a chat platform. In order to use Slack, you have to create an
account with them. So I have already
created an account, so I just sign in. And then this dialog
box will appear, and here you have to enter
the URL of your workspace. So my workspace is
already mentioned here, so I just click on that. And now I am into
my Slack workspace. On the left hand side, you
will see these channels. So these are the
communication channels. So by default, you will
get these three channels, but you can create more channels by pressing this button,
create a channel. You can link these channels
to your Trello boards. You can also link these
channels to your Tral teams. So whenever someone in your
team wants to communicate, so you will get a
notification in this channel. So this is my channel.
So you can also chat with your team members
by using this text area. You can just type
your message here and your team member
will get the message. This Slack makes your
team communications very easy and under control. So Selag provides instant
messaging and notification. So the organizations which prefer open and transparent
communications, they use this Selag
so that everyone can see what is going
on with their project. However, if there
are some issues or some sensitive information
you don't want to discuss with all
the team members, then you can create some
private channels here. So Selag provides
a unified place for team communications. Slack also has many
other features. For example, it also provides you some space to
upload your files. You can also integrate
Slack with Google Drive or draw box or box. And there are so
many features of Slack that it deserves
a separate class. But in this lesson, we are only talking about
how to integrate Trello with Slack so that we can get Trello
notifications in one place. All the team members
can communicate in this and we can organize
our notifications. Organization of notification is not good in Trello itself. Trello does not provide you more fine control
on notifications. And you will understand
this when we create a Slack in order to
integrate Trello and Slack, first thing you have
to go to Trello board. So to integrate
Trello with Slack, the first thing
you have to go on your right hand side
and click on Show Menu. And here in the PowerUp section, if you click on the
PowerUp section, and then you can
search for Slack. As you can see that I
have already added Slack, you can see on the
right hand side, I have two PowerUp
calendar and Slack. So therefore, there
is no add button. Otherwise, if you
don't have Slack, already you will see
a Add button here, click on Add and
Slack will be dit. If you are on a
free Trail account, then you can only add
one power up at a time. Most probably you will
have this calendar. You just disable this calendar and then you add this slag. Then you will be able to use this function which we are
learning in this class. Once you have added this slag, now you can go to your Slack app and inside the Slack app, you will see this
Trello application. This Trello application
will be added. Now these are the channel, so you can link any one of these channel to
your Trello events. In order to do
that, we go back to Trello again and
we go in our boat, this is the Trello
training board. In this board, you
click on this slack because this lag icon will appear here once you
have added the power up, just click on Slack and we
have to add a Slack alert. When you click on Slack alert, these are the events for which
you can add a Slack alert. For example, you can say that
if anybody adds a board, if some member added a board or removed a board, you
get a notification. If someone renames the board,
you get a notification. Similarly for list, if
someone creates a list, you get a notification. So whatever events
you want to select, you can select from this list. So most of these events you probably don't want
notifications for. You can select few of these. If due date is changed, we want a notification, and we don't want all other
notifications. Similarly for checklist, if somebody adds a checklist,
we want a notification. Otherwise, if item is added, we want a notification, and we don't want for these two, but probably we
want a notification when someone creates a card. So these are the
events happening in Tralob for these events, we want a notification
to be sent. So which channel you want
these notifications to go. So here you have to
select the channel. So in our slack board, I have created a
training channel, so I will select the
training channel. And this is my workspace. So you can create another
workspace if you like. So workspace selected,
channel selected, and the event for which
you want notifications. Everything is selected,
you just press done. And now because I have authorized
this workspace already, you will get another
message to authorize your workspace or your team. So then you have to just click on the
authorized button and your Slack account and your Trello account will
be linked together. So you have to authorize. So there is a step
missing here because I have already
authorized my team. So you will click Authorize and your team will
be authorized. So now you can close this. And if I create a list, for example, in this board, I create a new list. So I go to the right hand
side and I add another list. So my new list is the name. And I add this list. So no, this is a new list. If I go to my Slack account now. So in this Slack account, as you can see that I am
in the training channel, and here you can
see that Tayakub has created my new list. So in this way, you can see all of what is happening in
your trailer board here. You can chat with your team
members in this channel. And now the question is, what type of communication
you should use in Trello and what type of communication
you should use in Slack? So the best practice for this is if something is related to this particular card or this particular task which
is written in this card, then you communicate
on this Trello card. That would be better because
that will be more organized. But if there is a general
discussion about your project, if there is a general discussion about marketing of your product. So you can create a
marketing channel and you do all your
communications in Slack, so that your Tello board
stays neat and clean, and all the relevant information,
sharing of knowledge, everything is
permanently stored in your in this slack area. So Slack provides you five GB of storage
for free account, and it is enough
for normal process and it can store I think
10,000 so messages, which is more than enough
for normal projects. So if you look at
this Slack alert, just click on Slack alert, here you can see that
for large projects, you have so many options. You can organize your
notifications for every particular
event and you can organize by having a
separate channel in Slack. So in Slack you create a channel for any one of these event and then all of those notifications will be going towards
that channel. For large projects, slack is
essential because there is no way of organizing your notifications on this
micro label in Trelo. One last thing I would
like to highlight is how to connect your
teams with Slack. So for example, I have created this team for this
particular course. So if I click on this team, there is a settings icon here. If you click on Settings, now you are on the home
page of this team, and there is a button
here, add to Slack. And when you click on
this add to Slack, now you will have to
authorize your team, so you just click on
Authorize and then you will just go to
your Slack account and it will be connected. I'm not going to
connect this team because there is no board in
this team, so I just cancel. This is how you can connect your whole Trello
team with Slack. Slack has a very big ecosystem. If you click on this apps, you will see that there are
huge number of apps available for Slack and you can link Slack to all
these applications. So that is it for this video. We learn how to integrate
Trello with Slack, and I hope that you
find this video useful.
5. Lesson 3: How to use Labels in Trello: In this video, we
will talk about how to use labels in Trello. I have touched on labels in
one of the previous videos, but I wanted to show you a
few more things about labels. So therefore, I decided
to make a separate video. These colorful lines,
these are called labels, and you can use labels
in various ways. And it all depends on
your own creativity. For example, these labels can be used based on different
stages of a project. You can also assign
labels based on a particular department
in your organization, and these can also
be assigned based on a subcontractor or
a subcontract task. And if you want to
use only two labels, for example, you can say that, okay, urgent and non urgent. So this could be a factor of deciding which
label you want to use. So it all depends on you. So you decide your criteria. But what I want to show
you here are some of the methods to assign labels. So the first way to assign
label is, for example, I want to assign label
to this lecture to card. So I just click on this card, and on the right hand side, I have this labels button. So click on and these are some of the primary
colors available to me. So for example, I want to
assign this blue color, so I click on this and
two things happen. This blue color shows here in the labels
area on the card, and also a tick mark
appears on this blue color. So if I close this now
and I just close this, as you can see that blue
label has been assigned. So if I want to
delete this label, just click on the card again and no click on labels again and no remove this so as soon
as you remove this tick, label will be gone,
and now you can close this and now
there is no label. So this is the way to assign a label or
to remove a label. So this is first method. Another way to assign label is to right click on the card, and then you will
see the edit labels. If you click on that, you can assign this blue color again. And just save it. This is
another way to assign labels. You can also assign names
to these labels as well. For example, if I
just go back to labels again in
this labels area, I can create a new label and I can use any of the color
and I can give a name. For example, I can give
this label a name Son, for example, you can give
this label a name Argent, you can give this label a
name design, for example, if this is for design
team and they just created this Sian label
has been created. But now I have
checked these two, so I can remove this and I can assign this label like this. I know, if you look at
here, there is no name, but if you hover on this, you will see this
Sian name appears. And if you want to
show all the names, just click on any of the labels. For example, if
you click on this, this label does not have a name, but this label has a name, so all the names if there are any on this board.
They will appear here. So just click on
any of the labels. So you can click on this
again and it will disappear. So this is good feature
for new team members. For example, you
have assigned names based on certain department
or certain criteria, but new members want to
see what are the names. But if you are familiar
with the names, you don't have to
show the names. It looks clean and tidy in this this is how you can
assign names to labels. And there is also a shortcut
key to assign a label. For example, if I want to
assign a label to this card, you can also enter L, and as soon as you enter
L on your keyboard, this label dialog box appears, and you can just assign
any label to this card. Simple. So this is a shortcut
key for assigning labels. And just if I open
these labels again, there is another way of assigning labels and which
is a very quick way. And that way is that if
you look at these colors, these colors actually
have a number associated with the first
color is number one. This is two, three, four, five, six, and so on. So you can also assign these default colors by just pressing these
numbers on your keyboard, but you have to hover on the card on which you
want to assign the color. For example, if I
hover my mouse over this card and I press
one on my keyboard, the first color
will be assigned. And if I don't like this color, I just press one again,
and now I try to. So two is yellow, I
don't like yellow, I just press two again. It will disappear. Then
I can go on and color. So three. Okay, I'm happy
with three, so I can keep it. If I want to add another color, so I can go ahead number four. So no, I don't want four, I just press four again. So this is a very quick
method to assigning colors, but you have to
remember colors 1-6, which are the default colors. No, one of the most important
reasons we use label is because it can make our search easy because
when your boards grow, searching anything in the
board becomes a problem, and we use filter for them, and we will discuss this filter in one of the next lectures. But this is one of
the reasons that labels provide us
another search criteria. So we can also search
based on the label. So this is an additional
search criteria, which is very useful when we are dealing
with large boards, and this is one of the
very important reason of using labels. Lastly, I want to
show one more thing. Let's click on this
in the labels area. You also have a color
blind friendly mode. And if you click on this mode, if you enable this color
blind friendly mode, no labels will have a
pattern associated to them. So now, this green label
will have this pattern, yellow will have this pattern. So the people who cannot differentiate
between different colors, know they will be able
to differentiate based on these patterns because
every pattern is different. This feature is only useful for those people who
are color blind. These were some of the
things about labels. I hope that you will
find this video useful.
6. Lesson 4: Trello Features - Move, Copy and Archive : This video, I will
walk you through the action pan of
the Trello cards. So if you click on this card, this is the action pan
and it has few options. So I will discuss this move, copy, and archive
option in this video. We have already discussed
this watch option and this share option we will
discuss in a later lecture. So let's get started. So
what is this move feature? So move feature is
to move the cards. So the question is when you can straightaway
move a card from any list to the other list
just by dragging and dropping, then why would you like to
move a using this minu item. The answer to this question is that using this move option, you can actually move the card from one board to another board. So if I want to move this card, so let me show you first another board where I
want to move cards. This is another board
which has a named diploma. Diploma is the board where
I want to move the card. So if I click on this board, so there are six list
currently showing here. So let us say that
I want to move this card to this
week one March 19. So this list already
has two cards. Let's go back and we were
in this board before. So I would like to
move this card, so click on this card
and click on Move. And this is the current board. And if you click on this,
you will see all my boards. And I want to move this
card to diploma board. And if you click on this, so these are the list available. So we want to move
our card to this one. Week one, March 19. No, as you can see that there were two cards
already in this list, so we can move this card
to either position three, or if you click on this, we can move this card to
any other position. So this is a very handy feature. So let us assume that you have
30 cards instead of three. Then this feature
would be really useful if you want to move this card
to any particular position. So let's say I want to move
this card to position three, I click Move, and the card has disappeared
from this boat. And if I go back
to diploma board, you can see that at position
three, here is my card. So this is how you
move the cards. So let us go back to this. Now, the copy feature
is very useful when you have a
template, for example. So let me show you one
of my course boards. So this is one of my
previous courses. If I click on this board, as you can see that I have
a lot of lectures here. So if I want to copy any of these lectures to
some other board, I can click here and I can copy, and then I can select
any board from here, and then in the same manner, I can select a list and
I can select a position. So very easy. So this is how
you copy or move your cards. So let us go back to our
original board. This one. And now, for example, I have completed
all these tasks, and when the task is complete, it would be a good idea to
keep my board clean and tidy. So that will help me
organize my boards. If you have a lot of
projects going on, you don't want to put all your completed
tasks in your boards. You want to archive them. So let us assume that I want to archive this card. So
I will click on this. And if I click on Archive, with a simple click, the card is archived. You get this message, the
card is archive and you notice that there is no
confirmation dialog box. You just click Archive
and the card is archive. So what if you have done this in mistake and you want
to get your card back. In order to do that, if you
go on the right hand side, show Mino and then
click on more. So here you will
see archived items. If you click on archived items, so this is your card here.
Know what you can do. You can send back to board or you can permanently
delete this card. If I send back to the boat, this card will
reappear in a list. So this is how you
archive a card. You can also archive a list. Let me close this. If I want
to archive this whole list. So what you can do
is click on this and then you will see two
different options. One option is archive
all cards in this list, and it means that cards
will be archived, but list will not be archived. And if you archive this list, then all these cards, including the list
will be archived. So there is a little
difference between these two and let us
see how it works. So for example, I
archive this list. So I archive the list. Now, the whole list is gone. And no, if I want to unarchive
or get this list back. So again, go to this show menu. And if you see, these
are the archive item, but there is no list
because there is a separate icon for
that switch to list. We have archived the list. We did not archive the cards. So therefore, there is
a item switch to list. And now as you can see that I have these two lists which
are already archived, so I can send this to
board and my list is back. So this is how you
get back your list. So now, what if you want to
archive this complete board? So in order to show you
how to archive the boards, I'll go back to my home page
and these are my boards. So let us open this board. And I want to
archive this board. So again, go to Show
Menu and then more. And for board, the
option is close board. Close board is just
like archiving a board. So you close this board, so just click on this and now it will show
you this message. You can reopen the board by clicking the boards
menu from the header. So it will show you how
to reopen the board. So just close this board
and diploma is closed. You will get this message. And if I go back to my homepage, or there is no
diploma board here. So now, how to
reopen this board. So if you click on these boards, you will see at the
end C closed boards. So if you click on
C closed boards, so here is diploma, which is the only
closed board here, and you can reopen this board. So if you want to
delete permanently, you can press Delete
button or you can reopen. So I just press reopen. And as you can see that
diploma has appeared here, so just close this dialogue
box and we have diploma back. So this is how you close
or reopen a board.
7. Lesson 5: Trello Notifications and Watch features : Is a web based project
management tool. In this short video, you will learn about Trello
notifications. So if I want to see all
of my notifications, I will click on this bell icon, and it will show me all of
the recent notifications. So when you are
managing a project in which the team
members are scattered, sometimes if they are working
from different countries. So you want your team members to be on the same page so that everybody knows how the project is going and what
they have to do next. And Trello does this with
a system of notifications. And the way this notification works is that whenever anybody makes any change to a card which represent
the task in a project, Trello sends email notifications to all the members of the card. For example, this is a card. If I click on this
card as you can see that there are two
members of this card. It means that these two people are working on these tasks. There is a list of tasks here. Whenever I make any change, I am also a member,
so this is me. Whenever I make any change or the other person makes a change, we both get notification
in our email. For example, even
if I put a comment. Let's say I put any
comment, hello, and the way you put a comment
is just save the comment or you press Control Enter and
no your comment is saved, this is the comment,
and the other person will get the notification. It will say something
like my name and this person has put a comment for you or
something like this. This is how notification works. Not only comment, if, for example, I change the
due date of this card. Currently it is due
on fourth of March. So let's say I change to
fifth of March and I save it. Again, a notification will
be sent to this person. So any change made
to a card will cause a notification
to all the members now let's say that someone
is not a member of this card and you want to send a notification to
that person as well. So for example, I
put a comment and I want another person
to get notified. So in that case, I have to put ad sign and then the
name of the person. So for example, this is a person who is not the member of the card,
but member of the board. So I enter his name and then I put the same comment
and save it. No, that person, although
not a member of the card, but that person will
get the notification. So this is when you
make any change. If I add a checklist, if I change a due date, if I change a label to
any color, let's say, even then that person will
get the notification, who is the member of card. No, the next thing is, let's say that I am not
a member of a card, but I want notification
to be sent to me. For example, I just remove
myself from this card. No, I'm no more than
member of this card, but I still want a
notification for some reason. For example, if I am a project manager and I want to see the progress
of the project, and I don't want myself to
be a member of the card. And the reason for this, I will explain in one of the
later lectures when I will explain some filter don't want myself to be
a member of this card, but I want to get
the notifications. So in that case, what I will do, I will watch this card. So if I press this watch, now this tick mark
means that I'm watching this card and I will be
getting the notifications. Similarly, you can also
watch a whole list. So this list contains
three tasks, three cards. So if I want to watch this list, I will click on these
three dots and then watch. No I'm watching this list. You can also watch
the board as well. So in order to watch the board, you have to first
click this show Mino and then here
you have this option. Watch. And if you are not in
here, you are, for example, in this Mino then you have
to click on this more, and then you will get
this watch option. And if I click watch now, then I'm watching this board. This is the way
notification works and how you can watch any
board or a list or a card. No, these notifications are
sometimes very annoying. In particular, when
you newly joined trill and you get notifications for each
and every change, then it is very annoying sometimes and sometimes
you don't know what to do. So you can change the frequency
of these notifications by just going on the
right hand side and you just click
on this bell icon. So here there is a option, change notification
email frequency. If you click on that,
there are three options. So if you are
regularly following this board and your team members are very actively
working on the board, and they don't want
any notification, you can just click Never and you will never get
any notifications. But if you want
notifications to be sent to you on roughly
an hourly basis, then you can select this
periodically option. And what this means is that
whatever changes you make, it will not send
email before 1 hour. So this is what periodic means. And instantly is by
default, instantly set. So instantly means that
whenever there is a change, notification will be
sent to all members. So this is how you can change the frequency of
the notifications. So these were some of the
basic but important things about notifications.
8. Lesson 6: Linking Trello Cards and Boards : So now you are progressing into this trill course and
in this short video, we will learn how to connect two cards or how to connect
a card with a board. So the first question
again is why one would like to
connect two cards. So there could be a
few reasons for that. For example, this is a card, and on this card, this member is a
new team member. You have hired this member, and there are some instructions of how to adjust the
volume of a video. So these instructions are
written in this card. You don't want to
explain each and everything to this
new team member. Instead, you want to
connect this card which has this audacity,
which is a software. You want to connect
these instructions in this card and know
this team member is working on this card. So this person has to
perform these instructions. But you also want this
team member should know the instructions
written in another card. So in order to do that, the card which you want to link, you have to go in
that card first. So just click on this card. There is a share button. And when you click
on Share button, every card has an
associated link. So this is the link of the card. I just copy this link into my clipboard and no,
I just close this, and this is the team
member where I want to ask him to look
at the instructions. I can add that card
into this comment area, description area or
even in a checklist. Let's say I want to add
an item and I want to say that please
read instructions. And then I just paste
that link here. So it seems that it's
a very messy link, but as soon as I add this, and you will see here that
this is the title of the card. So a Trellicon and the title of the card
has been inserted. So now this team member
can click on this, and as soon as we click on this, we straightaway go into that card which we
wanted to link. So here are the instructions,
and for example, this is the tutorial video, which explains how to
perform this task. So the team member can
click on this video and learn how to do this is one of the reasons you might want to link a card
to another card. Sometimes also one specific task is common between two
different projects. So then you might want to link
this card to another boat. Or you want a boat to
link to this card. So this is also possible. So this was one way
of linking the card. No, have a look at another
way of linking a card. So for example, I click
on this card normally, there is a comment
associated with linking a card that you
want to know somebody, that you want to inform somebody why you
are linking a card. So you write some comments. So for example, let's
say you want to write down lease look at this card, and then you want
to insert the card. So there are four buttons here, and the write most is add
you click on this add card, it will show you
all the title of the cards which are
available in this board. And at the bottom, you will
also see some other boards. If you click on this board, this board will be
included in this here. And let's say I include
this board and I save. So now we have included a
whole board into our card. And when somebody
clicks on this one, it will go straight
into this board. So this is, for example, this is an old project
and you want to refer this project to a
new team member. So in that case, you would
link a board to a card. So no, but this link
is still one way link. We cannot go back from
here back to that one. So, let us see how
can we do that. So before we do a two way link, and now there is another
way of linking a card, and this method I like the most because it looks very
good, visually very good. And that is by using
this attachment. And if you click on this attachment and because that link is still
in my clipboard, so I can paste the link. But if you instead of
pasting a link here, you can also click on This trill and when you
click on This Trello, this is exactly the
same menu which we have seen earlier when we
clicked on this button. So here are the cards, the title of all the cards
available in this board, and you can also select a
board to link with this card. Now, let us assume that I
want to link this card, so I will just click
on this and know, as you can see here
that this looks very good because not only
it looks like a card, but also it has
some details here. It has the title of the card, and it also has the boat
and also the list names. So it has all the information. It has the name of the card, the name of the board,
and the name of the list. So this is a very good
way of linking a card. This card is showing in
the trello attachments. So let us see if I want link a board here in
these attachments. So again, click
on attachment and then Trelo and select
any of the boards. Let us see I select this board. I know as you can
see that we have inserted a board here,
which has the name. So this is how you link
a card and a boat. The last thing is
how we can make this connection a
two way connection because this
connection is one way. If I click on this card, I will go to this card,
but I cannot go back. So let us see how we can make this connection, a
two way connection. So just go back again, and there is a button here, connect card you click
on disconnect cards, I will show you this dialet box, and here there is
relate both cards. So if you click on
relate both cards, now you will see a new icon has been added
here and it shows one. So one only indicates that
one card has been related. So if you click on this one, you will go into this card, and if you click again on the
two here, you will go back. So this is how you make a two way connection
between cards. So this was the last option
in this action area. We have now discussed
all these options.
9. Lesson 7: How to use Trello Filters: Trello is a web based
project management tool. When you are running
multiple projects, sometimes it becomes difficult to search for any
specific information. So for this Trello provides a powerful search mechanism
in the form of Trello filter. In this video, we will learn how these search filters
work and what are the different search
criteria we can use to search in the Telo boards.
So let's get started. With this filtering
feature in Trello, you can search your
projects in multiple ways. It allows you to search by
name of your team members. It allows you to
search by label, label colors or label
names, as you can see here. It also allows you to
search with the due date, whether the due date is due in the next day
or the next week. It also allows you to search with multiple combination
of these search criteria. So before I do start filtering, I would like to explain
this little board. In real life, your board
could be very large. My board is very
small, as you can see that you can
almost see all of the board by scrolling a little bit horizontal
and vertical direction. But in real life, your board
could be very complex board, and I want to highlight
some of the features here. So this board is for
Trello training course, which is this course in which you are currently
taking this lecture. So in this course, I have different stages of my
hoskiation process. And normally I use
only one color label, but these labels, I'm using double color label just to explain certain features to you. Two things I would like to explain because you might
overlook these things. And for example, if
you look carefully, some of the cards have one
team member like this one. So have three team
members this card has two team members and also they have different
color of labels. So label have names, and also these are
the due dates. You can see that this
is the due date. Also these tasks
have been completed. They are in the De section. So these are a few
things which you should note here so that
when we start filtering, you can understand how
the filtering is working. So in order to start filtering, you will click on
this show menu, and in this, you will
see this filter card. So in this area, you can see that
there are labels, and if you want to
see more colors, you will just click
Show all labels. I will show you all the labels. If you scroll down, will see the name of
the team members. These names are given
here so that you can search based on their names, and then further down, you will see some
other search criteria. During the next day,
during the next week, during the next month, and these type of such
criterias are available. And at the very last, you will see two very
important criterias here, which are match any label and any member and match all
label and all members. And I will explain this in a. Now let's say that you
are a project manager, assume for a moment and you have assigned task to
your team members, but there might be
some cards which do not have any team member
assigned to them. So you want to search
for those cards. So what you will do
you just click on no members here and if
you click on no members, Telo will show you
all those cards which do not have any
team member assigned. So this is the first criteria you might want to search for. If you are responsible
for assigning task, then you might want to search all the cards in which you have assigned let's say
this team member, A. So if I click on this
A now but before that, you should make sure
that you unselect this because as soon as
you select this criteria, there is a tick which appears
on the right hand side. It means that you have selected this criteria because you can
select multiple criteria. Therefore, this tick
sometimes stay there, sometimes it
automatically vanishes. I will explain this minutes. So let's say you want to search all the cards in which this
guy AA has been assigned. So if you unselect first this one so that you
can see all the board, the other way to
see all the board, which is the correct
way is to just press the clear filter
option at the bottom. So this will clear all the filters which
you are currently using. So let's say I want to
search cars for AA, so I will click on
AA and these are the cards in which
AA is a team member. If I want to now search
for another team member, let's say I want
to search for MK. MK is also a team member
of some of these cards. But if I select MK from this
side, then what will happen? The system will show me all the cards in
which either AA or MK or both are the team members or maybe some extra team members as well because I am
selecting this MK. So let's select MK, and you will see
that another card appears here in which
MK is the member. So what if I want to select all the cards in which EE
and MK both are members? No anyone, but both. So for that, we have to come at the bottom and these
two options are very important because currently
you can see that it is selecting matches any
label and any member. We are not using any label, so this part is irrelevant, but it is matching any member. Whatever members we
are selecting, here, Trail is showing us all the cars in which any of these
members is present. But if last option, which says matches all
labels and all members. If I select this,
you should note that this tick disappears
as soon as I select this because only one of these options can be
selected at one time. And no it will show
me only those cars in which both of these
team members are present. There could be a third member, as you can see the TK is
also present in these cars. But because my search
criteria says that show me all the cars in
which all team members. All labels and all members, all label is irrelevant, all members are present. So all labels, we are not
selecting any labels, but all members are
present in the car. No. Let us say your
next search is for all those cards which
do not have any label. So the best thing to do that
first clear the filter, and as you can see that as
soon as we clear the filter, this tick goes to this option. So it means this option
is by default selected. So you should keep
this in your mind. Now, for example,
I have a policy that every card
must have a label, and I want to search
for any missing label. So what I will do in the
label section at the top, you can see no labels. As soon as I click on this, it will show me all the cards which do not have any label. So now it's time for me to
assign labels to these. No, let's say that
my policy is that to assign due date
to every card. So this is a company policy. I want to see whether any
card is missing a due date. So then what I will do, I will search based
on has no due date. But before that, I
will clear the filter, and then I will select
has no due date. And now, these are the cars which do not have any due date, and now I can assign a due date to these cars
as a project manager. Similarly, you can
select overdue, and it will show you
all the cars for which the due date
has been expired. So due date has been passed. So now you can see
that these cars are overdue because today
is 26th of February. Again, I clear the filter. Now let us see how we can search the card
based on labels. If you look in this label area, you will see that there
are two yellow labels, both are same color, and if you read this, you will see that this
yellow label is by default and this yellow
label has a name review. As you can see that
these are review labels. All these labels in our case are the review
labels, this one. There could be a
yellow label I can assign to anyone, but
I have not assigned. If I search based
on the label color, I can select this one
and it will show me all the cards which yellow review label, the
name of the label. And if I unselect this and search based on this
color default color, there is no such card which
has a yellow default color. So this is how you can search
based on the label colors. You can also search based
on two label colors. For example, I search
green and blue, green, for Blue, you have
to click on this and blue. So now I have selected
green and blue. So these are the cards which
have either green or blue. And if I want only the card which has both green and blue, what I will do, I will go at the bottom and I will
select this one. Matches all labels
and all members. So it will match all the
labels which I have selected. I have selected green and blue, so this is the only card which
has green and blue both. So this is how you can
search based on the label. You can also add labels
and team members. For example, let's say
I add green label, just unselect this one, add only green, and then I
can add this team member. These are the cards in
which green label is present and the team
member AA is present. Now if I select red label here, as you can see that if
I select red label, because I have selected
the bottom option. I will only show me in
which all the labels which I have selected and all the team members
which I have selected, all conditions are met. So team member is AA and
labels are green and red, and the option is
the bottom option. So therefore, all
these conditions are met only in this card. So this is how you can search different cards
based on label colors. You can combine the
search criteria, and this is a very handy
feature in particular when your boards are large
because for large boards, it is possible that you
can miss some due dates, you can miss some
labels, et cetera. So I hope that this
video makes sense to
10. Lesson 9: Making a Gantt Chart from a Trello Board : Trello is a project
management tool, but in engineering discipline, most project managers
still use Gant charts. In this video, I will show you how you can make a gant chart from your Trello board using a Trello Power up
called Team Gant. This is not a Gant
chart tutorial. This is a tutorial of
Team Gant power up. So this is a five step process, and I will show you all these five steps with an example of an
engineering project. And now I will jump on my computer and I will
demonstrate this. This is my Trello dashboard, and as you can see that I
have many Trello boards. Every board
represents a project. And for this video, I'm going to use an
engineering project example. In a to board, we have lists. So this is my first list. This is my second
list and third list. And I have named these
lists in a generic way so that any non engineering
student will also be able to understand no, the scenario I'm using for
this project is that we are a crane manufacturing company and we have recently
signed a contract, and a crane specifications have been agreed
with the client. And now we are in
a planning phase. And we are trying to
plan this project, how we are going to design, fabricate, and then
deliver this crane. And these are some of
the tasks which we have to perform in order to
complete this project, and we have to make a gant
chart for this project. You can manage this project on trell without having
a gant chart, but sometimes it
is a requirement that you have create
a gang chart. Now, Trello has many power ups. And if you type tell.com backslash Power Ups
in your browser, you should be able
to see this page. And on this page, as you can see that these are some of
the featured power ups, and all these power ups add extra functionality
to this software. Team gang This is the power. And with this Power, we can have these features included
in our Trello boards. To add this power up, you can click on
the Add Power Ups. This is one way to
add the power up. The other way is click on this show menu on
the right hand side. And on this menu, we
have this Powers icon, and I have the ability to add three power ups because I
have this gold membership, and if you are using the
free Trailo account, you can only add one
PowerUp at a time, so you can still add this power and practice
with me if you want. So I'm going to click
on Add Power Up, and then I will type here again. And I will add this power up. And then we have to
click Add once again. And now I can see here
enabled one power up, and now I can close
this window from here. So one step is missing
in this video, and that is when you will
try to enable this plugin, if you don't have any
account with Team Gant, you will be prompt
to add your details, your email and your name. So just enter your email
and name and immediately without any disturbance and
without leaving this area, you will get a free
account from Team Gant. I want to show you
another way to access your Team Gant account so
that you can later on, if you want to
change your project, you can do that because with
your free Team Gant account, you will only get
one free project. So I have an account with them, but I have just deleted
my previous project, and now I will show you how to create a team Gant project. You click on view in
Team Gant and then settings on the left hand side, you will see this
synchronized with project. But if I click here, I currently
don't have any project. So to do that, I click on
Account Settings again. And these are my projects. On the left hand
side in me section, I have my projects, and currently there is no
project, there is zero task. So I click on My Project. No project found, and now I click on create a new project. And I can give any name. And now I use this
blank project template, and I just click on
Create New Project. So if you are new, you can watch this tutorial video
on their website. Otherwise, I would just
like to close this area. And now inside this, I can close this as well. And know if I click
Vw in Team Gant, I can see this project,
crane project. And to see your Gang chart, you just have to click
on View in Team Gant. The project has been selected. If you see this tick, otherwise, you have to select the project. Now, this option is selectable, and you click on that and now it is creating our Gang chart. Now this Gang chart is empty. Gan chart is basically a horizontal chart bar,
as you can see here, it is trying to create
this Gang chart, and it shows your project
plan on a timeline. And on that timeline, you can see the schedule dates, you can see the deadlines, you can add milestones, and you can see some other
useful information such as dependency of one
task on another task. This is what we are going to do. This is not a complete
Gang chart tutorial, so I will quickly show you
few important features are few basic features which you can implement using this
team Gant power. And then you can practice or if you are a project manager, you must already be
familiar with what are some other things you should
be doing on your Gang chart. So let us create Gant chart
for task, some of our tasks. So the first task is
calculation and design. So this is the first
thing we have to do for a crane is manufacturing. We have to design the crane,
do some calculations. This gray is today's date. In order to assign some time for this task
to design engineer, first, I have to click on this. And as soon as I click here, now I can put this
anywhere I want. Let's say I put it here. This is the gant chart,
the simplest one day task. But if I want to increase
the length of the chart, what I can do is I hover over this and then I can drag this. For example, I want
to give five days to my design engineer to
design this screen, so I just leave it there. Now this is five days. Now, let's assume that on 14th, I ask my design engineer how
much work you have done. He says that he has
done 20% of the work. I want to put that
on my Gang chart. To do that, I just hover over this blue area and on
the right hand side, I can see this pencil, edit task, I click on that. It will show me
this dialogue box. I will put 20% here instead
of zero. Click outside. I will show me this
little bar going up, and then I can simply
close this dialogue box. It will show a wheel and then
it will update this to 20%, as you can see 20% and
the project is 20%. Now, let's see how we can
add the dependencies. So for example, this
cutting of steel cannot be started until
the design is finished. Therefore, I click on this and I put it after the
design finish date. Let's say two days after the design to give a
little bit of time. I click put it here, and then again in
the same manner, I give these guys let's say three days or four days
to complete the cutting. No, I have to put
the dependency of this steel cutting on design. So to do that, I just click
on this dot after the design, I click and drag it and then
attach with the other one. Now, it means that
this task cannot be started until
this is finished. Similarly, welding
structure, I go there, I put it somewhere here. So let's say a little
bit more time. And now, again, I can add the dependency here
between these two. Now the next thing
is, for example, I have done this in mistake. There is some mistake here, and I want to delete
this from my Gang chart. To do that, I need to go out of this Gang chart and into the welding card on
my Trello board. And on this card, I have this team Gant task
and I click on remove, and then it will ask me to
confirm and I say, remove. And now this task is
removed from my Gang chart. And what difference you see
on the card is that all those cards which were automatically synchronized
with my Gant chart, they have this symbol, 20% and these three lines. So these charts
are synchronized. But now this welding task, it has not been synchronized because I have removed
this from my Gang chart. So if I want to synchronize this again with my Gant chart, I need to click again, and now this time, I click on Team Gant on the
right hand side. And as soon as I click on that, it will ask me add card to existing project or add
card to a new project. So I am on the free plan. I only have one project, so add card to existing project. And now it will show me
the name of the project. I click again on this and
now it will add this card. And now I can close this and now I can see that it
has been added to the project because I can see this 0% to go back to
my Gang chart again, view and then Gang chart. And now this is my Gang chart which shows the completion of this task to 20% and completion of the
whole project to 11%. This is not very accurate
because I have not assigned times to
some of the tasks. This is just an example. When you will assign the
time to all your task, then the true picture
will emerge here. But this is how you use
this team Gant power up to make gant chart
of your trial board.
11. Lesson 10: Two Trello Power Ups: Trello calendar is a
useful feature to have on your Trello boards if you are a regular user of Trello
Project Management application. Today, I will show you two
power ups which you can use to achieve the
calendar functionality in your Trello boards. No, first, you
need to understand the importance of
having a calendar. These are my lists. These are three
generic lists for a project manager what to do, what we are currently doing, and what we have done. Now, in this list, I have these cards and
every card might have one or more tasks
and some cards, as you can see, they
have a due date. No, the problem with having only the due date is that
it is kind of random dates. And this happens in
project management. Sometimes you have to start a task which is going
to finish later, but you have to start it
earlier and the vice versa. In calendar, we will be
able to see all those tasks which need our attention today or within the
next three days or within a week or a month. So this is why we
use calendar so that we can see
what is due next. Now, there are two
power ups which you can use to get calendar
functionality. So I will demonstrate
both of them. But if you are on a
free Trello plan, you can check only one
power up at a time. So you can do that easily,
and I will show you how. So let's start
click on Show menu. And in this power ups because Trello gave me one month
free gold membership. So therefore, I can add three
power ups at the moment. So I just click Add Power Up. And the first power up is the
default calendar power up. So I just type calendar. Then this is the
power which we are going to demonstrate first, and then the second power
is Pliny way calendar. So these two we are
going to see today. So first click on add and now we can close this
window because we can see calendar here and calendar has been added
at the top of the board. Now, if I click on calendar now, now I can see all my
tasks on a calendar. And there are two views. One is the month view and
the other is the week view. So if I click on week view, I have this card which
is due in this week, and this is the current day which is shown in yellow color. So this card is due
within two days. So I should be focusing
on this task now. And if you select week, you can have some
more information. What team members are
working on this card at the moment and that you
are watching this card. Watching means that if anyone updates any information
inside the card, you will get the notification. This is how it works
if I select month. I can see all the cards. These strike through cards represent those tasks
which have been completed. Now I can see the
picture more clearly. And the second advantage is, which is from the
productivity point of view, that instead of changing
the due date on a card, you can simply drag this card to the next
and it will change. No, the due date on
this card will change. So this is the way you can use calendar Power Up to see the clear picture
of your project and to be more productive
by having the ability to drag and drop your cards from
one date to another date. So these are the
two main advantages of using calendar power up. But there are few things
which you cannot do here. For example, if you want to put a start and end date on this, that it will start on 16th and it will end on let's say 24. So this you cannot do
on calendar Power up. So therefore, I
want to demonstrate another power up on
which you can do this. And now let's close this, and I can add the
other power up. But let's say you are on a free Trello
account and you want to remove this power up because you are only allowed
to have one power up, you can click on this
and then disable this. And now I have disabled
the calendar power up, and now I can add
the new power up, so I click on Add Power Up, and the other power up is Pany this is the power up at at, and now I can close
this because I can see the icon appearing here and
on the right hand side, it also appears here, so I can close this. Now if I click on this planner, I can see my cards here. And if I click on this, in plenyway I can see that every card has a
start and end date. No, this task has a
start and end date because I have previously
used this power up. And now let's say I want to put a start and end
date of this task. What I can do is I
hover over this end. When this double
sided arrow appears, I click and drag.
And then I release. And if I click on this, I can see that now it has
a start date and end date. In order to use
this planar power, the best way is to use
with a Chrome extension. So I just type anyway
Chrome extension. And now if I click on this and then click
on add to Chrome, this extension will
be it, add extension. And now let me close
these windows, and I reopen this board, it needs to be enabled, so I just click Enabled. And now I allow this app to get access to a few things
which are written here. You can read it if you like, allow and now we have the view of our Trello board and
this extension here. So this is a better way
of working with Pennyway. You can click on this
Pennyway and you can go back to
your Trello board, or you can just click again
and you can see both views. There are many other
features in this power up, but those features
are paid features. For example, these filters,
these are very powerful. But when you try to
apply these filters, you will see that it
needs pro version. Similarly, you can add boards, but as soon as you
click on this, and you try to add
any other board, which would be very powerful
because on one calendar, you would be able to
see more than one project, which is fantastic. But as soon as you try to click, it says it's a pro feature. Now, there are two views. Currently, I am in
the calendar view, but you can also have
a timeline view. So if I click on timeline, now you can see that there
is some overlap between these tasks and when this task
is just like a gant chart. So you can use this
timeline feature, which is a very powerful
feature as well. In particular, if you are working on any
engineering project where still most project
managers use Gant charts, so this will be very
useful for you. So timeline and calendar two kinds of features
we have here. If I click on these settings
and then settings again, here I have the ability
to link due date either to start date or to
the end date or if I want, I do not link to any due date. So let's say I link
this to end date. So the due date is the
end date of any task, and then I can save this. And why due date is important? Because if you are
watching this card, if you are assigned this card, then you will get the
notification about your due date. So this is why due
date is important. Another powerful
functionality is synchronization with
your Google Drive, and if I click on this, again, it's a pro feature. So if you want to synchronize your Google Drive with
your Trello board, you can think about
paying this company, I think, $5 a month. If these features are
beneficial for you, you can go ahead and
purchase this power up. So let's go back
to calendar view. So I can also change this from month to day and then I will get
the time as well. Similarly, I can go for three days with the
time up to one week. I will get this time as
well. So this is useful. If you want to have
a closer look on some of the tasks within
a week, for example, any meeting at a specific time, let's set it back
to monthly basis. And if you want more space, you can just drag this
lawyer and you can get more space on any
side wherever you want. Another pro feature is that if I want to see all my three lists here at the bottom so that I can drag and drop cards
from all of my list. So to do that, I have to activate list
inside this filter. If I click on any
of these lists, I can put this list here so that I can drag and drop
cards from those lists. But this is also a pro feature. If I click on this, it will show me that it is a pro feature. Now, at the end, I would like to show you a few more features. If you click on
this pencil icon, you have the ability to set the priority feature but this is a paid feature,
as you can see. However, this label feature, you can label this. For example, I can put a green label on
that and similarly, you can add any
members to this card, and you can also
mark it as complete or you can duplicate
or archiva card. One important feature
is that you can directly delete this card. And to remove this label, just click it again and
it will be removed. So this was a brief overview
of these two power ups, calendar and Pany Way, which you can use to have
the calendar functionality on your Trello boards.
12. Lesson 11: How to Archive and Delete Cards, Boards and Lists : This video, I am going
to show you some of the features related to
cards, boards, and lists. And these three are the
fundamental components of trill. And the features which we are going to learn in this video is how to delete
cards or boards, and how to archive your
cards or lists or boards. Now let's see how can
I delete this card. So if I click on card again, and in this actions
area, I have archive. So Archive is the first step you need to do in order
to delete the card. And once you have archive, then you have the ability
to delete the card. So if I click on Archive, this card has been archived. So I get this message. This card is archived. And now, I can see this
delete button available here. So I can click on delete and
the card will be deleted. But what if I have
archived this card, and if I now click outside, you can see that the
card is not here. So where is the card? So there are two ways to check this card, the archived card. One is if I click on my name
and then the activity area. As I can see that this card
is archived a minute ago. So this is one way to
check this archived card, if I have done this
very recently. So let's go back. So this was the method when I have
done this recently. I have recently archived some
card. I can click on this. I can click on activity
and see the card. But what if I have done
this a long time ago? I can search this
card if I have some, for example, there was a word
in this card, Team Gant. If I sig this, I can
see this card is here, and if I click on this card, I can see that this card
is archived and now I can send this to board from where it was archived
or I can delete it. So let us close this. Or what you can do is
in this show menu area, you can click on this more, and then you can click
on these archived items. Now, here is the card, and you will see
all the cards which you have archived
previously at any time. And again, I have both options sent to the board or delete. So this is how you can
check the archived items. If you have recently archived, just click on your
name and activity. Or you can search if
you know certain word, or you can click on Show Menu, then more and then
archived items. So this will be same for a boat. So let's go back and now let us see how we can delete a boat. So this is my old board,
one of my old boards. So I just click on this. And on the right hand
side in show menu area, I have this more button
and I click on this more. Then I have the option
to close this board. So if I click on close board because first
you have to close the board, it will tell me
that I can reopen the board by clicking on the
boards menu from the header, selecting view closed boards, and then finding the board. So it will tell you
all the procedure for reopening the board. But I can click Close and
now the board is closed. As soon as you close the boat, it will show you an option
to permanently delete board. But I don't want to do that, so I have the option
to reopen as well. Let's say I don't
do anything and I go back to my home tab. Now, the board is not
here, it has gone, and now I can reopen this
by going into boards area. And again, I can search for
the board or at the bottom, I have this option,
see closed boards. And if I click on that, I have these two boards
which are recently closed. I can either delete
or reopen the board. So let's reopen this board
and delete this board. And it will reconfirm
this and we can delete this. Then
I can close this. So this is how you close and delete a board
or reopen a board. Now, the last thing
is about lists. So let's open my
YouTube content board. And let's say I want
to delete this list. So there is no method
to delete a list. If I click on these three dots, I can archive the list, and when I archive the list, the list has been archived. And once I have
archived the list, I don't see the list here, I can go into this
show menu area and then more and
then archived items. And now I have to
switch to list here. First, I have to
click switch to list, and it will show me this list. I can send it to board. So if I click on Send to board, the list will come here. So what if I want
to delete the list? So there is no such option
as to delete the list, but there is a way
to delete a list, and the way is that you move
this list to an empty boat. Create an empty boat and move this list
to that empty boat, and then you delete
the boat permanently. So this is the only way you can permanently get rid of a list. So now to move the list, you click on these
three dots and now you have the
option to move list. You have another option which looks similar, but
it's different. It moves all the
cards in the list, but list will stay here. So you just move this list. You click on Move list. You select a boat which
you have recently created, you can create an empty boat and then move the
list to that boat, and then you delete the boat. So this is how you
can delete a list. If you really want to do that. Otherwise, it's perfectly
fine to archiva list. So this is it for this
video in which we learned a few features about
cars, boards, and lists.
13. Lesson 12: Trello Custome Fields Power up adding and deleting examples : You can extend functionality of Trelo by using its power ups. And one of the famous power
up is called custom fields. You can use this power up to add some more fields
in your cards, and fields are the
things like due date, or as you can see, this is a description that this
card has a description. So what if I want to add a few more dates to my
cards or I want to add some fields which are relevant to my own industry in
which I am working. And in this video, I am going to
demonstrate this by first explaining what
is the scenario in which I am working and what kind of feels
I want to add and then how I can add a power
and then these fields. So the scenario is
that I am a YouTuber and there are two
videos in the pipeline, and one is just at
the idea stage. So we are concerned
about these two videos, and there are three lists in which these
videos are showing. As you can see that this list
is called videos to make. The second list is
thumbnails to make. And the third list is SEO
and description Info. And then there is
another list where I show my recently released video. When the video is released, it means all the tasks
have been completed. Let's talk about this video. This video shows a release date. Then someone needs to work on the thumbnail before that date. Thumbnail should be
ready by 14th of March, and then someone has to do some SEO and write the
description of the video. And this should be
ready by 17th of Mar. Now, this is the release
date of this video, but this is not very useful because in order to
write this description, this person needs
to watch the video. So therefore, I want to
add another date here, and that could be a date when
I have recorded the video, or it could be a date when I have finished the editing.
So it is up to me. I can even put both dates. So let us assume that I want
to add another date here, and that is the
tentative date where I want this video editing
to be finished. Then in the second list
for this thumbnail, I want to add some
information here, and I want to add a major
color for the thumbnail and then the second color or text
color for the thumbnail. These are the two fields which I want to add in these two cards. And as you can see
that these cards have the same title because they
belong to the same video. Now, in the third list, I want to add another
custom field, and in that custom field, I want to add my focus
keyword so that this person, when writing the description
should take into account what keyword I want to
focus in this description. So this is the scenario. So now let's see how we
can add these dates. By default, Tre does not allow us to add more
than one dates here. In order to add this power
up to my free account, I can only add one power, and Butler is not counted because now it is
available for free. So klicon show menu and
then IClicon add PowerUp. And now I search
for custom fields this one and now
add this power up. Now, this power has been
added on the right hand side. Now I can close this and
I can close this menu. No, first, I want to add a field here for
completion of the video. I click on this card and now I have this custom
fields tab available. I click on that and I
click on New field. I can add field of a few types, for example, a checkbox field. A date field, a drop down list type of field,
a number field. For example, you want to put an account number
for your client. You can add this field on
your cards or a text field. So at this time, we want a
date field, so click on date. And now the name of the
field is completion date, and now I click Ciate. Now, this field has
been added here. If I click on the name again, to show you an
important information, hereas you can see that show
field on front of a card. Currently, it is checked. You can also uncheck this. But now I want to check this
and now let's close this. And now I have this
field available inside this card and I can add
a date of completion. So let's add a date. For example, I add today's date, ninth of March, so I click
Save, and now I close this. No, this card has a completion
date ninth of March. Now, this SO guy can understand that video
is complete and it can start working on
the description of the video because he might have to watch the video as well. But I want to add
another field here in order to tell this guy that
this is my focus keyword. So I click on this card custom
field, add a new field. This field is text and the
name is focus keyword. Create, close this,
and now I can tell this guy that this
is my focus keyword. And I can close this, and now as you can
see that this field has been added in
the similar manner, you can add color fields
to your thumbnails. Let's add two more fields, custom field and new field. This is also a text field. And let's say primary
color and another field, text field, text color. And now I can add any
primary color here, let's say two values. And if I close here, as you can see
that primary color and text color fields
have been added. Now let's add a checkbox field, new field and checkbox
and name it as done. No, this is a checkbox field. For example, when this person
completes the thumbnail, he or she can check this. No, done will be shown at
the front of this card. Now, let's say I want to
remove these two fields. To do that, I click on AI card. As you can see that
now these fields are available in all the cards. Every card of this
board has these fields. So you can delete these
fields from AI card. Let's say I want to
delete these two colors. I click on custom fields
and then the name of the field and there
is icon delete field. No, I have to write
the name of the field, which is shown in bold and I have to type
exactly as it is. If I do so, I will see this
option in orange color. Otherwise, if, for example, I put lower csP, this option is not enabled, so I have to type
exactly like this. And then this
option will appear. I can click on it. Now, this field
has been deleted. Similarly, I want to
delete this as well. So delete this and then
like this, Cl delete field. This is how you can add
custom fields based on your own industry or based on your own workflow in
your trail cards.
14. Lesson 13: How to connect Trello to Google Drive : This video, I will show you how to connect Trello
to Google Drive, and we will do this by
using Google Drive PowerUp. So the first question is
why we want to do this? What are few features
which we will be able to get by doing
this integration? So if you integrate your Trello
board with Google Drive, you will get two main features. The first is that you can attach your Fs and folders
to your Trello cards, and the second feature
is that you can turn your Trello boards
into Google Slide. So one board at a
time, of course, in which you have linked
your Google Drive. This is very useful feature for project managers to be able to convert their board
into a presentation. So they will be able to describe the status of various
tasks in their cards because each card
will be converted to a slide in your Google
slide presentation, and that presentation will be permanently stored on
your Google Drive. And this is very simple with
just one click of a button, you can convert your tallo
board into a presentation, and I will show you in
ate so this is my boat, and I am on a free Trello plan, so I have to remove
this one Power because you are only allowed to have one Power up at one time. And now I can add PowerUp
and to bring this menu, if, for example, this is closed, you just click on this show
menu and you will see this. And now I click on Add Power Up, and then I search for Google
Drive, and it's there. Now I click on Add, and as you can see,
it's dded here. And if I click here and click
on Edit PowerUp settings, it will ask me to link
my Google Drive account. So I have to link it, so I will link this Now I have linked my
Google Drive account, and if I click here and
then edit PowerUp settings, I will see my email here
which I have linked. So now I have this PowerUp in my Trello account linked with this particular board.
So let's close this. This is a card, and in this card, I have a normal
attachment link as well, which I can still
use to attach files from Google Drive or Dropbox
or any other location. But I have an additional
icon here now, which is Google Drive. If I click here,
I have the option to attach a file or
attach a folder. Let's say I want
to attach a file, if I click here I will
open up my Google Drive. I click on one of my folders
and I attach this file, select this file
and click Select. Now, this file has been
attached to my card. So let us once again
click on Google Drive. And this time, I click
on create and attach. Now I have the option to create Google document or Google
drawing or Google slide. All these things are here. Even I can create
a Google folder. Let's say I create
a Google folder, and now this folder has
been attached to my card. So in this way, you can attach any folder or
any file to your trilocards. Now, let us create a slide, and it is very simple. So after the integration
of the Power you will see this Google Drive
icon on your board, if I click on here, and now I have this option,
create slides presentation. If I click on that,
generating presentation, it will take few seconds. And now I have this
open presentation. If I click this Now my board has been converted to Google slide presentation. Tell cards have been
converted to slides. I can add something and this document will be permanently saved
in my Google Drive. Now when I open my Google Drive, I can see the presentation, which is a Google Slide file. So this is the file
created by the PowerUp. So this is how you connect
Trello to Google Drive and then attach your files and folders to your Trello cards, or you can create Google slide presentations
with a click of a button.
Tahir Yaqub
