Project Management With Trello: Use Trello for Time Management & More!

1. How Trello Changed Me & My Business: Less than 30% of projects are finished on time and not because of lack of effort, but poor organization. M tre fixes that. My name is Adam Taylor. And over the past few years, I've built multiple brands, grown teams, and run entire content and client pipelines. And I can confidently tell you. Trello is one of the best ways to streamline project management. Because when it comes to managing projects without the overwhelm, you don't need ten different apps. You just need Trello. In this course, I'm going to teach you how to master Trello, whether you're flying solo or managing a full team. We'll start simple setting up your workspace, creating boards, and organizing your first list and cards. Then we'll step it up. Building effective workflows, adding checklists and templates, using labels, and structuring your boards for maximum clearing. You'll also learn how to track your progress with calendar and timeline views, set due dates, and use filters and search to stay organized without missing a thing. Yes, we'll automate the boring stuff, too. I'll walk you through Trello Butler automation, show you how to integrate power ups, and even connect Trello with AI tools to save hours every week. The end of this course, you'll know how to turn Trello into a productivity machine. One that saves time, boosts accountability, and keeps you and your whole team on the same page. You'll get clear step by step tutorials, real examples, and cheat sheets so you can implement fast. No fluff and no confusion. Trello help me scale faster, work smarter and stay sane. Luckily, it can do the same for you. So take action and join the course right now. 2. Why Trello and Who’s it for?: Ever felt like your to do list is scattered across sticky notes, emails, and random text messages? You know what you need to do, but finding it all and keeping track of it feels like a job in itself. That's the problem that Trello was designed to solve. Instead of tasks being spread everywhere, Trelo gives you one clear visual space to manage. Whether you're planning something simple, like a personal project or something complex, like launching a course or coordinating a team, Tre turns chaos into clarity. So, what exactly is Trello? At its heart, Trello is built on three simple building blocks Boards, lists and cards. A board represents a project or a big area Think of it as a digital equivalent of a white board on your wall. It holds everything in one space. You might have a board for launching a campaign, another for managing your clients or even one for personal goals, like planning a trip. Inside each board, you'll find lists. Now, lists are columns that help you organize the flow of your work. Lists could represent stages of a process. This is what they're mostly used for. For example, to do in progress and done. Or you can title these lists like categories. So something like ideas this week and later. So they act like lanes on your project's roadmap. And then we have cards. Now, cards are where the actual work happens. Each card represents one task, one idea, or one piece of information. You can open up a card to add a description, do dates, checklist, attachments, and even discussions with your teammates. And cards can move from one list to another, giving you a visual sense of progress as work moves forward. What makes Trello powerful is that these three building blocks, boards lists and cards are flexible. You're not locked into one rigid way of working. If you want Trello to be as simple as a personal to do list can be. And if you want it to manage complex workflows with multiple people, automations and advanced views, it can also do that, too. Now, the best part is that Trello doesn't force you to learn a complicated system before you get started. You can jump right in with the basics right away and layer on more advanced features as you go. So it grows with you, instead of overwhelming you on day one, like a lot of other software. That being said, there are a lot of other tools out there for managing tasks. So why Trello? Well, the first reason is visual organization. Trello doesn't buy your work in spreadsheets or endless lists of text. Instead, it shows you a living board that you can read at a glance. You can literally see the state of your project, what's coming up, what's being worked on, and kind of clarity is a game changer for staying focused. The second is ease of use. You don't need a full fledged training course just to figure out how to add a task or move it forward. You can start using Trello in minutes and still have powerful features waiting for you as you grow more comfortable. It's designed to be intuitive. So you spend less time managing the tool and more time actually doing the work. When you put those two things together, visual clarity and ease of use, you get a tool that fits naturally into your life instead of fighting against it. That's why Clo has become the go to solutions for individuals, small teams, and even large organizations that want to stay organized without getting bogged up. So who exactly is Trelo for? Well, the short answer is just about anyone who needs to organize work or ideas. Let's break it down. Trello is perfect for individuals who want to stay on top of personal goals. You might use it to track habits, plan a vacation, organize your finances, or even manage a home renovation. Instead of scattered notes or half finished spreadsheets, you've got one clean space to keep it all together. It's also great for freelancers or solopreneurs. If you're juggling multiple clients or projects, Trello gives you an easy way to separate each client's work while still keeping your entire business use boards for project tracking, client onboarding, or even as a lightweight CRM. For teams and small businesses, Trello becomes a central hub for collaboration. You can assign tasks to teammates, comment directly on cards, share files, and see progress unfold in real t. No endless email chains, no guessing who's responsible. Everyone lives in one singular place. Creatives and content creators also love Clo because it works beautifully as a content calendar. You can plan ideas, track production stages like scripting, filming, editing, and publishing, and you can also know what's coming next. So whether it's YouTube, blogs or podcasts, Trello makes the workflow visible and easy to manage. Finally, even large organizations use Trello to keep entire departments aligned. Marketing, product, HR, and operations can each have their own boards while still connecting to a bigger picture. The flexibility makes it useful for both small daily tasks and high level strategy. The key thing to remember is that Trello adapts to you. No matter what kind of work you do, you can shape it to fit your process instead of forcing your process to fit the tool. 3. Pick the Perfect Trello Pricing Plan For You: A lot of you are probably diving into Trello, and you're wondering, which of these pricing plans should I actually use? Should you stick with the free version? Is it worth it paying for standard or premium or should you consider something like the enterprise plan? Well, the good news is that Trello makes it super easy to start without spending a cent. And you can get a ton done on this free plan here. But as your projects team and kind of scope that you're working in grows, then you probably are going to get to the point where you are going to want to be considering something like a standard or premium. Now, we've yet to really dive into Trello and everything that it offers us. So a lot of the things that it's talking about here and the difference of comparing the plans and the things that we see here, some of it may seem a little foreign. Some of it may seem unfamiliar, where you don't really understand what this benefit is actually going to translate for you personally in your. That's why, instead of actually going in one by one and talking about all these features, which is just going to be a whole lot of time spent. I think it's best to talk about these plans in the kind of person that they would fit. And starting off with the free plan, if you are going to be someone that is maybe going to be skeptical about what you have to actually pay for to get the most out of Trello, then you're probably going to be good with starting off with this free plan. And as we go through the course, I'll be saying what we need. If you want to kind of access the things that I'm going on, I'll say that you will require a standard plan or you'll require a premium plan to access. You can even just watch throughout the course, and as you see me go over things, you might say that, hey, this is going to be something that's important for me and my business, something that I value, and I see that it can kind of help me work way more efficiently. So therefore, it's going to be worth paying this extra $5 extra ten. But for the most part in the kind of ICP of a free plan user, this is kind of just going to be your solo preneurs, your people that are going to be with one to three member teams. And really anyone that's just going to be using Trello for their personal use, maybe you're going to have just things that you want to kind of plan out for individual projects you're working on or plans used as to do list, or maybe even school projects. So as we kind of scroll down here, we can see that the free plan is obviously going to be the one that offers you the least amount of functionality. So all the different views that we can have are not going to be accessible in our free plan. We're not going to be able to have the AI that Trello has. It's at lasan AI. And then if we scroll down, we can see a few more things here that are going to be not accessible to us. The lower we go down, the more we see the features only applying to the more expensive plan. But kind of other things to note here, at least, if you don't know anything about Trelo and you don't know the kind of functionalities of it, one thing that the free plan is kind of going to enable you to do is that you are going to be limited to ten megabyte uploads in your Trello. So, this should be language that's kind of familiar to most of you. If you know that you are going to be using your Trello to be storing files that are going to be kind of bigger files because you are going to be using this maybe for design team or something of the sort, then immediately a ten megabyte file limit is going to be something that is kind of excluding this free plan. You're probably going to have to go ahead and start considering going to a standard or a premium plan or higher. As we can see, with our standard plan, we have a 250 megabyte per file upload. And this one is actually going to be something that sticks with you from premium. And if you do have an enterprise plan, maybe you could talk about getting higher, but standard and premium plans are going to be having this 250 megabyte per file limit, and you up. Now, let's go ahead and talk about this standard plan more in depth. Who is going to be using the standard plan? The standard plan is going to be most useful for small teams. Again, this one isn't going to be as small as maybe the solo people using the free plan, but you're still going to be smaller teams, but you are going to be someone who values more advanced organization. So with this, we are going to be getting unlimited boards in our worksplace. We get our planners, our advanced checklist. We get custom fields. Again, if these aren't things that are going to be familiar to you, do not worry, we'll be going over all of this in the course. Now if we want to kind of go ahead and move on to the premium plan, the way this standard kind of gives you increased organizational capabilities, the premium does the same thing. It takes this to kind of next level, and what it also grants you and probably maybe the biggest benefit that you get from the premium plan is going to be the Atlasian intelligence. So this is really just Trello version of AI. So what you're able to be doing with this is to kind of make your workflow go a little bit faster. So it can help you generate certain texts. It can help you shorten things. I can help you lengthen things. And essentially, it's just going to give you what you would typically imagine as AI functionality within your Trello. Those are the kind of features, but who would this kind of be useful for? Well, it's essentially going to be the same kind of demographic, same kind of ICP that you'll have with a standard team. But for premium, this is going to be that team that's maybe willing to pay a little bit more. At the end of the day, it's really only $5 extra per month. But what you're going to be getting with this is just going to be increased capabilities. Again, with organizational views. So as we can see down we get to have calendar, timeline, table, dashboard, and Map views. So again, this is just going to kind of help you increase, your efficiency in your dashboard. And really, this is just going to be for the people that are willing to get that extra kind of effort out of the software with that extra premium price. So now that leads us to the enterprise plan. Now, the enterprise plan is probably going to be the one that is least used by a majority of. The way the enterprise plan differs from the rest is really just the kind of amount of control that you have. So as you can see right here, you have organization wide permissions. You have organizational visible boards. You have public board management. You have attachment permissions. You just get a lot of kind of control here with not only what people are able to see, but the users and kind of just the back end version of how you can go ahead and tweak your Trello. So, this one is really going to be for your largest company. These ones are going to be the teams that are 50 plus, and you're just going to be having a lot of people that are going to be kind of here working within your Trello. And another thing that you have to notice here is that this isn't just something that you're going to buy. This is going to be something that you have to contact sales for. So keep that in mind. This one is going to be a little bit longer process. You're going to go through probably a call with one of the Trello kind of sales associates, and they're going to see and run the numbers and see what works best for you. So there you have it. Essentially, if you want, you can start with this free plan over here as you kind of run into roadblocks where you see that you have to pay more to kind of get the access and capabilities that you want, you can kind of slowly move up this ladder. But if you know immediately that this kind of $10 per month, again, another thing to notice here is that this is if it's billed yearly. If you want to buy it actually per month, then you can see that the standard plan is $6 billed monthly, and the premium is 12 50 billed. Oh, again, if you don't really kind of care about this price, this is something that's going to be an easy cost for you to go ahead and take on, then maybe you'll want to go ahead and start directly in the deep end with a premium subscription. Well, that is now enough of talking about Trello, and now it's actually time to get into Trello. Starting with our next I'll see you. 4. Create Your Trello Account in Seconds: Now that you understand why Tralo can transform how you work, it's time to roll up your sleeves and actually get started. So in this lesson, we are going to create your Carlo account together step by step. Don't worry. This part is going to be quick and easy and you'll be up and running in just a few minutes. So let's go ahead and get right into it and start up here with Get Trello for free. Now, an alternate to this is if you want to go ahead and just get started with a paid plan, you can come over here and you can come to either the standard or premium plan, and you could click right ahead to get started. So let's go ahead and go with this premium plan, and we can click Try for free. Now it's time for us to go ahead and put in our email. So I'm going to continue with Google, and then I'll come back. Alright, so from this point, I can just click Create your account. And now it's telling me that this is a new account. It doesn't recognize this email. So what I can do is go ahead and click Create your account. So now it's going to be asking us, what do we want to do with Trello? So as you can see, with these first two, it's saying Trello is the recommended software, and for these two, it's saying to Try Jira, which is another thing that the Trello company owns. We are just going to go ahead and stick with this. We want to organize ideas and our work. So now from this point, we can just go ahead and continue. It's giving us just a little bit of a kind of quick tutorial. All of these are going to be things that I will be going over with you. So now we've actually entered into our dashboard. Our account has essentially been created. Now, one thing to mention here is that when we created this account, we did it on a free trial. We went to the pricing, and we went to premium, and we said, try for free. So one thing that we can see up here is that there's 14 days left, and this is in reference to our free trial. This free trial was given to us without us putting in our credit card information. Now, if we want to extend this free trial to 30 days, we could do so by adding in our payment details. So this is going to be adding in a paypal, a card, or just any kind of payment method. And then just by doing that, we will be extended to 30 days. So this is something that's going to be interesting for you, then you could go ahead and do that. The process of doing it is going to be super simple. We'll just come here. We'll input our credit card information, and then we can confirm now, this one isn't going to be charging us the total of 120 right here. We could also change this monthly, which would be 12 50. It's not going to be charging us this amount when we actually confirm our payment. That will only come at the end of our free trial. So if for whatever reason, you don't want to pay subscription price, then you can go ahead and cancel your free trial before anytime this 30 days before this expires, and then you will not be charged. Okay, so now we have created our account, and it's time to actually get into what exactly is we're seeing here. We'll do that in the next lesson. 5. Master Trello’s Interface Instantly: Alright, so now we are here where we left off. Now, this isn't actually our main dashboard here in Trelo. Now, where can we find that? Well, to actually start going through the interface of Trello and the beginning is going to be where we are able to see a complete overview of everything within our Trello. And to do that, we are just going to come over here and click this, and we are now brought to our homepage. Here, we're able to see a kind of simplified view of everything. So first, what we have is this little panel over here. We have boards, templates, and our home tab. Now, throughout this lesson, as we go over things, I'm going to give quick explanations. But don't worry if you don't have a full grasp on anything yet, because as we progress through this course, we are going to go over every single thing that I mentioned in this lesson in much more detail. So aside from these little tabs that we have right here, really, what everything in our Trello starts from is going to be our workspace right here. And we have one individual workspace right now, and it is titled Trello Workspace. So now, as we expand this list of our Trello Workspace, we get to see a couple of things. Again, we get to see our board. Now, right now, we don't have any boards that we've yet to create. So right now is what it's giving us are templates that we can use. Now, if we come up here into boards, we also get to see that it's kind of the same exact view because we have yet to really create anything. So all of these are going to be, you know, the same view right here. So now the question is, what is a board? Well, if you want to think about your workspace, like your entire business, then you could think about boards, like the individual projects that you might have on a day to day, a week to week, or even a quarterly basis. Boards are essentially going to be individual projects or workspaces for some kind of workflow. Now, as we go ahead and go into, let's say, any one of these templates right here, let's go ahead and go into this basic board. Now, in this basic board, we see that this entire thing that we see right here is a board, and our boards are made up of cards and lists. So we see within this board, what we have are three different list each one of these are made of individual cards. So we can see right here, this list is titled Done. And right here, we have one card within this list that says signed up for Trello. Here we see another list that says doing, and this one is a card that has an attachment, as you can see right here. So this is one individual card, and below this, we have another so, again, if we want to go back to our original example, where our entire workspace was going to be our business, and then our boards are going to be the projects within that that we are working on, then you could think about lists, like the steps that you have to go through to complete this project. And then the cards are going to be individual actions that need to be taken to actually complete the project. To board to list to card. Again, just putting this in kind of most blatant terms that we can use to understand this, we first have our Trello, right? Our Trello is what we are working on. This is going to house everything. Then our Trello is going to be broken down into the individual workspaces that we create. For a lot of you, you're only ever going to be operating in one single workspace. Then this is going to funnel down into boards. Boards are going to be small pieces of this workspace. And then we are going to go to lists, and then from lists, we have our individual cards which form the smallest kind of pieces of information within our Trello. Okay, so now that we understand that, let's go ahead and come back into our main dashboard here. Starting from our workspace, which is the biggest piece of our Trello puzzle to think of, we have our boards, which we just covered. Then if we go down, we have our members. So this is going to be the place that we are going to be able to invite people, invite our teammates, invite our co workers into our workspace. Now, as you can see right here, this has brought us to our settings. So we have our workspace settings right here. Exit out of this and we come back into our dash, I can kind of access the same thing just by coming into settings here. And if I want to come to members, we have all of these options right here. Now, below this, we have Power-Ups. Now, Power-Ups are going to be things that we again are going to be over. But as you can see here, this one is going to be a premium feature. Now, you can use Power-Ups on even just a free plan, but for Power-Ups to be enabled on workspace boards specifically, this is going to be a premium feature. Now, if you're not tracking with what I just said, don't worry we will be going over this later. Have a couple other options here. We have our billing. If we want to change our plan from, let's say, premium to a standard or even a free plan, we can do that right here, and we have an export option. So this is going to be exporting basically any bit of information from our Trello. Now, again, you see this is going to be a premium feature. So this is going to be something that you have to pay for. If this kind of record keeping and all of these attachments and exports are going to be something that's important to you, then again, this is going to be something for you to consider and actually getting a premium another thing in settings that we have right here is we have personal settings. So everything that we saw right here is going to be workspace specific settings. Now, because you're an admin, you're able to go ahead and change these up because you created this workspace. Now, personal settings are going to be things that you can change that really only ever affect you. So we are going to be going over this in the next lesson, but this is just kind of to let you know this exists right here, all under our settings. Now we went over the boards. If we go to templates, we can see that we have this entire list that has been kind of came out of this little tab here. Now, this is because there are so many different ways that we can use Trello. There's so many different use cases. And as we can see, we have a few listed right here. And I'm being honest, that's a little bit more than this is again just going to be something for you to keep an eye on as we kind of move out and move through this course. We can come back to our home view, and this one is going to be more populated. You'll see as we continue with this course with the things that we will be creating with our boards and other information that is going to be relevant here. So over here we have our recently viewed, which is going to kind of just act like browser history. But instead of browser history, it's t so if you were ever in any kind of board that you don't really know how to get back to, this is kind of an easy way to do so. So we have MLO board right here. This is the board that it put us in right when we created our account. Again, we can come back with this. And then we have Links right here. Now, links are going to be more important when we actually have multiple boards that we're going to be because what we're able to do is create essentially like a favorite list. So we can have our boards here that we want to always stay kind of in our visibility. We want to have quick access to them. We want to be able to link to them quick. So that is what this section is used for here. Now, if we come up here, we have a search bar. Now, the search bar is essentially going to work as you would imagine because all of our Trello boards are going to be made up of these cards and these lists. So using a search function, what we're able to do is search for specific words that show up in any one of our boards to then be redirected. So let's go ahead and search up for the word attachment right here because we see that it exists right here. So if I come here and I search up attachment, and then I hit Enter, so next we have our search bar. Now, our search bar is kind of going to operate in a way that you would imagine. The most obvious use case for this is going to be searching for the actual title of our most relevant boards that we're going to be. You can do that. And sure, that one's going to be kind of an easy use case for this, but for the most part, you probably aren't going to have to use that very often because if you know the title of your board, you know exactly what board you're looking for, you're probably just going to come here in your boards, and you're going to just navigate to that one. You know, you have that option. But another thing that's kind of a little bit more useful is what you can do is search for keywords within your boards. So let's say that you have something that you want to get to say, we're going to go to DList. If I search Done, we see that it opens up this specific card within our Trello board. So we can come here and look through, and it just brought us to this super quickly in just one search. Now, another option that we can do is also come in to our Advanced search. Now, our advanced search, if we go ahead and type in this, we're able to filter a few things right here. Again, we'll go over this later. But we're also able to see a little bit more information as to why it brings up the searches that we do. Now, let's go ahead and come back, and we have a couple more things to go over in first, we have our Create button. Now, our Create button allows us to do two things right now. It allows us to create a board or to essentially, again, create a board. But instead of just creating a blankboards going to tell us that we are able to start with a template. Now, next, we have a few different options right here. So this one right here is essentially going to be a support button, which should quickly get you to be able to talk to someone if you have any problems in your board. Another option here is our notifications. So this one is going to be a little bit more straightforward. So if you have any team member that's going to be mentioning something, moving something to your board, or maybe there's some due date approaching, this is where the notifications will show up. And then we just have extra information right here, so this kind of can also work as some kind of customer support. And lastly, we have our account. So this is where we're able to kind of access our account settings, change our theme, able to change kind of more specific settings regards our card, our activity, our profile and visibility. Again, we are going to be going over all of this in more depth, but now you know that this exists right here. Now you have essentially a foundational understanding of how Trelo's interface is structured and what each part of it does. You know what boards, lists and cards are, how to navigate your workspace, and how to use the search bar to find what you need quickly. And again, don't worry if you don't remember every detail yet, because Trelo will become second nature to you as you use it. Now, you can just take a moment to yourself and you can explore your Trello worksplace, click around, get comfortable. And when you're ready, I'll see you in the next lesson where we're going to go into a little bit more specifics into how we can tweak the settings to make Trello a little bit more customized and to make it a little bit more familiar to ourselves. 6. Adjust Key Settings to Maximize Productivity: So now that you know your way around Trello, let's actually set it up so it works for you. So in this lesson, we are going to adjust a few key settings that's going to help you stay organized, reduce distractions, and just make your Trello experience a lot more smoother. So by the end of this lesson, your tre is going to be optimized for productivity and really just your personal kind of preferences of appearance as well. So let's go ahead and actually get into this. And where we're mainly going to be working right now is going to be up here in our account, and we're going to want to come down to our settings. Here in our settings, we get to see a few things. The first one are going to be our notifications right here. So our email frequency, this is going to be when we are wanting to receive emails, these notifications. So do we want it to be periodically, which is going to be sent every hour? Do we want it to be never so we don't get any email notifications, or do we want them to be instantly? With periodically and instantly, these are just going to be a difference in time. You're going to be receiving them periodically is going to be every hour, instantly, is going to be, of course, instantly. And now what we're able to do here is we're able to choose what specific things do we want to actually receive notifications about? So there's a few things that I personally would just not have at and that is going to be me being removed from a card. I don't need to know if I'm being removed from a card because that typically means that I already did my job. So I don't need that to be something that's going to be visible to me. Comments are going to be helpful because these ones are going to be comments on cards that you are going to be a part of. So you're going to have some kind of relative interest into these, so I would keep these on. Due dates. These ones are going to be clear. You're going to want to have these ones on attachments added. This one depends on what you're kind of working with. For the most part, I would just have this off because usually this would just be a double notification because an attachment will probably be added at the same time a card is created. So I would just keep that here. Now, cards being moved, this is also something that I would have on because it might be the case where a card is going to be moved into an area where I actually have to pay attention to it. So that is one that I'm going to have. And then the cards being archived is one that I would personally turn off if I were. Next, we can go down here, and we have a few things here. Some of them may be relevant to you, other ones, maybe not. But for the most part, these ones are all going to be self explanatory here. We have suggestions. So these are essentially just going to be tips. If you want those, you can have them. Me personally, I'm going to disable them because I'm going to be the one teaching you all of these suggestions here, all the things that you need to know with Trello. Marketing emails, I have those already turned off, Cookie preferences here, we have accessibility, and we have just really all this extra information. Again, you can check that out if you want. Now, what I want to next do is show that we have a little bit more settings to work with in our Atlasian account. Now, Atlasian is the parent company of Trello. So here with our Atlasian account, that is what's really connected into our Trello account. And the first thing that we have here, which is really going to be the main thing that we want to focus on is going to be setting in our time zone. So our time zone is going to be important because especially if you're going to be working with people that are going to be across the world, or even if you personally are someone who moves around you want to have one default time zone that is going to be kind of set and every time you do date for something, it's then going to be translated in the time zone of your co workers or your employees or whatever it may be. What I would do is just come over here and make sure that this is something that is actually set for you. So for me, I can go ahead and come down here and then I can set it to a New York time zone. So, right here, I can just set it like that. Now we have this up. There's a few other things here. We have privacy. We have security, so changing in your password, adding in two step verification if that's something that you want to do. And then over here, we have our Atlasian kind of public account. So this is where we can change in our photo, our header image. For me, personally, this is never something that I really pay too much attention to because for me, when I use Trello, everyone is only ever going to be working within our workspace, and it's going to be people that are on my team. And it's just things that I don't kind of need to add in extra information about because everyone knows each other within you're going to be working with kind of other people that are going to be external to you and your kind of business, then maybe this is going to be something that's going to be relevant to you. And again, to access this, you're just going to be coming into your personal settings and then clicking this link here to go to your Alashan account. Now, the next thing that I want to show you is, if we go ahead and exit out of this, and let's go ahead and come to our homepage right here, we have one thing that we kind of already quickly went that is going to be our notifications right here. These are again going to be the things that you chose for you to be notified. One thing that we can do here is we can check this on or off. Then again, we have the option to change periodically. These are going to appear for us. We can have them be never periodically, again, which is just another way to say hourly for Trello, or do we want it to be instantly? I always have them set at in another thing that we can also do here is we can allow desktop notifications. So I have a MAC here. And for me, if I ever had any notifications that would come through my Trello, then what we do is a little pop up would appear right here at the top right of my screen, and if I wasn't in Trello, then I could go ahead and click that and then it would bring me into the now, the next and final thing that we are going to go over here is if we come here into our account, we can then scroll all the way down here past our settings, and we can come to our theme. Now, our theme right now, I have it set to match my system preferences, which right now my system is set to a light mode. But if you want to go ahead and change this, we can come here and set it to a dark mode, which might be a little bit easier on your eyes. Personally, I kind of don't really have a preference between the two, but I think the light just looks a little bit better, at least for the purpose of this course, so I'm going to go ahead and keep it there. Okay, so that is it for kind of our personal settings. Now, we also do have more settings that we are going to be going over that relate to our boards and our cards, but that is going to be a future lesson. Right now, I just wanted to focus on small bits of a kind of way that you can introduce yourself into the software and then just tweak it to kind of make it a little bit of your own. Now, the next thing that we are going to be settings within our workspace, something that we are eventually going to tackle, and that one has kind of its own realm of its own. But once we get there, we are going to be able to see how we can kind of continue this personalization and this tweaking so you can really have full control of your Trello dashboard. 7. Build Your First Workspace from Scratch: Now that we understand the UI of Trello and maybe we even did some slight tweaks to our settings to make it a little bit more personalized, it's now time to take a step in. Because just as we started with understanding the UI, how we started from the very top of looking at Trello as a whole, now we are going to go one step down and we are going to look at our workspace because our workspace are the next biggest units that we can think of within our in a prior lesson, I said that we can think about our workspace as kind of our business. And then we can look at the boards within that workspace as the projects within that business. And then if we take another step forward, we can then look at the list within these boards, which are again going to be another subunit. But if that's not a way that you like to think about it, one way that we can break this down to be even smaller is going to be just thinking of all of these as folders. So maybe you want to create a single workspace for each and every project of yours. Regardless, if you want to only use one workspace or you want to create multiple, in this lesson, we are going to be working all with workspaces. Okay, so let's go ahead and create a new workspace. Right now, we have the default workspace that we had when we created our account, which is just Trello workspace. But let's go ahead and create a new one. If we come up here to our account in the top right of our screen, we can then come here and click create workspace. And we are now brought to this page. It says, Let's build a workspace. So here we get to go ahead and kind of build it. So for this workspace, I'm going to name it Adam Taylor. And then once we have our name in here, we can then move on to choosing our workspace type. Now, in terms of actually choosing any one of these workspace types, it doesn't really change your experience within the workspace. It's more of just a labeling thing. So if you are going to be having multiple different workspaces, then it might be helpful here with kind of joined with your name, you're going to have a workspace type here to organize. What I'm going to do is I'm going to choose education here for our workspace type. And then here with the workspace description, again, this one really isn't going to change your experience, but if you are going to be building multiple workspaces for your business and you want your employees or your team members to know exactly what each workspace is for, then this is exactly where you can do that and putting in a description. For now, we are going to skip this and we are just going to click Continue. And now we have the option to invite our team members. So we have a couple ways we can do this, and we're going to be going over this in a future lesson. But also just right here, what you can do is put in their emails, and alternatively, you can also invite them with a link. But we can just click. We'll do this later. So now we are brought into our workspace. So you can see here right now, it's essentially completely blank. But because we put in that we are in education Workspace type, we can see that we have a few different recommended templates here that we can choose now being in this page, what we can see to kind of navigate between our workspaces, we can come over here and we have these drop down menus, and we are able to see all of our workspaces. Now, if we go back to our main view over here, if we come to our homepage, we get to see our workspaces built right here. And no matter how many you create, you are going to be seeing all of your workspaces. And one thing if you're wondering, a kind of beauty of Trello in that if you have a free plan or if you have an enterprise plan, it doesn't matter because regardless, you are going to be able to create as many workspaces as you want. So don't worry about being limited in that sense. That we have these two right here, let's go ahead and manage that because each one are going to have their individual settings. And one thing to note here is that if we look at our basic Trello workspace, the one that was created when we created this account, we can see that this one is on a premium plan. But if we switch into our Adam Taylor and we come over we can see this one is not. If you're on a premium plan, that doesn't mean that all of your workspaces are going to have all of these benefits. You're going to have this on a per workspace basis. So that can kind of educate your decision as to how many workspaces you're going to create. Because if you're someone that doesn't want to pay for premium on multiple workspaces, then you might kind of look at your Trello the way that I described originally, where we're going to have our workspace be our business, and then our boards are going to be all the projects or tasks that we want to be kind of done or the bigger kind of scaled thing. Okay, so now that we actually know how to create our workspace, how do we get rid of one? So, right now, we have these two, but I only actually want one. But right now, this Trello workspace is my premium one. So this is the one that I want to keep. And I can come into the settings, and then I can scroll all the way down, and we see that it says Delete This workspace. And from here, it just says, Enter the workspace name Adam Taylor to delete. So that's all we have to do, and I can get rid of it. So let's go ahead and do that. Okay, so just like that, we can go ahead and delete this workspace. If we want to go ahead and actually maintain that name, we can come over here into settings, and I can come in and I can edit it right here. And now I can go ahead and type in Adam Taylor. So just like that, we now have our workspace name changed to Adam Taylor, but we have still retained the fact that it is a premium workspace. Now, other things that we can do here within our workspace settings. Firstly, we can come and change the image. So let's go ahead and upload a new logo. So just like that from pulling a file from my computer, I was able to upload a logo right here. So now let's go ahead and look down at the settings of our workspace. Now, the first thing that we see here is going to be at Lesian Intelligence, and that's just Trello AI. Now, admittedly, this one here is a little bit just for show, because if you do have a premium account, then you, of course, are going to have this one enabled. Now, as we go down, we get to see workspaces ability. And this one here, most of you will probably be keeping this on private because this is going to be something that you are going to be using within your kind of team, group, business, whatever it may be where you don't have to have this being public where other people can kind of join that are outside of your workspace. Next, we can look at workspace membership restrictions. So if we want to change this, then what we can do here is we can have anyone be a member in our workspace, you know, as long as they are invited by us. Or what we can do is that we only set it to be specific email domains. So that is let's say that we are Nike, and we only want people within our Trello to be people that are within the Nike kind of email domain. So, to be able to join into our Trello, their email has to end with at nike.com. That is what you are able to do with this specific email domain. Next, we have board creation restrictions. So this one is going to be essentially saying who is able to create specific kind of boards. Public boards, we have workspace visible boards, and we have private boards. And then we can set it to be admins, just members, or no one is able to do this. Now, we're going to get into these roles and kind of what they're able to do a little bit later into this course. But for now, in terms of looking at these boards for public boards, if you have private workspace, then essentially public boards and workspace visible boards are going to be the same thing because you're not really going to have any public boards if you have a private workspace. Workspace visible boards are going to be the most kind of public boards that could be created within a private workspace. And then private boards are going to be boards that are only going to be visible to certain people within your workspace. And we have deletion restrictions. So these ones are a natural extension of the creation restrictions. So I don't have to do much explaining there. And then we have some more kind of specific things right here. In terms of sharing boards with people that are outside of your workspace, guest. You can say, who is able to do this? So are your boards only ever going to be able to send within your workspace or can they be sent to people outside? Can they be sent to anybody? So if you want that to be changed, you could do that right here. So that essentially covers it for our workspace specific settings. So as you saw, the workspace settings are going to be quite simple and straightforward. Being able to create a workspace is just as simple and straightforward. And within our workspaces, we have all of these things that we are able to control. Alright, so that is it for this lesson. I'll see you in the next one. 8. Launch Your First Trello Board: Now that you've got your workspace set up, it's time to create your very first sport. Now, your board is where most of the magic in your Trello is really going to happen. So your board is going to be like your mission control for one project, goal or area of your life. So in this lesson, I am going to walk you through creating your very first board. The first step of this is going to be, as I just showed you, we're going to go ahead and create a new board. Now, of course, we also have the option of working with templates, but that's going to be something that we are going to focus on a little bit later. Right now, we want to learn the foundations. So let's start off with a blank slate here in creating our very first board. The first step of creating this board is going to be choosing a background. Now, here, this one is going to serve purely stylistic purposes. So let's go ahead and just go with this one right here. Now, for our board title, this is going to be what you are describing the use of this board. So let's go ahead for this example and use it as a Trello course title. So I can go ahead and name this Trello course launch. And then next, we get to set the visibility here. So I can set it to be workspace, public or private. Now, in this case, I'm just going to keep the visibility at workspace. And then we can go ahead and click Create, and then we are brought into our board. Now, you can see the default layout of a board is going to have three lists in it already to do doing now, looking at this layout, there's a few quick changes that we can make. Now, down here, we have our views. We get to see what's toggled on and what's toggled off. So right now, our board is only one of these views. Our board is what we see right here. So right now, if I disable this, then we get to see that our board disappears. Now, our inbox is on the left side, and if I turn that off, as I just did, we get to see our board now takes up our entire screen. Then there is also the view of a planner. So this is going to be if we are going to have maybe some due dates, we can now connect this to a calendar to kind of have everything there that is very plain and simple to be able to now, what I'm going to do is keep it as the view we saw before. Now, everything that we see within our board is going to be very easily interchangeable. So if I want to move this around these lists, then I can do so just by clicking and dragging. Now, we're going to work with lists and cards in another lesson, but this is just kind of a quick little intro. We're able to move everything very easily. As I add a card right here, let's say, I put in recording, I can add that one as to do. I can pull it here into doing. And then once I'm done, I can drop it here into the done section. Looking at the board overall, there's also a few more different options that we get to see up here. First, we have the name of our board. And if we ever wanted to change that, it's as simple as clicking and then editing it right here. Now, next to that, we have a few different views. Now, these views are going to be things that we will be going over later. But as you can see, there are just different ways that we can essentially present our information depending on what it is that we actually have in our board. So that one is just there. Now you know that it exists. Again, we'll be going over that later. And over here, we get to see a couple more options. First, we get to see the people within this board. Right now, it's just me, Adam Taylor. Now, next to this, we get to see Power-Ups. Now, Power-Ups are essentially going to be integrations and just ways that we can make our workflow between Trello and other apps. That much more easier. Now, Power-Ups are going to be an entire section on their own. So just know that Power-Ups are essentially going to make your life within Trelo and how Trello interacts with other apps a little bit easier. So next, what we have is automations. As you'd assume with automations, it's kind of going to work in the same way as power ups and making our lives easier in terms of getting things done and getting things moving within Trello. And that's going to be without us having to do the now, of course, the upfront investment in actually setting things up is going to take a little bit of effort, but it's going to be the kind of effort that is going to pay off dividends. Next, we have a filter here. So we're essentially able to filter by a few different options here. Right here, we have due date filters, we have card status filters, we have member filters, and we have labels. Now, again, these labels are going to be things that we would manually be adding to our lists and cards. So that one is going to be stuff that you will see as we progress in this course. Activity, that one is going to be self explanatory. So if any changes had been made, if any activity within a list or card has been had, then what you could do is filter it to see when that activity actually was. And then as we move on here, we have a star function, and the star works just as it does in almost every other thing that you could imagine. And essentially, it just favorites this board. So if you have many different boards and you have a few that you want to keep at the top of your attention, then you can go ahead and favorite them, and they're going to be much easier accessible. Next besides that, we have our visibility. So this is again going to be able to change it from private, workspace or public. And then as we move over here, we have our share function. So this is going to be who do we want to share this board to. Now, remember, sharing a board is going to be a little bit different than actually inviting somebody into our workspace because depending on the visibility of the board and what permissions you have in sharing boards outside of your organization, you're not necessarily going to have somebody within your workspace to actually be able to receive the board. That's just another thing to go ahead and keep in mind. And then, lastly, as we move all the way over here, we have our menu, and our menu is going to give us some of the other options that we saw just here, but also we get to see a few more things. We can copy the entirety of the board. We can collapse all the lists. We can expand them. So the watch function here is essentially like turning on notifications for that specific part of the project. So it keeps you in the loop without you needing to be assigned to everything. So it's perfect if you're managing progress or waiting on any key. Now another thing to note here is that you aren't only able to watch right here. You're also able to watch on individual lists and on cards themselves. And then, again, we have kind of our overarching just things that we are able to do here. We're able to change our background. We're able to do custom fields as we'll get into. We have our board setting. So this is again going to be mostly things that we've covered. But if you ever have any kind of question or any doubt as to where you can do any changes within your boards, then always come here to the menu, and you have most of the things that you could really ever imagine in wanting to make kind of any tweaks, adjustments, or additions to your board. Okay, so that is essentially it for our board. We've now created our first board here, our Trello course launch. So if you ever want to kind of know what exactly happened over, let's say, a set period of time in a board, maybe you created a board, left it, and people within your organization or team made changes and you kind of wanted to know exactly what happened, you could also come here into activity, again, under menu, and you could see all the changes, all the activity that went on within your boards. And also, lastly, if we want to go ahead and back out, we see that we have two boards right here. We have our Trello course launch and my Trello. This is the one that was automatically created. Now, if we want to go ahead and clean up our workview, then what we can do is come over here and I can come here and close this board. Now, if I close the board, if I come back here, then we can see we only have the one board that we actually created ourselves in Trello Course launch. Okay, so there you have it. We've now moved one step down the funnel. We already looked at Trello as an interface. We then went to workspaces. Now we have looked at boards. So as you can see, we are going down this funnel, and next step is going to be looking at the pieces within our boards in our cards and lists. 9. Create Lists and Cards That Actually Work: Alright, now it is time to get to the bottom of our Trello funnel, the pieces that serve as the smallest units to our Trello workspace. And those are our lists and our cards. So in this lesson, we are going to go over everything that you need to know about both these lists and cards and how we can use them to be more productive, efficient, and just overall using Trello in a better way. So in terms of organizing our boards for projects, there are typically two different ways that I will set up our lists right here. Now, again, lists are going to be the places that our cards are going to be housed. And what we can do is we can always drag our cards from one list to another. Now, as you can see with the setup that we have right here, which is one of the ways that I would go ahead and have lists set up in order to complete projects, what you can do is have all of the kind of little pieces, all of the kind of steps that you need to have eventually done in order for a project to be done. You can go ahead and create cards of all those little pieces, and then as people are completing them, you can move them down the line and as we'll go over a little bit more in a second, we're also able to add members so we can essentially assign these specific tasks to specific individuals within our workspace. This is just kind of one way of going about it. You can have it to do, doing and done, and you can even break this up into kind of more specific variants. Instead of having just one to do, what you could do is have multiple lists here that could be arranged by priority. So you could have priority number one being the most important things that have to be done, and then you could have smaller priority two, priority three, just so people understand as to what has to be done first. So let's go ahead and actually rename this to be main priority. And we can just hit Enter, and now this is actually set. Now what we can do is add in another list. So let's say we'd name this secondary priority. So, what we can do now from this point is we can rearrange this and maybe we'll have it right here. So right now this is titled Trello Course Launch. So this can be the workspace where we are going to have all the tasks that are going to be necessary to create the course that you are watching right now. So let's say if we're going to start from the very beginning, what would actually be first would be an outline for this course. So I can type in course outline right here, and then I can click Add Card. Now I can move over to the secondary priorities, and these are the things that kind of don't need to be finished as urgently. So, for example, one thing that I could put here could be a course thumbnail. Then I can again, go ahead and add in this card. As you can see, this is one way that you can organize your list. Now, another way that we can do it is actually organizing the list by specific members of your team. So let's say that you have a very specialized team, and every single person on your team has kind of one job that they do, and they know when it is time for them to do their job. So let's say it passes on from person number one. For our example, person number one could be the person that's going to be create line. And then the next step of this could be recording the lessons. So that can be person number two, and person number two can't go ahead and move forward until person number one is finished with their task. And then we could have a person number three who is going to be, let's say, the editor. So although I did show you how we are able to come in here and assign members, just assigning it by person might be a little bit more straightforward, especially if your team is organized in a way where everyone kind of does it systematically. Every individual is only associated with one specific part of the project. Let's go ahead and do that. I can say person number one right here can be named Salma. And just for example's sake, we can see right here that Salma is going to be the course planner. So next, what we're going to do is go ahead and put in Adam. Now, Adam, that is going to be the face. So Adam here is going to be the face of the brand. You can go ahead and add that in right. And then we can have our last step here be Wellington. And Wellington is going to be the editor. So now what you can do is instead of going ahead and actually assigning these to individual members, what we can do is drag these and put them only for the people that actually has to do them. Now, one communicating here is going to be that Adam here Adam cannot record until Salma is going to be done with the course outline. So how can he know when she is actually done with this? Well, as you can see, whenever we hover over any given card, we see that there is ability to mark it complete. So, when Salma is done with her task, when she's done with this course outline, she can mark this complete, and then it comes over to me over here, and then that means that I know it is my job to start then Wellington might not have anything to edit just yet because I haven't started recording. And what I could do is once I actually start recording, I can add in editing right here for Wellington. But in reality, what we'd probably do here is actually break it down into smaller pieces. Or another way that you can do it is break it down by section of the of course, all of you that are going to be watching this course are probably not going to be doing this exact example that I'm kind of talking about here, but you can see how you can kind of translate it into your own either business or your own team or your own projects that you're working on. So again, just continuing on with this example, if I type in here lessons one through five, then everyone in this board can see that it's clear that I am the one that is assigned this task right now. Once I complete it, instead of just marking it complete, what I can then do, which is going to be more clear, and what Wellington can then be notified by is if I change this right here and I now assign him this card under his list. So he sees it clear as day, and now Lessons one through five is on him to bit. So you can kind of see the two ways that we can use these lists for project here, our first way is going to be if everyone is potentially going to be working on a bunch of the same tasks to get one project done, then it might be better to have it set up like this where you'll have priorities, you'll have your doing and done sections right here. And another way that you can look at this priority thing is if you have a kind of guideline of everyone in your workspace, you understand how you are using each board, then what you can do is set it to be whatever is at the top of a list is the main priority. Everything else that follows is going to be following priority. So here, if we want to set it like this, then we see course outline is going to be the number one priority, and then recording is a second priority here. Now, using this stacked prioritization method can be something that you use for both of these methods here in actually planning out and using lists, right? Because right here for each individual person, depending on who's kind of doing all the planning, maybe Salma here is going to be planning, what's the prioritization for our editor Wellington? Because maybe he has a few different things that he has to. Again, here, looking at our second way of setting up our list. This one is going to be better if every individual person on your team fulfills one specific purpose and the kind of flow of completing a project goes from one person to the next. So now that we have this kind of overview of the best practices of using lists and cards, let's actually look at the options and the specific actions that we can do within these lists and cards. Starting here with our list, which are a little bit more straightforward. Right here, we have the option. First one is to add another card, and that's going to be the same thing as clicking right here. Now, we can copy this list, and if we copy this list and click Create, then we get to see that copying it is essentially duplicating it. Now, if we want to get rid of a list, we're going to come down here and we are going to archive this list. Now, that's essentially deleting it. Now, if we go down and we can move it between boards, which is going to be the main function of using this. Otherwise, you can also change the position, but, of course, it's going to be much easier to just drag and drop. As we go down, we have the watch function as well. So this one, again, is going to be turning on notifications for this. So this one can be mainly useful, especially if you are going to have person specific lists. So you can make sure all of those individual people make sure that they turn on the watch function for their list. Then we also have different things here. We can change the list color. As you can see, this one is a premium feature, so you're not going to get this with a standard or free plan. And then we have some automations that will also go over. Now let's actually look at the cards themselves the cards give us a little bit more to do. Now, the cards, as I've been saying, are acting as the smallest units of our Trello kind of workspace, our workflow, our Trello experience. But just because they're the smallest units doesn't mean that they have the least capabilities, as you can see, we get to do a few different things right here. So, essentially, what we're able to do is even though it is only one simple card, it doesn't just have to be a few words. What we can do here is add in a lot of things here. So we can add in labels, for example, let's go ahead and add in a green label here. Now, we can also add in some dates. So right here, this is can be a due date. So let's say this one is going to be due at the end of next week. We can set it to be Friday, and then we can save that right here. We can assign in members. We can put in attachments. Now, remember that depending on your pricing plan, that is going to affect how big of a file you are able to upload here. With your free plan, you only get 10 megabytes per upload. But with any plan above that, so a standard or premium plan or even an enterprise plan, you are able to get up to 250 megabytes per file upload. And lastly, you can also set in a location. So let's say that this card is going to be some kind of meeting. So you have your annual meeting, and you could set it in to be, let's say, a local coffee shop, or it could be the specific building location of your company. Even taking it to a smaller level, it could be something within your company, a location within your company. Let's say the water cooler. And then additional to this, what we're able to do is add in descriptions and comments. So these comments can be especially useful if these are going to be some kind of tasks that one person is mainly going to be completing. But you, just as a secondary individual, you want to kind of give your thoughts. So for example, for a course thumbnail, you could go ahead and give some kind of thoughts as to what your vision for the thumbnail could be. Whenever you type it in, it's as simple as clicking Save and then it's going to be posted here into the card. Now, if we back out of this card, we can see a couple of things that make it look different here. First, we have a label. We have this green color here, and then we have a dude. Now, the labels can be kind of business specific things. If you want to set the labels to mean whatever you want, green label could be associated with being done with a project. So let's say that we are using this kind of way of organizing our every individual is going to be working on whatever cards are under them. Now, what we can do here is we can set the green label to mean done. And what we can do is set the yellow to mean in progress. And if there's no label or maybe the red label, this means that it's done or another thing that you can do is have another color, let's say, orange, and this means that whoever put this label here, they need some kind of guidance. They need some kind of attention to this specific card where maybe they wrote in a comment, and they need someone else on the team to give some input before they can go ahead and proceed with whatever piece of the project is. Lastly here within our card, another thing that we are able to do is change in the cover here. So what we can do is change it to be as such, and now we can see that this card has now been taken up by this color right here. So we could go ahead and remove it just like that. If you want to set this here, you can set it to be purple, red, gray. And depending on this size right here is how it's going to appear within our lists. So as you can see, having this setting only shows at the top, and then when we have it like this, it shows it to be the full. Alright, so there you have it. I know that was probably a lot to take in, but if you ever have any problems or any questions along the way of your Trello, feel free to drop questions where me and my team are going to be in the Q&A section 247. 10. Manage Team Members and Guests the Right Way: So now we've gone through and we've looked at every single step of our Trello funnel. We started off with our user interface. Then we moved down to our workspaces. We looked at boards, and then cards and lists. But now I'm feeling a little bit lonely in here because we're all by ourselves. So now I think it's time to go over how we can invite other members of our team within our workspace. So as you can see, what I just did here is I came here to our workspace, and then under this, I came into members. So here we have the option to just click This plus, and then I can put in the email of anyone that I want to go ahead and invite to our workspace. Now, alternatively, I can also create this link. And as you can see, the link has now been copied, so I can just go ahead and email this over to anyone that I want to join our workspace. But first, we should actually go here into our view right here under our settings. So now what's going to be important to clarify is going to be the difference between workspace members and workspace guests. Now the main difference here, which most of you are going to kind of put the most attention to is going to be the billing differences. So Trello charges based on how many people have access to paid boards inside a workspace. So if you invite someone into a premium workspace and then give them access to even just one board, they count as a billable user. So if we come back here into our pricing plan, then we get to see that these are per user per month. So this is going to be something that you are going to have to pay per individual within your workspace that has access to all So if you have a three person team that includes you, then that is going to be $30 that you would pay for a premium workspace. Now, what a guest is able to do different from a workspace member is that guests only access individual boards at a time. So they have to be invited to specific boards, and then they are going to be granted access to that, but not access to the other boards and everything else that that workspace holds. So that's just going to be something that you have to keep in mind. Now, let's go ahead and actually invite somebody into our workspace. So I can come up here and click Invite Workspace members, and then let me go ahead and type in my friend, Sir Slack. I typed them in right here, and now I can click this and I can just go ahead and send this default message right here. And then we get to see kind of overview of how the charging is going to work. Because this account is on a free trial, we see that I'm not going to be charged until the free trial is actually over. So now I can go ahead and click Send Invite to our friend Sir Slack, and then we are going to see when he accepts this how this changes right here, and he will be listed as a member. So let's go ahead and move over to Sir Slack's email. Right here, we get to see that Adam Taylor has invited our friend here, Sir Slack into their workspace. So let's go ahead and click Go to Workspace and we can open up this pop up. So right here, we are then going to be prompted to create account if we don't have one or we could log in. So this is going to be something that you can send out to your team, and if they have to sign up, they can go ahead and click Sign Up. And we know what this process is. It takes only just a few seconds. So I'm going to go ahead and sign up, and then we will see how this looks on our original Okay, so here we go. We now have SRSlaC here in our workspace. So when you have people join in your workspace, what you're able to do is give them a certain amount of privileges. And right here with SER Slack, we can come and click this dropdown, and we see that there are two different options. There is the normal, which is going to be the default setting given to everyone that is invited within the workspace. And what the normal is the basic very things that you would imagine a person would be able to do within a workspace. They can view, create, and edit workspace boards. But an admin is able to do all those same exact things except they're able to change the settings for the workspace. And this is essentially the highest privilege that anyone could have because there's no more there's no higher level of control within a workspace than being able to change the settings within the workspace. Being given that right of the settings and being able to edit all of the permissions on the boards, that can essentially mean that they can completely erase your workspace if they please. They're going to have the same exact privileges and same exact kind of things that they are able to do as you as the creator. So just keep that in mind, an admin permission isn't one to just throw around. This is one that you kind of want to give to people that you trust. Now, again, just kind of in this same realm of workspace members, if we come into our settings, then we want to look here at our board creation restrictions. This is kind of going to go hand in hand with the permissions that we give each member. So again, we have two big kind of groups right here. We have creation restrictions. So who can create boards, and then we have board deletion restrictions. So who can delete boards. So if we want to look at this, we can choose who is able to do what. If we want to only give our admins the ability to delete boards, then we can do that right here. And if no one is going to be able to delete a board, then you can also change that as well, right here. But just know that admins are also going to be able to come in and change these settings. So just because you said that nobody is going to be allowed to delete a board, that doesn't mean that other admins would come in and change the setting and then go ahead and delete boards themselves. So that's just something to keep in mind. But now you know how to invite people within your workspace, so you're no longer lonely, and now you can be more productive. And you also know how to manage permissions for those members. Alright, that's it for this lesson, and I'll see you in the next. 11. What Makes a Good Workflow?: Talk workflows. You might have heard the term a dozen times by now. Maybe in some productivity blog or in a random slack message that said something like, we need to rethink our workflow. But what actually is a workflow, and more importantly, what makes a workflow good. In this lesson, we're going to zoom out a bit and talk about the high level elements that make a workflow effective. Now, this doesn't apply exclusively to Clolo, but we'll see how it comes together in a bit. But before we start creating the boards and assigning tasks, it's crucial to understand the why behind it all. This is one of those foundational lessons. Once you get this, everything else, boards, lists, cards, and labels will all just click into. Its core, a workflow is a repeatable process. It's the sequence of steps someone or something takes to get from point A to point B. Now, this might be a person writing a blog post or a design team delivering a new homepage or a client onboarding pipeline. What matters is that it's not just random, but instead it follows a path. So you're not just waking up every day and reinventing the wheel. Now, here's the thing. Not all workflows are good workflows. In fact, most people operate with messy, bloated or just unclear workflows. And naturally, they're going to pay the price in time, stress, and results. I know this may be starting to sound a little boo boo, but trust me, this is the key in project management or productivity. Why you ask? Well, let's say that you're managing a marketing team. You've got bog writers, graphic designers, a social media manager, and a video editor. Without a good workflow, what happens? Nobody knows who's doing what. Due dates are scattered across random Google Docs or DMs. People are duplicating work or just forgetting tasks. And the same question gets asked over and over and over again. Or it's chaos. Now, compare that to a clean and effective workflow. Every task has a clear status. Everyone knows their responsibility, deadlines are visible and respected and handoffs are smooth. Well, that's what we're aiming for a system that keeps everything moving, even when you're not actively micromanaging. Actually, this example isn't just random. It's exactly what one of my clients hired me to do for their marketing. I can't say their name, but I can say that if you've played a strategy game online, then you've probably played my client's game. Now, the main thing that I did for them was organize their workflows, implement some standard operating procedures or SOPs, and we doubled their production and got their new content of perform 40 times better. Now, let me give you some pillars to keep in mind for a good workflow. Let's break it back. A good workflow, especially in a tool like Trello, will usually include five key ingredients. First of which is going to be clarity. The number one goal of any workflow is to create clarity. Everyone on the team should understand a few things what they're supposed to do, when they're supposed to do it, and what happens before and after them in the chain. The clarity is going to start with a good labeling, naming and structure, and we'll cover all of that in the next lessons. The second thing to cover is visibility. A great workflow is one that you can see at a glance. In Trello makes this easy with boards, lists and cards, but only if you set it up right. Now, when it's done well, anyone should be able to jump into the board and then immediately understand the project status. Visibility is also what reduces those. Hey, just checking in messages. Now, the third thing is flow, and this one's in the name, workflow. A strong workflow has momentum. It's smooth. There's a natural path forward and everything has a place. If your process constantly feels like it's getting stuck or bouncing between random places, then it probably needs a better flow. And you'll want to design your trial list with this in mind. Each list should represent a logical stage in the journe. Now, don't worry, we'll walk through some examples of this in the hands on section coming up. Number four is accountability. Now, no workflow survives without ownership. So this means that every card and every task and every stage should have someone responsible. So even if a task is shared between two people, one person should still own the outcome. Now, this is actually key, and it took me a while to learn this. I can't tell you how many times I've seen great plans that simply weren't executed because they didn't have a person assigned to every single step. So essentially, for this, just make it painfully obvious who is doing what? Now for number five, and that is adaptability. So, finally, a good workflow isn't static. Your team evolves, your projects shift, and your tools improve. The best workflows are the ones that you actually revisit. So you tweak them. You can cut out steps that no longer matter, and you can simplify when things get bloated. The truth is a great workflow isn't perfect. It's just constantly getting better. Okay, so hopefully you can see how it's not so now. Well, let's take a step back. What does your workflow actually do for you or your team on a deeper level? Here, what I found after working with dozens of teams is a few things. Good workflows lower cognitive load. So, in other words, they free up brain power. Instead of wasting energy figuring out what to do next or where something is, you're just going to follow the flow. The biggest friction in being productive, and there are many, many studies on this is knowing what to do next and shuffling between tasks. So if your workflow is set up well, then you can minimize those factors incredibly. It also builds momentum. So when your system is clean and tasks moves smoothly from stage to stage, then people feel progress, and progress is addictive. That's why sometimes the biggest shift isn't in the work itself. It's how your brain perceives the work. Okay, back to specifics. Now let me just tell you some common mistakes. First of which is overcomplicating everything. You don't need 12 lists and 40 custom fields. Just start simple, get something working and then evolve it. The second mistake is assigning everything to everyone. A task with five people assigned is a task with no owner. So clarity dies in ambiguity. Again, it should be painfully obvious who is in charge of what? The third mistake is skipping the De stage. Should always be a place for completed tasks to land because it creates closure and lets your team celebrate progress. And finally, the fourth mistake is forgetting the why. A workflow is only as good as its adoption. So if your team doesn't see the benefit, then they won't follow it. So don't just build a system, explain it, and help people understand why it's useful. It can be a huge hurdle to retrain people on how to work. So make sure you set up the foundation right and clearly. Okay, so now you know what makes a great workflow. And the next lesson will be building workflows. You'll see how to structure your lists, name your cards, create checklists, add automation, and more. But keep this lesson in the back of your mind as we go because every single click and drag you make in Trello should be tied to these five ideas. Clarity, visibility, flow, accountability, and adaptability. That's how you go from just using Trello to building a real system that powers your business or team. So now here is your mini check list to review before building a workflow. Do I know the core stages this process goes through? Does each stage naturally lead into the next? Can someone new understand this at a glance? Does every task have an owner? And is there room for this to fall? If you can confidently check all five of those, then congrats. You've got the foundation of a great workflow. 12. Structuring your lists for flow : Boards as a whole are important. Yes. But your individual lists can't just be forgotten or blown off. That's because they determine how information flows, how your work progresses, and how your team understands this state of things at a glance. A good board layout feels intuitive, but a bad one can create friction, confusion, and eventually just dropped balls. So in this lesson, we're going to unpack how to structure your Trello lists for real flow. So what a good list setup looks like, different structures depending on your use case, and how to balance simplicity with power. There's no one right way to organize a Trello. First started using Trello, I spent forever trying to find the most optimal way of making use of the software. But the truth is done is better than perfect. So you need to just make one for your situation and then let it evolve over time as you watch this course. Now, with that being said, there is a wrong way. And that's whatever structure doesn't help you or your team get things done faster, easier, and with less stress. You'd be surprised at how inefficiently I've seen my clients use Trello or other project management software. So much of the time they feel fancier techie, but they end up just making things more complicated than they should. And I don't want you to fall for that trap. Your lists act as the phases in your process. Each card moves from one list to the next, so the layout should mirror your real workflow. So the question that you should be asking is, if I looked at this board for the first time, would I instantly understand what's going on? The answer is no, then your list needs some work. Now let's start with the most common structure, the status based format. So that's from to do to in progress to review, and the last list is going to be done. So each list here is a clear status update. You create a card in to do, and as the work starts and progresses, you move it across the board. So, this works because it mirrors how people mentally process work. It also reduces context switching. And it gives you a conbn style visual of progress. You'll find this structure everywhere from then teams to design studios to marketing agencies. It's simple and it works, and it's a great starting point. We actually use this for every single one of our courses to date. It's a classic. Now, depending on your use case, there are other structures that might work better or complement the standard flow. The first of which is going to be category based. So you can use lists to separate different types of tasks. So for example, you can have email campaigns, landing pages, SEO updates, and blog content all on their own lists. Now, this is going to be great for content calendars, product roadmaps, or marketing boards. Another approach that you can tackle is time based. So, this can be a board that consists of lists like this week, next week, backlog, and later. One of my clients ran a software company, and all of their tasks had a priority label. So something like urgent, important, nice to have and SDQuest. That way, everyone knows if they're working on the crux of the business or they're just prioritizing the wrong thing. We talk about this priority labeling as something we attach to the cards in our list. But you could also use the list and actually create them in a way that is priority based. So instead of being an add on to the cards within the list, they become the title for the list themselves. Next, we have team based labeling. So you can use lists that are based on roles or departments. So this can be like design, development, marketing and Ops, all, of course, having their own list titles. This really just serves for each team owning their link. So this is going to be helpful for large collaborative boards. And lastly, we have milestone. It's going to be using lists that represent project phases. So like planning, execution, review and launch. These ones are going to be perfect for one off projects or product launches. And now let's zoom in on some practical tactics for these lists. So first, we want to keep our list names short and action oriented. So this one might feel like an obvious one, but it's still important to point out. So instead of saying something like tasks I need to do at some point, just say to do. The next thing is that you want to avoid too many lists. Now, if you find that you have to constantly be scrolling on your board horizontally, then it's probably too many lists that you have. So, about four to seven lists is a good sweet spot. Definitely not much more than that. Next tip for flow is going to be using labels and filters, not more lists. So you want to resist the urge to make a list for everything. Instead, you want to use labels to categorize cards and filters to view the subset of tasks. Another tip that I have is to separate backlog from to do. Now, to do is going to be one of the basic lists that we will have when we create a board and Trello. But backlog isn't one of those. And I say that you should create a backlog list because you don't want to clutter your active work list with long term ideas. So instead, you can use a backlog list as a parking lot. Or this can just be a brainstorm. Another thing that you want to look out for is you do not want to let your done list overflow. So to fix this, you just want to archive regularly. A done list with 300 cards becomes noise. And now let me save you some trouble by telling you what not to do. One thing that I've said before, and I'll keep saying is that you do not want to use Trello, like a static to do List app. Everything lives in one list with check boxes, then you're not getting the full value of visual flow. And another thing is that you don't want to mix too many types of tasks in one list. And what I mean by this is that when every card is different, it's hard to prioritize. So you want to create a separate list or use labels in these scenarios. The next thing that you want to avoid is letting your board grow stale. Now, the structure is only as useful as it's maintained. So if nobody moves cards, updates due dates, or checks the board, then it will die. So make it a habit and use it daily. And that is how you create flow. So here are a few examples of how teams can structure Trello first, we have a content marketing team. Their list titles can be as follows, content ideas, assigned in draft, in design, scheduled and published. Next, we have a software development team Product Backlog, the Sprint in progress, Q&A and done. Next, an event planning team. We have venue logistics, speakers and panels, sponsors and partners, marketing plan. Post event follow up. So different formats, but same principle. Each list is a phase, and each card flows through the system. Okay, now just for a quick recap. Your list structure is going to determine the clarity of your board. You want to choose a flow that matches your real world process. Keep it clean, focused, and visual. Use labels and filters to avoid overload and think in phases, not just categories. All right. I'll see you in the next 13. Use Labels to Prioritize and Organize Everything: So as your Trello board grows, things can get messy very fast if everything just looks the same. Now, that's precisely where labels come in. Because labels are color coded and text coded tags, they can help you instantly see what's important, what category your task belongs to, or what needs your attention. So we briefly went over labels earlier in this course, but now I think it's time for us to go into a little bit of a deeper dive of. So the place that we assign these labels are going to be within the cards themselves. So if we come here to labels under any one of our given cards, we're given all of these options right here. But as I just told you in the beginning of this lesson, what we see is not only going to be color coded, but they can also be text coded. So what do I mean by this? Well, if we go here on any one of these given labels and we edit them, we can put a title for them. So we can assign this title to be, let's say, something that is low priority. Then I can save that. And now, if I check this label here for the course outline, we get to see that it has its label right here, and if we go ahead and click on it, we get to see the description of what the label is. And we get to see here that it's low priority. Now, these titles are mainly going to be helpful when you are first kind of asserting what each of these labels mean. Because eventually what you and your team are going to get to is going to be a point where you just see this color and you're instantly going to know what it means. What are some ways that we can use these label? Well, the first option is going to be what you just saw me demonstrate right here. And that option is going to be priority based labeling. So that means that you can have a few different colors, and they can all be associated with a certain level of priority. So let's go ahead and now edit this orange one, and we could set it to be medium priority. Then we can save this, and then we can edit the red one to be high priority. And then we can save this. So, right here, we see the first kind of set of ways that we can use these labels. We can have green mean low priority, orange medium and red mean high priority. Again, this is how you can see them right here. Now, another way that we can use these labels. Option B is going to be category based. So here with category based, what we can do is now come here into labels, and we can assign colors to maybe specific segments of your team, specific groups, or whatever it may be that kind of breaks down way that you're using Trello or the team that is making up your Trello workspace into their own groups based on colors. So for this example, we can have the blue one right here, be members of your admin team. And then we can save that and let's apply purple may be your content or marketing team. And now, yellow, let's say that this one is going to be our sales team. So now we have our labels broken down into three categories, an admin team, content team, and a sales team. So, of course, you can extrapolate this for your own use case of Trello and create categories based on your team. Now, the third thing that we can use labels to kind of delineate is going to be person based labeling. So of course, with person based labeling, it's going to be exactly what you would assume, and that's going to be creating labels for individuals within your team. Now, of course, this kind of approach is going to work best for smaller teams on Trello. If you're going to have a bunch of people, say, 15 plus individuals on Trello, then you're probably not going to be using this method. Now, one reason for that specifically is that we only have so many labels that we can use. Right now, in just creating these two categories prior to this, we have used up the six right here that come kind of default. But of course, what we can also do is click Create a new label, and we have all of these other color options to use, as well. Now let's go ahead and use this bold pink. And then we can title this one Adam. So we can go ahead and click Create, and we see that it's now added here to our list. Now we can create another one. We can make it this lime green, and we can name it Jeffrey. We can create. And that is now added. So now with this person based one, you get to see that we can title these by people. And, of course, as you're going to be using this and as your team becomes familiar with all these labels and their meanings, you're not going to have to get people to go ahead and click in this to see exactly what those labels mean. Your team will get to the point where it's just going to be an automatic understanding just based on these colors. The last thing to know in using labels are going to be the filtering options that we have within our board, to be able to filter by these specific labels. So if we come up here to the top of our board and we come to this options menu, we can come to filter cards. So if we click Filter, then we can come down to our labels. And we get to see here we have three of our labels that we are able to go ahead and filter. If I select low priority, then we get to see only the card that shows up right here is going to be the one with that label. Now, of course, we're able to select multiple, and if we want to access all of our labels, all we have to do is click this drop down, and then we get to see all of the labels that we've created and we can filter by as many as we want. So of course, the natural extension to the kind of use of these labels is going to be how you use them in tandem with the way that you have your list flow set up. So, for example, with this setup that I have right here, that's based by priority doing and done, then what I probably wouldn't need to use here is going to be the priority based labeling system because my lists are already set up in this priority based way. So instead, what I could use is going to be this category based labeling system, or even more specific, the person based system. Now, if I had my list set up in, say, a person based way, then having a priority based labeling system is going to be something that could easily and efficiently improve my workflow here with Trello. So just like that, you've added a powerful layer of clarity to your Trello. Labels help you see what matters at a glance, group related tasks, and stay focused without digging into every single one of your cards. So whether you're using them for priority levels, categories or project types, a simple label system can make a big difference. 14. Power Up Cards with Checklists and Subtasks: So some tasks are simple, like sending an email, for example. But others, they've got five moving parts and a dozen little tasks. So that's where our Trello checklists come in. So a checklist can be used to take a bigger task, for example, recording this lesson, and we can use them to break that bigger task into smaller, more actionable steps. So let's take the example of recording this lesson. So I can have that here as a card in itself, recording a lesson on checklist. Now, we can see that this acts as its own task, right? I have to record this lesson on checklist. But as you can imagine, there's a few steps that actually go into recording this lesson. So in order to keep track of all this and have it be a more kind of digestible thing to go ahead and accomplish, we can take this bigger kind of idea and break it into a checklist. So, right here, if we click on Checklist within our card, we're able to create a checklist. Title it whatever we want. And once we decide on the title, I'll just keep it as checklist for now. We can click Add. And now we see the entire new section in our card has been created, and it's titled Checklist here. So what we're able to do is add in multiple items here. So let's go ahead and add some here just for an example. So for recording this lesson on checklist, the very first step of this is going to be planning the lesson out. So once I have that one here, I can then click Add. Now, the next part of this is going to be actually recording the lesson. So let's go ahead and add that one as a checklist. So I can then add recording a walk through demo. And then, lastly, we can just have editing lesson. So now we have three sub tasks here that are going to make up completing this entire card here, which is recording our lesson. So what we can then do is as we check things off, we get to see there are three separate tasks. We see that checking one off completes 33% of the total. Then as we check these off, we can finally have 100% of this completed. If we look at it in this view, we get to see that all of our cards with a checklist are going to have this little denotation right here that there is a checklist in this card. And as you can see right now, because I only have one checked off, we see that there is one out of three in the completion. Now f I check. To that we get to see. Now it's two out of three. And then, lastly, when we have this all completed, we now see that it's not only three out of three, but our checklist has a green background to it. Now, another thing to note here is that per card right here, we're able to have multiple checklists. So what if completing the card on the task takes multiple people, each having multiple steps to completing their part of what this card's project is. If that's the case, then what you can do, kind of a smarter way of keeping organized, is that you could create multiple different checklists. So let's go ahead and click Create Checklist. And what I can do is I can title this, let's say, a person's name, mine, Adam. What we can do is add this in right here. So we now know all of these are going to be assigned to Adam. So now, another thing to note here is, let's go ahead and type in a task right here. So if we have this record lesson task, and it's for Adam, another thing that we're able to do is assign it to Adam. So me, I can go ahead and assign this to myself right here, but another thing that we're also able to do is add in a due date. So, if this is going to be, say, due one week from now, then we can set that there, and we can even set a reminder, as well. But what we can do is save that, and then we can add that in. So now we see not only is this due date here, but the assigned individual is also here. So you can create as many checklist as you want, and you're also able to assign them to individuals, but just know that assigning these to people and your workspace is going to require a premium workspace. So yes, it can help you keep organized, but it is going to come at a little bit of a cost. Now if we exit here, then we're also able to see how this is going to look with multiple checklist. So instead of seeing multiple checklist kind of icons right here beside each other, you're going to see the total amount of checklist items and how many are completed. So just a second ago, when we only had this checklist, we saw that it had a green background because this checklist was fully completed. But as we add in a new one, we are going to see that this is now showing three out of the total four right here. Along with that, we are going to see the due date of whatever task is soonest due. So just keep that in mind. If you see a date here, that doesn't mean that everything is due on this day. This just means that there's at least one task in there that is due at this soonest date. So there might be other tasks in there that are going to be due at a later date, so just keep that in mind. Now, of course, as you imagine, this is going to have so many use cases. So from client onboarding to a social media post creation flow, you can really do so much with these checklist. And best practices here to kind of just keep as efficient as possible and having these checklists actually help you instead of just noting random steps in your process is that you want to keep them short and very actionable. So, for example, if we're going to be writing a script or really doing any kind of task, and we find ourselves struggling to start, instead of just having write script, you could have an alternative of just write the intro script. And then from that point, you can go on and delineate those bigger pieces that are going to help you actually get your entire card complete. So just like that, your big tasks are no longer intimidating. Checklists are going to help you see exactly what needs to happen, track progress as you go, and stay focused one step at a time. Alright, let's it for this one. I'll see you in the next 15. Save Time with Trello Templates: Sometimes you might find yourself creating the same kind of board over and over again, despite you knowing that you have some room for some efficiency optimization that could go on there. And maybe you're approaching a different kind of project than you usually create boards with. And you don't know what the best way to set it up is. Well, in these cases or really if you just want to get some kind of board inspiration, coming here into our template section of Trello can be a great place to really just kind of hone in your Trello skills and just get this kind of inspiration as to how you can steal these little efficiency hacks for your own Trello boards. As we can see here, under their templates, we have a multitude of sections right here. From education all the way over to sales, there are so many different templated boards that we could go ahead and check out. So that's exactly what we are going to be doing in this lesson. Let's go ahead and actually filter out of these featured categories. Let's go and travel to project management. See what we have here, because Trello is going to be a place where a lot of people are going to be using the software to do exactly this. So when we're looking in these templates, there are a few things that we want to know. So, right here, we have two different metrics right here. We have the amount of people who have viewed them next to this eye. So with this board, it's 312,000. Then next to it right here with this kind of copy icon is going to be how many people actually went ahead and copied this board into their workspace to actually go ahead and edit themselves. So we see the ratio here is 312,000 to 47,000. So this is just something that you are going to want to keep in mind. I mean, when you're going to be looking at any one of these given boards, it's really just a click of a button to then check out how these boards are going to be set up should just know that if the ratio doesn't seem very convincing, there's way more people who viewed it than actually copied it, and that might not be one that should pique your interest. For example, this UNICEF one right here is an example of that. We see almost 50,000 people have viewed it, but less than 5,000, 3.2 thousand people have actually copied it. So this isn't something that people have found very useful, but maybe because of the branding here in UNICEF, a lot of people have now, one that we see kind of immediately that has quite a great ratio is this project management template that is no surprise made by the Trello marketing team. We have 4 million views and 1.7 almost 2 million copies. So this has almost a 50% conversion rate from people that have viewed it to actually copied it and to use it. So let's go ahead and take a look here. With a lot of these templates, we see a kind of overview of what they have to offer here. But if we just go and scroll down, we get to actually see an actual kind of preview of this template. So here we get to see things that are kind of familiar to us. We first have labels right here. We see lists here that are also familiar. For example, the to do list right here, this was one of their basic ones. We have the done here we get to see as well that they have checklist in use. If we click on any one of these cards, we are also able to see preview of how they look within them. Now if we come up, we also get to see this right here. This one has a cover on it, so it makes it look maybe a little bit more enticing to even click. For now, let's actually go ahead and go back. And let's take a look at a few more of these templates. Now, right here, with this template that's titled Trade offs, we get to see another kind of benefit that templates serve to us, and that is inspiring us to use Trelo in a different way than we might have originally thought. For example, this template right here is all about weighing the trade offs of any individual given project. We can see about this template right here. It says, every project has trade offs, such as cost or define and prioritize them now to save time later. So we also get to see instructions for this. So the Alaian team here created instructions as to how to use this board. But essentially, they're saying here, list all the trade offs that are going to come with this project that you are going to be using this board for. And then as we look over here, we get to see other lists that are going to be defined by their flexibility. We have the most flexible on this end, and we have least flexible on this end. And it essentially just says, you can use this board to kind of determine whether or not a project is kind of worth pursuing at this moment. This one can kind of potentially be a great one for you to either copy yourself or it can just be a source of inspiration. Now, let's go ahead and keep looking on for some more templates. This right here is another template that we can see has pretty good stats associated with it. We have 762,000 people who have viewed it, and over half of them have actually copied it and used it as a template in their workspace. So let's go ahead and look at this one. Now, as you can see, kind of just immediately scrolling through. This isn't anything that is using cards in any way that we kind of haven't discussed yet. But really, kind of the beauty of it and where it shines the most is just the workflow. The way that they've actually set up these lists in a way that kind of inspires people to not only identify the things that are most important, but also there are spaces here for some collaboration and even some kind of celebration here with the awesome things and when. This board just really has a lot of lists here, and it can be a good thing when used in this kind of setup where each list has a very kind of specific priority. So we get to see these first ones here are all about getting something done, right? We have current spreads. So these are going to be the things that are going to be the most pertinent and the things that are going to have the most focus of the team. There's in progress. So this might be things that are just right behind current sprits and they might be longer term projects. Then we have things that are on hold, which may mean that whenever any team member is free, this is kind of something that they can come get back to. We have mixed up, so this is just making sure that everyone on the team is aligned in so far as where the direction of the team or business is going and open questions that anyone can kind of drop in just so there is a minimal amount of confusion. And again, so everyone is kind of on this same board. Now, how do we actually get one of these templates into our board workspace? Well, to do so, it's super simple. All we have to do is come over here. We can click Use Template, and then we can title it. So we can go ahead and keep it as such Agile board template. And we just have to select which workspace is this. Now we only have one here, so that's perfect for us. And then we have the option to keep the cards and the template cards here. So if you want to keep everything that is here, you can go ahead and select those. I'm going to keep those on. So we can go ahead and click Create. And now we are actually bought into the full view of this so again, this template section that we just went over, even if you're never going to actually pull a template for your own use, they can still be super valuable for you to actually just go through and get some inspiration as to little tweaks or little adjustments or additions that you could add to your own boards that might increase your team's efficiency. Because again, we have so many templates right here to work with. We have so many categories here that we can go. There's engineering here, we have education. As we just went over, we have project management, we even have product management. Sales, support, team management, HR and operations, there is a whole plethora of categories that you could go ahead and kind of explore. Right here, we have one that was created by the CEO of Duolingo. So as you can see, there are a lot of things that you could kind of go in and explore here. So, that is the power of templates. They're simple, repeatable, and they're scalable. So now that we've covered a lot of the foundations of Trello and we've even got some inspiration here for some templates, let's actually go ahead and build our own workflow within board. That's what we're going to do in the next lesson. So I'll see there. 16. Put It All Together with a Real Workflow: Alright, now it's actually time for us to create our own workflow, and we're going to do so from scratch. Now, because we're here under our digital skills Academy workspace, let's go ahead and create a workflow for one of my previous courses. So let's go ahead and title this one YouTube thumbnail Design. That's the one that we are going to go ahead and kind of try to reflect here in this board. Now, we're going to set the visibility to be our entire workspace, and we can go ahead and click this for our background. So now let's go ahead and create, and let's actually get into this. So now to kind of start out, what I want to do is rename these three, and we are going to add in a few. So for this first one here, I am going to rename this and have this to be brainstorm. So these are just going to be any ideas for this course. Most of which are probably going to be lesson ideas. So that first list is now completed. So now that that is done, we are now going to move into the next list, and this one is going to be titled Outline. Now, from this one, what we are going to do is we are going to have four more lists added on here. Well, we're going to have three lists added, and then I'm going to rename this one. So let me just go ahead and do that, and I'll come back. Now we have all of our list complete. From brainstorming outline to script, and the new ones that we just added are to record, to edit and packaging. Now, of course, this list setup is something that is very specific to the board that I've created in this YouTube thumbnail design, which is course creation. But there are a few takeaways that you can kind of gain from this that you can apply to your own boards in organizing your workflow of your list. The kind of principle and thought process that I followed that you could go ahead and apply to really any project that you are going to try to be completing with your board is the fact of just taking all of the kind of big pieces, those large overarching things that have to be done, each get their own list in the board. So every single list here is going to kind of be one big process in creating this course. So if we start here from brainstorming, brainstorming can kind of be like a living list is going to be the one that kind of differs from the rest in that we might have things here, we might not. Everything else is kind of going to be a necessary thing to complete. For example, with our outline, we are going to have a solid outline in order to kind of move on to the next step, which are the lessons from this outline that we need to script? Then we're going to go over to recording. Once things are scripted, we then have to move on to what do we need to be recorded, and those ones that are recorded then need to be edited. For brainstorming, something for this specific course could be AI thumbnail generator from Mr. Beast Vestats software. So if I want to add that in here, then it's as simple as just typing that exactly in, like, what this rough lesson title would be. So I went ahead and type that in here, and then this can just be here in the brainstorm section. And if someone believes that this has a very strong place within the course, then what they could do is come over here, they can right click it, and then we can copy this card, and then we can choose which list that we want it in. For example, if we want to put it into the outline, we can then put it into the outline right here, and then we can drag it out of here from the brainstorm because it no longer needs to be there, and we can put it here into whatever next section it has to go in. Here, it might be into script or we might just go straight into recording. Okay, next, let's actually go ahead and create the card for these lists. And we can see kind of how this is going to come together. And we're going to use everything that we've learned up to this point and maybe some new things that we can go over quite quickly. So because there's going to be quite a bit to add, I'm just going to go ahead and do that now. Again, these are going to be simple things, and I'll come back to you on every single step of the way. Right now, it's just going to be the basic cards with the basic words. We're not going to add anything else. So let's go ahead and do that. Okay, so now we kind of have the base foundation of this because here in our outline, we have the six sections that made up the course. Now, the next step of this is going to actually be coming here and adding in the individual lessons. Now, we can do this in a few ways. First, what we can do is add in the lesson titles here within the description, and we could just type in each lesson with maybe bullet point or a numbered list. Another way that we could go about doing this, which I would personally prefer is going to add in a checklist. And we can title this Lessons, and we can go ahead and add this now we can add in individual lessons from that course. So let's go ahead and add in this intro section, which is Mastering the foundation. There was only three separate lessons that was in this section. So let's go ahead and put those three lessons in here, and then we can move on to our packaging section. There, just so you can see how we can use this checklist in a different kind of way. We don't have to repeat all of the lessons that was a part of this course. We can just use this first section to kind of demonstrate how that's done. So now that these three lessons are here, how would we then move over everything to script? Because we don't want to come over here and mess with our outline and start dragging things over because we want our outline to remain in tat. Because this outline is going to kind of serve as our roadmap, and it's also going to tell us where do we want each lesson to go when we actually create and upload this course. So similar to what we did in the brainstorm section, instead, to move everything over to script, what we can do is come here to our three buttons, and then we can copy this list. And then we can name this list to script, and then we can create that list. So now what we can do is come over here and we can actually just archive this list, so we don't have that duplicate. I just told you, here we have three items because there are three videos in this section. Now, if I were to continue on, we'd see that we'd have much more videos, but there's no point in doing them because you get the idea of how this is going to look. Now, if we move over here to packaging, we get to see that not necessarily do you need kind of very in depth checklist for every single task. For example, what we have right here in our packaging. With our thumbnail, that one might be a process that is really just going to sit on its you can just mark it here. Now, our promotional video might be a different story because what we can do is come over here. Again, we can add in a checklist right here, and we can have this same title right here. And in our checklist here, it might be checklist of scripting, recording, and editing. So again, here we have a three checklist. Now, for this one, we are going to have multiple people that are probably going to be doing each one of these steps. If somebody has to do this and they're within our workspace, what we can do is come here and assign them the specific task within the checklist. So, for example, recording can be me. And then we'll have somebody else assigned to scripting and editing. As you could see right here when I assign someone, we see that this is a premium feature. So this isn't something that you're going to get on a free plan, but just in a minute, we are going to go over a way that we can kind of work around this and having these specific tasks assigned to individual people. Now let's go ahead and back out of this. So right now, we have these checklists that is going to be assigned to this promotional video because the promotional video is going to be almost in itself a little bigger piece. Maybe not big enough to have its own list, because at the end of the day, what we don't want to do is have a board that is too crowded with too much information. We kind of want to make things as compact as possible, just so we can more efficiently navigate it, and so our team can do the same. But now, let's go ahead and come back to our script section. Now if we imagine that we have a script writer that is going to be doing all of this, then instead of just checking things off as complete, what he should do is then move this over to record. So every time he finishes a given section, has all of these completed, he can then uncheck them, and then he can move it over to record and then say, I'm the one that's going to be recording them, and I can come in here and I can do this here. I can check them off for my own kind of tracking purposes. And then once I'm done with this, I can again uncheck them and then move it over to edit so the editor knows that it is now his job. So that's going to be a process that you see here with any one of these given sections. Now, as you can imagine, there might be multiple people working on different parts of this. So this is exactly why we have our outline section right here because we want to keep all of the steps and everything kind of in one organized section. So we never kind of mess things up and adding in multiple sections that could just jumble everything up and kind of confuse things, especially if you don't have them numbered as I do. So now we have our list complete, and we have the titles of our card we also do have a few checklists that we've created as well. Now it's time to take another step into making this a little bit more specific and optimized and efficient, which of course is going to be a step that we are going to have done within the cards themselves. And what I'm talking about is going to be creating our labeling system right here. So in this workflow, what we are going to have is we're going to have two kind of sets of labeling categories. Now, if you don't have a premium workspace and you want to be able to assign specific cards or specific tasks to specific individuals, then this is exactly where you are going to want to pay attention. Because now with our labels, the two sections, the two kind of categories of labels that we are going to create is going to be priority based label and a person based labeling system. We could also add in one more label, which is just going to mark that something needs attention. Okay, so let's go ahead and do this. Let's start off with our priority based labeling. So let's come over here to the red, and what we can do is we can edit this just so for clarity, not only for our team, but also for those of you watching at home, we can have this be high priority label. So now, anything that is going to be labeled with red means that it is something that is a high priority. We need this done ASAP. So for example, if we want to drag in everything here into scripting, then right now, we could have this one be something that is a high priority because right now our person who's recording and our editor don't have any work on them. So we want to make sure that our script writer knows that this is something that's a very high priority. Let's go ahead and get this first section of the course scripted, so it can go ahead and move down the line. And then we can start seeing things that look like this where everybody has some work on their. Coming back into our labels, what we also could do is create green ones right here, and this one is going to be low priority. Now, personally, I wouldn't have something that's say a medium priority because that one can just be all of the cards that you just don't have labeled at all. And it makes them kind of have a little bit more meaning to them because you don't want to have all kind of labels that are going to be mentioning different levels of priority. If you have ones that are only going to be used in certain circumstances where only a few of your things are ever going to be high priority, then that is going to kind of inspire some attention for people to actually get those same thing kind of goes for low priority. Maybe you don't want to use this too much because you don't want your team to kind of put it off, but it might be something that kind of has its place where if you know multiple people are kind of busy working on something, then, for example, if the thumbnail doesn't have to be done until right before the course is published, then you would come over here and put this here as low priority. Over time, again, people are going to understand what these colors mean. Now, let's go ahead and move into our next labeling system, which is going to be individual based labels. So this kind of labeling system is mainly going to have the most effect if you have one or two or a handful of people who are going to be planning out the actions of everyone on the team. Because if everyone kind of is working on the same thing, then having these labeling systems isn't going to be very important. For example, if everyone on the team is kind of going to be making up their own kind of steps and their own kind of task of what they're going to be doing, then having a labeling system that puts their own name on the thing that they just created isn't really going to have a use at all. But if I'm managing my entire team and I have a few people that kind of roughly do the same thing, say, I have a few editors on my team, then I can list specifically and label specifically who I want to do each specific video. So let's go ahead and create this one right here. I can title this one Adam. I can save it right here. I can do this blue one right here. I can title it William. Save that. I can create a new label, and I can make it pink, and we can title it SNMa. And then, while we are here, what I can also do is I can change this orange one and I can add it as a title of Needs so this needs attention label could be associated to maybe it's going to be something on the editor side where the editor is going to mark a label right here on this section, and maybe they're going to say, Lesson number 25 has a corrupted file. They then save this into the description right here, or they can even add that exact thing right here, if not to be in the description, maybe that one is filled. They can then put this here into the comments. Lesson number 25 has a corrupted file. And then let's say I go ahead and fix it, I can come here, I can get rid of this label, and then I can also put in a comment here and I can say fix. Then what I could do is I can then reassign this label to our editor. Let's say his name is William. Then William will now see this blue mark and he knows that he's all good to go. This is assigned to him, so he should go ahead and complete it. But another more kind of specific place where these labeling systems that are going to be for individuals will work a little better is if you are going to be operating in entire lists where people are going to be doing the same thing, where people are going to be working on something. So here, if we have, let's say, a three person team, a script writer, one person who's recording, and one person then these kind of labels aren't really going to be useful because what we are doing here in moving a section from list to list that is essentially saying that, hey, if this person is William's only editor, then William will see something right here and he'll know that that's his job. So we don't have to then add in another label that says that. But if we are in packaging right here and we are in our promotional video, then William might not know that it's his duty right now. It's his time to actually edit this video. Because although these two might be checked William still might not know that it's his job. So what makes it a little bit more clear because this two out of three isn't something that kind of really stands out, we can then have this labeling system, and we can again, assign it to William. So William sees this clear that it's something for him to do. And alternatively, if it's not his job and say someone else is going to be planning this all out and Salma is going to be our scriptwriter, then now, if we come here, Salma knows that this is something that is her job. If you have multiple members of your team that could potentially work on the thumbnail and you know one specific person doesn't really have too much on their plate, what you could do is come here and couple this low priority label with also individual label. So it's a low priority, but hey, Adam, you are going to be the one that is assigned to do this. So just keep that in mind. So now that we have our labels done, what's going to be the next step? What's another way that we can kind of improve this workflow to be a little bit more clear? Well, that can be adding due dates. So if I come here within my thumbnail, we see that it's a low priority, but maybe we do want to set a date, right? Say, we know that we want to publish this, let's say, on Saturday, August 2. So, we want to make sure that this is going to be something that's done before that August. Maybe we will set the due date as August 1. So if we set that in right here, we can also set a due date reminder before, let's say, two days before, to make sure that everyone is kind of aware that this needs to be done. We set that due date. And now, if we come out of here, we get to see when this is due. Now, this is just one easy way to kind of communicate your expectations to everyone on your team. If we want to come over here into scripting, let's say our script writer really isn't moving with, you know, much urgency, and we want to set a due date here to tell him that, Hey, we need this to be done soon. We can then come back here, and let's say we want to set this here to the end of the weekend. We need this done by July 20. And again, we can set him to have this reminder, let's say, maybe one day before and we can save, and as we exit, we get to see that it's right here. And if we come here, we can also do the same thing and we see that it has saved my last selection. So we can quickly assign the same due dates to multiple cards. Okay. So now, this is kind of coming together and looking like a proper board. Now, everything up to this point is stuff that we've covered, right? And just a few lessons of this course, we've been able to create a workflow here that is going to work very well. It's going to be something that's very optimized for your team that kind of communicates not only expectations, but also communicates the actual specific things that need to be done in a way that's kind of easy to tackle and understand. We are going to continue to learn more about Trello and the ways that we can make our boards even better just to get the kind of most of the software has to offer. But before I put too much here into the board and make it kind of overwhelming, let's kind of just add in one more simple thing that we will also discuss more in the future. And that is going to be attaching documents. So this here and kind of the setup that we have going right now can be quite helpful. So let's go ahead and actually put these back here in our to script section. And let's say that we are going to have our scriptwriter start on this course. Now, what if we want to live completely here within Trello, right? Because he can set something into record, but that may mean that I still have to go over to Google Drive, and then I have to access the script there and get whatever resources he might have put there in that folder. But instead, what you could do is just attach whatever he here. So, right here, you could go ahead and attach the script that is going to be used in the next section to record. But one thing right now that might be a little bit of an issue is that we are grouping these cards by section. So depending on the selection of this course and how many lessons there are within it, this can get quite overwhelming to just have a bunch of attachments within one card. Now, for example, this section three is something that had ten video lessons in them, and some of them were quite extensive. A way that we can kind of tackle this is that if we come here into the Section one, we can come here into any one of these given check boxes, and we could come here. We could click these three dots, and we can click Convert to card. So now at the bottom of this, we see right here that this is now its own lesson in its own card. So then he can move it over to record, and then he could come here, click this ad, and then you can add its own individual attachment. So this one might even be a better approach where you don't have to wait for someone to finish the entire section to then move over to the next step of this. If you want to break these down, then it might be easier for everyone to kind of understand exactly what they have to do and when. Now, this will be especially important then to have outlines like this because once you're going to be converting these individual checklist items within these sections into their own cards, you will easily kind of lose where things are supposed to go, especially in this editing process as things are moved on and jumbled everywhere. Have a workflow that consists of lists that all are going to eventually come together to create the project that we have this board titled as our YouTube thumbnail design course. And then within these lists and between these lists, we have all the pieces that make them up. So we're going to go from scripting. We can move that into recording into editing. It's easy and flowy then taking it a step further, we have multiple different labeling systems. We have labeling systems by priority. We have an individual label here that just says, Hey, this needs attention, and then we have a whole nother labeling system by individuals. Then we covered how we can break down our sections into more manageable pieces with our checklists. And finally, we looked at our due dates and how to add attachments, just so we can communicate our expectations and also communicate the things that are going to be necessary and completing the next things just to make everything a little optimized and understandable. So there you have it. This was our initial workflow using essentially every single thing that we have learned up to this point. But don't worry, there is so much more to cover as we continue on in mastering Treloa. So I'll see you in the next lesson. 17. Why Tracking Matters: Let me ask you something. How many times have you felt busy all day but ended the day, wondering if you actually got anything important done? Or maybe you've had that dreaded moment when a client or team member asks, Hey, what's the status on this? And your answer is somewhere between a shrug and a guess. Well, that's what happens when you don't track your progress or have a system to stay organized. In this lesson, I want to show you, tracking matters and how staying organized can completely transform how you work inside Trello and beyond. Now, let's break it down. Most people don't think that they need a tracking system. They'll tell themselves, I'll remember or it's just a few tasks or it's all in. But as you're familiar with, this is instead what usually happens. Deadlines can sneak up on you, priorities get blurred, tasks fall through the cracks, and you waste time figuring out what's next. And probably the worst of all, there's stress building up for you in the background. Now, what's really happening is this. Without a system, your brain becomes the system. And the human brain is a terrible project manager. You may have heard about David Allen's famous book, The Art of stress free productivity. There he says something that's stuck with me and something that I think makes perfect sense. Your mind is for having ideas, not holding them. And for that reason, and science does back this, you should separate your thinking mind from your executing self because your brain wasn't built to juggle over 20 tasks, dependencies and shifting timeline. What trot and good tracking habits are for. Now, let's reframe the word tracking for a second, because we're not talking about micromanaging every single detail or obsessing over tiny updates. Tracking is simply about visibility. It's about making progress tangible, so you can measure it, celebrate it, and improve it. Now, if you're able to track effectively, then you're going to be able to unlock a few things. First of which is momentum. When you see cards moving across your Trello board, it creates a sense of movement. Even checking off just one task gives your brain a little dopamine boost, and that creates motivation to keep going. The next thing is prioritization. Not everything is urgent and not everything is important. And tracking helps you sort the noise from what actually matters, and then you can focus your energy where it counts. This way, you and your team don't spend days completing all those random side quests feeling like you're being productive. The next thing to mention here is accountability because when everything is visible, there's no confusion about who's doing what or when it's due. Now, that's how you reduce follow ups, confusion, and last minute fire drills. Now, the last thing to mention here is reflection because you can't improve what you don't measure because tracking can help you look back and ask what took too long, what got stuck, and what worked well. And that's how teams and individuals get better over time. Now, let's switch gears for a second and talk about organization. Because even if you are tracking things, it doesn't help if your workspace is in absolute mess. Saying organized means more than just having stuff trelo. It means a few other things. You know where everything lives. You can find what you need instantly, and your system reduces stress instead of adding to it. It's the difference between a clottered desk with sticky notes everywhere versus a clean labeled folder system where everything has a place. Your trelo setup should work with your brain, not against it. So, what should you actually track entrelo? Well, I've compiled a big three for you. The first of which is going to be task progress. Now, this one is going to be the most obvious one, tracking the status of each task or project. Do this with your basic list setup to do in progress needs review and done. But of course, you can do something that's more custom depending on your own workflow. Now, of course, this is where Trello shines. And in the next lessons, we'll show you how to set this up with lists and labels that can act as upgrades. Now the second thing to discuss here is deadlines and time. Tracking due dates lets you plan ahead, schedule realistically and prevent that last minute crunch. We will go over how to use Trello calendar and timeline juice later. But just know that putting a date on a card, often the first step to actually getting it done. Now last but not least, we have the third here, and that's ownership. So who's in charge of what? Now, we talked about this before, but I'll say it again and again. It should be painfully obvious who's supposed to be doing what within your boards. So you should always know who's assigned to each card, who's responsible for follow through, and who needs to be notified when it's done. Because without this, things can slip. And in a team setting, that turns into frustration very, very fast. A quick word of caution because some people do go overboard with tracking. They build systems that are so complex that managing the system becomes a full time job in itself. Now, as you could guess, that is not our goal. I've had clients do this. They won an SOP for the SOP, and everything becomes extremely inefficient. It's why big companies in an effort to make everything systemized often just create endless bureaucratic chains. You don't need to track every single micro movement. You just need to track the thing that moves the so for that, here is a good rule of thumb. If a task or project is going to take more than 20 minutes of your time, track it. If it's recurring or a part of a bigger workflow, organize it. And if it impacts someone else, assign it. It really is as simple as that. Now, one of the biggest benefits of tracking and organizing is what it does to your mental load. And yes, I'm going to get a little woo. The more you rely on Trelo to hold your tasks, plans, processes, the more your brain is free to focus on creative work, decision making, and problem solving. So you can stop waking up in the middle of the night remembering something random. And you can stop checking your inbox ten times a day to just see what's left. You start working from a place of control, not reaction. And that shift, more than anything, is what helps people build momentum and avoid burnout. In the next few lessons, we're going to get practical. Worry not. We'll explore Trello different views like calendar, table, and timeline. We'll walk through filtering tools and search tricks, and you'll learn how to create custom fields to track exactly what matters for your project. About to see just how powerful the Trello can become when you combine organization with visibility. But it all does start with the mindset that we've covered in this lesson. Track what matters. Stay organized. Pre up your brain and build better systems. Now, let's wrap this up with a few quick takeaways. Tracking progress gives you visibility, momentum, and accountability. Staying organized saves you time and stress. You should always track your task status, deadlines, and ownership, and don't overcomplicate it. Track what matters. Entrelo is your external brain, so use it to reduce mental clutter. Alright, that's it for this lesson. I'll see you in the next. 18. Common Mistakes & How to Avoid Them: You're managing a team in Trello, your board isn't just for you. It's the heart of your projects. When done right, it keeps everyone aligned accountable and moving in the same direction. But when done wrong, it turns into a digital trunk drawer where no one knows what's urgent, who's responsible, or what's even finished. So in this lesson, we're going to go through the most common mistakes that I see people make in Trello the ones that slow teams down, create confusion and make your job harder. More importantly, I'll show you exactly how you can fix each one. So your boards stay clean, your team stay focused, and you can manage everything without feeling like you're herding cats. One of the fastest ways to make Trello harder to use is by trying to cram absolutely everything into one single board. Now, I've seen boards where marketing plans, product development tasks, meeting notes, personal reminders, and even someone's grocery list all live in the same place. At first, it might even feel efficient, but you've got everything in one view, right? But here's what actually happens. The moment your board starts to grow beyond a few lists and a few dozen cards, it becomes harder to scan, harder to navigate and just lain overwhelming. And because of this, people are going to stop checking it regularly because it takes way too long to find exactly what it is that they need. Now, Trello works best when each board has a clear, singular purpose instead of stuffing all of your projects into one megaboard. So, of course, you want to break them up into smaller. Each of them dedicated to one project department or category of work. For example, let's say that you're running a course launch. You could have one board for video production, another one for marketing, and maybe a third for planning out future courses. And this is so each board stays focused on just that piece of work. And you can then group those boards together in a single workspace, so they're still connected, and they're easy to switch between. This way, each board stays clean and everyone knows where to look for their specific tasks, and you don't have to dig through unrelated cards just to find your next step. Think of it like organizing your computer desktop. You wouldn't just bump every file into one giant folder and hope for the best. Create separate folders for different things. Trello boards are the same way, so keep them specific and they'll stay easy to use. Now, another common mistake is leaving tasks floating around without a clear owner. So you create a card, you give it a title and maybe even a due dig, but you never actually assign it to anyone. And depending on the team you run, here's what can happen. Everyone sees the card, but everyone also assumes someone else is going to be taking care of it. That task then ends up stuck in limbo until the deadline has passed or worse until someone asks, weeks later, Hey, did anyone ever do that? So because Trello gives us the ability to assign one or more members directly to a card, we need to use this. Now, as we talk about throughout this course, there are many ways we can assign people to cards. We can assign them to the card directly through their profile and Trello with the members function, or we can use tags and labels to do this assigning for us if this is something that is going to be understood within our workspace. So ownership isn't just about accountability. It's also about clarity. So if a card has a name and face attached to it, then everyone knows who to talk to if they have a question, need an update or just want some collaboration on it. Now, without that, tasks can become anonymous, and anonymous tasks rarely get done. So, as soon as you create a card, you want to think who is actually going to make sure it gets completed. And then you can assign them right then and there. So, if the work requires multiple people, you can also assign multiple members. Just make sure it's all clear who the primary point of contact is for this specific. Remember, and Trello is signing someone doesn't just tell them that they're responsible. It also gives them the digital tools to track it, get reminders, and see it in their personal workflow because of Trello notifications. Now, this next mistake is sneaky because it feels harmless when you do it. And that's giving your card vague, one word titles like fix issue, marketing or post video. The problem, that title might make sense in the moment, but a week later, when you or someone else comes back to it, it's not clear what it means. What issue, what marketing task, and what video are we talking about? Works best when each card is a self contained unit of work that anyone can understand at a glance. And of course, that is going to start with a strong title that gives context. So instead of fixed issue, you might write Fixed broken Imageink on course Landing page. And instead of post video, you could write Upload Lesson five Mail design tutorial to YouTube. And, of course, the title is just the start. The card description is where you give the what, why, and any details that are going to be needed to get that job done. So that might mean linking a Google Doc, adding an attachment, or including a checklist of steps. When you take the time to write clear descriptive titles and fill in the description, you're not just helping yourself, you're helping anyone else who needs to pick up the task, and it makes your Trello a source of truth instead of just a guessing game. Now, a quick tip here is you want to write your cards as if you were going to hand them off to someone who's never heard of the task that you're assigning. So if they could read the card and start working without asking you a single question, then now, one of Trelo's biggest strengths is that it's a visual tool. You can open up a board and you'll instantly see where things stand. But that only works if your lists actually reflect the flow of work. Now, a lot of people make the mistake of having lists with vague or catch all names like random, miscellaneous or ideas. Or worse, they're going to be throwing everything into one long to do list. Now, when you do that, Trelo stops being a workflow tracker, and it turns into a cluttered notepad. Instead, think of your boards and list as the stages your task moves through from start to finish. So the simplest version of this is going to be a list flow that goes from to do to progress to review and done. But the essence of this is that you want to set up your board, to be able to look at it at a glance and then know what is being worked on, what's ready for review, and what's already complete. As you can see here, this is what we've been doing. You can see in this list set up right here in our board, we get to see that we have a good flow here. We have our brainstorm, starting with that. We have our outline, making sure everything here is going to be set up and organized properly. We have AR to script, so this is going to be the start of it. Then we have art to record, and we have art to edit and package. So once we know everything is over here and to edit and everything is going to be checked off, for example, like this, then we know that everything is going to be completed. But here we get to see that there's still some work to be done on this course. Of course, this kind of structure isn't just for you. It's for your whole team or anyone that's collaborating with you. It creates a shared language for your process. If everyone knows what it means when a card is in review or editing, then you don't have to explain it over and over again. The key is to design your list so that they mirror the actual steps that your work goes through. Because when the board matches the real world process, Trello becomes a live map of your project instead of just some static to do list. Even the best structured Trello board can slowly turn into a mess if you never cleaned it up. Oh, here's what usually happens. You finish a task, but you leave the cards sitting and done forever. Weeks later, that list has hundreds of completed cards in it, and you're scrolling endlessly to get to the active work. Or you've got old ideas, outdated plans, or just duplicate cards mixed in with current tasks. I think you know what I'm getting at here. The more clutter builds up, the harder it is to focus. It's like walking into a messy office. You can still work, but you're constantly distracted by everything that's fix here is simple. You want to make cleanup a regular habit, Archiving completed cards so that they're stored in Trello, if you ever need to look back. So if you like having a visible done list for motivation, then that is just fine. You can then set up an automation to archive anything in that done list after, let's say, seven days. Also do a quarterly or monthly board audit where you delete duplicate cards, move abandoned ideas to a separate archive board, and just tidy up any lists that aren't being used. A clean board is a usable board. If the only cards that you see are the ones that actually matter right now, then you'll be making faster decisions. You'll find tasks instantly and you'll keep everyone focused on what's current, not what's already in the rear. Now onto our next mistake. If you're doing the same repetitive action in Trello more than a couple times a week, chances are you can automate it. Yeah, a lot of people never even touch Trelo's automation features. Now, I don't want to get ahead of myself, fear, because in the next section, we're going to be going all over Trelo's automation features. What I can do is give you a quick rundown of how this mistake looks like and how we can fix it in a few different ways. So this can look like you still manually moving cards between lists, typing out the same checklist every time or setting due dates one by one. Now, not only does that eat up time, but it also leaves room for mistakes. Forget to move one card or assign one task, and suddenly something will slip through the cracks. Cellos built in automation tool can handle all of this for you. You can set up a few different rules. Again, we'll cover this all in the next section of this course, but here's how this can look like. When a card is moved to review, you can assign it to Alex. When a card is added to the ding list, you can set the due date for three days from now. Every Friday, move all overdue cards to the top of their list. So even small automations like these can save hours over time and make your workflow much more reliable. Key here is really just the less manual work that you're doing to maintain your board, the more mental space you have to actually focus on the work that matters. Now, the next thing that I want to discuss are du dates. Now, Trello makes it really easy to add du dates to tasks. But a lot of people either forget to use them consistently or use them without any real system. That means you end up with a board full of cards that should have deadlines, but don't or worse, deadlines that pass quietly because no one's actually looking at. At that point, Trello stops being a tool for staying on top of your work and just becomes a digital. Whole point of setting a due date is that it gives you a clear commitment. This task will be done by this time. And when you do it right in Trello, you can get a bonus of visual cues. So this is going to be cards that turn yellow when they're getting close and red when they're overdue. And you can also have built in reminders that nudge you before it's too late. So, to make deadlines work for you, you want to get in the habit of setting one for every card that represents a time sensitive task. Then you can use Trello calendar view or even in the timeline view to see all upcoming work in one place. That way, you're not just reacting to things that pop up. You're proactively managing your schedule and your team schedule. Okay, now, this is going to lead us into our last mistake. And that's going to be treating Trello as something you just set up once and then forget about. Even the most organized board will drift out of date if you're not checking in on it regularly. Priorities change, new tasks appear, old tasks become irrelevant, and if the board isn't updated to reflect those changes, it stops being a trustworthy snapshot that's when you get situations where someone opens the board, sees a task and asks, Oh, is this still happening, and no one ever really knows the answer. The fix is simple here. You want to build view sessions into your workflow. So that might mean a quick ten to 15 minute review at the start of every week to move cards, archive anything that's done, and just adjust due dates. If you're working with others, then it can be a short team check in where everyone updates their cards and tasks through what's coming next. This isn't just busy work. It's what keeps your Trello board alive and accurate. The more your board reflects reality, the more valuable it is as a decision making tool. Remember, Trello is at its best when it's your single source of truth. That only happens if you keep it fresh. A quick, regular review is all it takes to make sure that the board is always a true reflection of what's actually happening within your team. The truth is, most Trello mistakes aren't about knowing how to click the right buttons. They're about building habits that keep your board clear, accurate and easy to use. If you keep your boards focus, give every task a clear owner and description, track progress visually, and make cleanup and review a regular part of your routine, and Trello will always work for you instead of becoming another source of stress. Add in a solid system for deadlines and a little automation, and you'll be surprised at how much smoother your projects run. Part is you don't need to fix everything overnight. Just start with one or two changes from this lesson and see how they work. And as you go, your boys will become easier to manage. Your team or just you are going to stay more focused, and you can spend way less time chasing down tasks. Clo is as powerful as the system you build with it. And now you've got the tools to avoid the traps that trip up most people and keep yours running like clockwork. 19. Find Anything Fast with Filters & Search Tools: As your Trello grows, so does the noise. But, luckily, Trello gives us some powerful features in order for us to stay focused. And this lesson, we are going to be going over the filtering and search tools. Now, the benefit of these tools is that they allow us to find exactly what we need when we need it without kind of just clicking around aimlessly. So let's start with a deep dive into the search function right here. And let's go here into our advanced search. So now let's go ahead and type in the keyword of thumbnail. Now, as you can see, on the card front, there is a lot here in our search results. And that's because these are all coming from the board that we created, which is our YouTube thumbnail design course. So obviously, we are going to have a lot of the keyword thumbnail within this course outline. So given that we have all of these results here, one thing that we can do to kind of narrow these down is use these filters right here. There's a few things that wouldn't be of much help in this specific example. For example, we have the filter cards by board. Now, it's clear if I'm going to be searching thumbnail here, then I'm going to be probably looking for something within our thumbnail design course. But it could be the case that I was looking for something in a different course that wasn't going to be in the YouTube thumbnail design, because in every single course that we create, there is going to be a thumbnail. In this case, we can just go ahead and ignore this one, but if we did want to filter it to a specific board, we could just select it and then find the results there. As you can see, everything here is within this board right here. Say that there was a board that we were just working on yesterday. If we want to filter it to just that, what we could do is select the last 24 hours, and then we can see only those cards that were edited in those last 24 hours. Now, if we look above this, we also have, how do we want to sort these cards? Well, we are going to sort them right now in order of which one was most recently updated. So as you can see, this one was updated 30 minutes ago, while these ones were last updated 3 hours ago. Now let's actually go ahead and take a step back because we have this search function, what exactly are we able to search? Well, first off, most apparently is we are able to search for our boards. Another thing that we are able to search for is going to be card title. So as you can see right here, we have our cards, and I have promotional video as one of its own cards here. Now, if we back out, we are here back into the board house this card. But now, if we come back here into our Advanced search, one thing that you should notice is that we aren't able to search for lists. So as you can see right here, if I type in to record in my advanced search, we see that no results come up. So as of right now, we know that we are able to search for both boards and individual cards. But what else can we search for? Well, as you can see down here, we can have card descriptions in our search. So now let's go ahead and type in something that I know is in one of my description. So right here, we can see that within this description, the word recommended shows up right here. So we are then able to click it and we can see the description right here. I said, the background should look like YouTube's website, and you could also add other courses in the recommended videos. Okay, so we're able to search for specific descriptions. Now, what's the last thing that we are also able to search for within this search bond? Well, another kind of extension of the description is going to be checklists. Other things that are going to be listed within that card. So, for example, if I put in editing, then we can see here under promotional video, for example, if I click see that under this checklist, we have the word editing. So if you ever want to look for anything within a checklist, you're also able to use the search feature. Now, that's it for our search feature. We are able to look at this, see that we're able to access boards, we're able to access cards, and we are also able to access descriptions of cards and checklist. Also, over here, we are able to sort cards by last updated, so it's going to then change the order of all the cards showing up by last updated. We could do it by a time frame as to when the card was last updated. We can do it by board, close boards and archives, Srtbard card descriptions. So now, if we actually go into this board, another way that we can kind of have these filters are by filtering cards within any given board. Now, we've gone over this a little bit, but it's still worth it to kind of mention again while we're here. We can filter by many different things. We can filter by the labels right here, so I can only show the cards that these two labels right here. So we get to see here. This one has both. And then over here in packaging, this one just has the one green one. I can clear them to show everything else. We can come here. We can do by card status, by members, if you have assigned roles here. Let's say that we want to filter and only see the things that are low priority and assigned to Adam. Well, if we come here, we get to see results where the labels are either or. We get to see all of the ones that are either assigned to Adam or are either low priority. This one right here, thumbnail has both of them. This one has high priority as if you have a lot of cards, then this can kind of be confusing because you could have a lot of things pop up. Now, if you want to filter to only this exact search right here of low priority and Adam, then what you could do is come down here and change it from any match to exact match. And then, as you can see, it will only show the cards that are the exact match to the filter that you put up. Alright, so there you go. This is the kind of easiest and efficient way that you can navigate Trello to get and look at the things that kind of are most important to you in any given moment. 20. Customize Your Boards with Custom Fields: Times you need more than just a task title and a checklist. You need to know the priority, the budget, or even which department a task belongs to. And that is where custom fields come in. They let you add your own structured data to your Trello cards so your boards can work exactly the way you need them to. Now, one thing to know as we get into these custom fields is that they are something that require bare minimum, a standard plan to access. So with that being said, let's actually get right into it. And custom fields have their own section right here in the menu. So as we select them, we get to see that we have a few different suggested custom fields. So just to kind of get a feel for these, let's go ahead and add priority custom field. So if we go ahead and click on this, we get to see that there are a few options here, six, to be exact. So we have highest and red all the way down to not sure and lowest and the darkest blue. So how does this actually come to life on given card? Let's go ahead and come to this card right here. Well, as you can see, now we have this custom field here that says priority. This custom field section that didn't exist beforehand, before it was just the oh, now, if we go ahead and click this drop down, we have all of the options that we just saw, all six options. If we go ahead and select highest priority, we see it colored in this red. If we select lowest, we see it in this blue. And if we go ahead and exit out, we also get to see this denoted right here with priority highest. Now if I in, click it down, put it to lowest, we see now priority is lowest. Now, earlier in this course, we discussed how we can use labeling systems to denote this priority. Now, this is function that you can do if, let's say you want to stick to a free plan. If you want to stick to a free workspace and you don't have access to these custom labels, then you can by all means, go ahead and stick with this priority labeling system. But otherwise, if you do have standard plan at minimum, then a custom field is a great way for you to go ahead and list this priority because it can at least in some cases, be a little bit more clear and you can free up your labels to be able to create new labeling systems that denote other things besides priority. But priority isn't the only thing that we're able to use these custom fields for. For example, let's go ahead and come back here into our custom fields, and we have a few different suggested ones. Now, for example, let's just go ahead and add in all of them, just so we can see what these recommended ones enable us now, one thing to note here before we look at these is that these custom fields are going to be something that is added to every single card. So although you might not enable them, you might not list something within these custom fields. They are going to be something available within all of these cards. So now, let's go ahead and look at these other ones. So we saw priority already. Now, we have status. So if we click to do we have in progress done in review, approved and not sure. Each one of them has their own labels to them. They have their own color. So if we say this one is in progress, we can then exit out and we can see that it says status in progress. So again, this is just different way, kind of upgraded labels, where we are able to see what they mean in a very clear view where we don't have to go over any of these given labels to see exactly what they mean. Or we don't have to click into a label to see again what it means. So these custom fields can be great for that. Now, let's go ahead and look at risk. Risk is another one that we have a few different ways to denote it. And another good thing about this is that we can have things be the same color, right? We can have priority and risk both be this but as we exit out, we can see that they're listed to be different things. We see that this one is risk and we see that this one up here is priority. So if we come into here, this one is going to be text field where we're able to input something. So now let's go back into our custom fields and see how we can actually create our own. So if we come here into custom fields, we can click Add New field, and we can title it to be whatever we want. So let's go ahead and say review date. This one is going to be something that's different than a due date because a due date, we can set ourselves within any given card. But let's say that we want to have this extra date that comes before the due date where maybe somebody on our team is going to review something. We can set this review date right here, and then we have a few different options. So the drop down option is what we would see with the priority or risk custom field that was preset. And then we saw text right here, the text one being for effort and if we come here, we also get to see number, which is going to be the same thing as text, except you're just going to be inputting numbers. And lastly, we have check box and date. So now we are going to go ahead and create this date. So now we can go ahead and click Create, and now review date is added. So let's go ahead and come back into this one, and now we have a review date. So let's say the due date for this is going to be Friday. Maybe we want to set our review date to be that Wednesday. So I can go ahead and save that. And now that review date is going to be listed right here. And if we go ahead and add a due date, that's, let's say, Friday. We can then set that. And now we get to see how the Dou date appears right here, but the review date is something that is different, which is also listed here. Now, this comes the point of mentioning that we do not want to overload our cards with all of these custom fields. We don't want to set a review date with the priority and the status and the risk all showing here when we see the cards and they're kind of just again, overloaded, where they're hard to kind of decipher what is going on in each of these given cards. Now, of course, this is depending on the board you're running and the workspace that you're working in where maybe more information is going to be better, but for the most part, you don't want to overload all of the people within you are going to be the person that is going to be managing this, then what you want to do is be short and concise. You don't want to have too much information, only show the information that is going to be necessary. So your team knows exactly what they need to complete. Okay, now let's go ahead and come back here into the custom fields. And let's go ahead and add a new field, and this one can be a checkbox. Let's go ahead and title this Production process. So now I can go ahead and click Create, and now we have this production process, custom field checkbox created. Now, I could just come here into any card and use this checklist right here, but as you can see, there's nothing really to it. Now note that I can just come in here and select this checkbox. But one thing that we aren't able to do is add in multiple lines here as if we were to create a checklist right here. So, this one is just going to be individual processes that you could go ahead and check off within these custom fields. So it's not going to be multiple steps that you can create at least as of now. Now, this is one thing that I wish they would kind of expand upon, but again, you kind of do already have this checklist function right here within all of our cards. So it's not something that's too important. So for the most part, these custom fields here with the checklist are not one that I typically so now, if we want to get rid of any given custom field, you can come in here, click it, and then you can click Delete field, and then we just have to type in this exact title of it, and then we are able to delete it as such. Now, another thing that we're able to do is change the order. So let's say we want to always have this review date be first. There, you see how it changed in that order right there. If you change it here, we just see how they appear in different orders in this view, but also, they're going to appear in different orders when we open card. So now we see that the review date is first. But if I come back here into the custom fields, put it in at last, then we see also that the review date is last year. Another way that we can go ahead and edit this is just clicking this edit right here. So we're able to also add in new custom fields within this section instead of going all the way to that menu field. Now, another thing that we are able to do is edit what we see if it is a drop down menu. So for example, we have we are able to change things up here. So what we can do is get rid of any specific ones like that just by clicking the dump icon. We can change the order. If I also want to, I could go ahead and change the color all of this is just going to be very kind of intuitive settings to be able to change what we have. And also, additionally, if we want to add back in anything or add anything that wasn't there before, we could go ahead and put this one. And as you can see, it's all very simple and straightforward. So again, to kind of finish off this lesson, this is going to be very helpful if you have any plan that is going to be above or standard plan. So if you have a free plan, you're not going to be able to access this. And oftentimes these custom fields just enable us have a little bit more information per it helps us be able to view them at a glance without actually having to click into the card. Now, of course, what we can do is have labels that denote all of this information. But again, it's just not going to be as clear and we're not going to be able to see them this way. Now, also, again, on that same note is if you don't want to spend the money in having in this standard or premium plan, then you could also note all of this information in the description as well. But again, a downside to that is going to be that you are going to have to click into the card to be able to see the description. You can't just see it from the board. Okay, well that is it for this lesson on custom fields. I'll see you in the next. 21. Why Use Trello for Team Collaboration?: Trello isn't just a productivity tool for solo freelancers or project managers. No it's great for that. Yes, but it's a surprisingly powerful tool for teams. And it shines the brightest when everyone is using it to stay aligned on task and the sync. So in this lesson, we'll talk about why Trello works so well for team collaboration and how we can help eliminate miscommunication, busy work, and that dreaded feeling of wait, who's doing what again? Let's dive in. Most team projects fall apart in the same few ways. Task get duplicated, deadlines get missed, communication happens in too many places. Nobody knows what's actually going on. The result bottlenecks, confusion, blame games, and a lot of wasted time. Now Trello brings everything together in one place, so everyone can see exactly what's going on, who's doing what, and what needs to happen next. Now, that visibility is the foundation of great teamwork. And Trello helps teams collaborate through three simple but powerful pillars. The first is shared workspaces and boards. Everyone has access to the same information in real time. So no more asking for status updates. Just open the board and you see for yourself. And you can organize by team, by client, by project, whatever fits your structure. The next one is clear ownership and accountability. Now, this is because every card can be assigned to a team member. So that means no ambiguity about who's responsible and no micromanaging. Instead, it's just clear and visual accountability. And you can even tag multiple people, use checklist for sub tasks, and add do dates, so things move forward consistently. Now, you know, I love mentioning this by now, but it's a crucial point. It's clear who is supposed to do what, it's simple to see where bottlenecks are. And productivity is all about targeting these bottlenecks. Think about it. If there were no bottlenecks, then time wouldn't be a limiting factor for your project team or business. And without time as a limiting factor, the sky is the limit. So making it clear what should be done by who is absolutely essential. The third pillar is built in communication tools. So forget all those less email threads and scattered Slack messages. Because in Trello, each card has a built in comment section where team members can do a few things. They can ask questions. They can leave updates, they can tag others for feedback, and they can drop files or links. Now, this keeps the conversation attached to the task right where it belongs. One of Charlo's biggest strengths. It works great, asynchronously. So that means your designer in New York, your copywriter in Madrid, and your VA in Manila can all work on the same project without needing to hop on calls or wait for updates. And this is all because the board tells the story. So everyone sees the same thing and nobody is stuck waiting. Now, this is huge for remote teams. And honestly, even in the same office, it does prevent a lot of that. Hey, did you do that? Transparency in a team is powerful, but only if it's manageable. And with Trello, you can control what each team member sees and can work on. So you can create separate boards for different teams. You can use labels and filters to focus on relevant tasks, and you can add custom fields to surface just the key info for each role. So whether you're the project manager or the newest intern, you only see what you need to see and nothing more. And like I was saying before, Trello eliminates one of the most annoying parts of teamwork. It's that constant back and forth of, did you start this yet or where are we at? Because when the workflow is visual, up to date and shared, everyone already knows what the status is. So your team spends less time tracing updates and more time actually doing the work. Now, let me give you a few examples of how teams actually use Trello to collaborate better. Marketing teams can track content pipelines, campaign schedules, and feedback loops. Client services teams can manage deliverables, client communication, and internal handoffs. Product teams, they can plan sprints, prioritize features, and document bugs. And agencies can organize projects by client, assign tasks to freelancers, and sync with deadlines. It's not about forcing your team into Trello structure. It's about adapting Trello to fit yours. Trello won't magically make your team collaborative, but it will give you the environment to make it happen if you use it right. Now, to do that, you'll need a few things. First, you'll need clear roles. Second, you'll need good communication habits. And third, you need regular check ins and reviews. Lo just removes the friction. It gives you the system, the visibility, and the tools to collaborate without the chaos. Now let's recapitalRef cover. Trello helps teams collaborate with shared visibility and real time updates. You can assign ownership, leave comments, and track progress all in one place. It's async friendly, remote friendly, and scalable. And transparency is built in, but manageable. Lastly, Trello adapts to your team, not the other way around. And with that, I'll see you in the next lesson. 22. Assign Tasks and Keep Projects Moving with Comments: So when you're working alone, it's easy to keep everything in your head. But as soon as you start collaborating with others or juggling tasks yourself, you need a way to assign responsibility and communicate clearly. Now, Trelo, that is going to happen inside a card. You can assign tasks to specific people, and you can leave comments directly on their card to keep everything centralized. There's no slack threads, no buried emails. This lesson, we are going to go over assigning and how to use comments in order to kind of build this habit of using your Trello as your team's shared workspace and not just a to do list. So some of this we've already gotten over. But in the context of collaboration and team management, this kind of is going to be something that's going to be relevant to discuss again. So let's go over here to our packaging list with course description. Let's go ahead and open this card, and we can see the three different ways that we are able to assign this to people within our workspace. The first one is something that we've already gone something that you've heard me say. We can assign members here to specific cards. So now that I have somebody assigned here, then they will be notified. In this case, I've just assigned myself. So there's going to be no extra notifications. But if I were to do this for someone else within my workspace, then yes, they would be notified. Another way that we've discussed in this course of how to assign things to people within our workspace is by labels. Now, by labels, we can do this in a few different ways. Either kind of on the smallest scale, you can just have labels that are named specific people within your workspace, and then you could just toggle in these labels. So you'll also have a color associated with the cards when you're looking externally like this. So here we get to see that it's purple. Now, as you can see, if I put in myself right here as a member to this and we look from the outside, we are also able to see that this is the case that I've been assigned to this card. Now, the third way, one that we have yet to discuss, is how we can actually mention people to also then be notified. Now, this is a similar way in the way that members or labels are going to act in that we can have them be notified. Now, in this case, let's say that we are having this course description. And I'm going to go ahead and say at Adam Taylor. So that is my username right here. I said, at Adam Taylor, this assignment is on you. Now, if we go ahead and save this, it will be mentioned here within these comments, and now they're going to be notified, Hey, there is going to be a comment for you. Now, these comments can be super helpful within this kind of creating and assigning and delineating these tasks within your workspace. Because within this, let's say this card here is the course description. This is the kind of things that I want you to cover here, then you can easily do that right here in the comments. But one thing that is kind of easy to miss for a lot of people are going to be these comments where you'll only see that there will be right here, there's one comment, right? But if you mention them, that's going to be a little bit more apparent for them because it will be in their notifications for them to see. Now, something that's definitely worth mentioning that if you are someone who is going to be delegating tasks to your team for completing a project, then one thing that should be done is you should have people assigned to every card when possible. Because not only is that going to increase clarity within your workspace, but really it just gets things done because if people aren't going to be assigned to completing a project, then oftentimes they can easily just put it aside and just think about it later. You should really always assign every actionable card to somebody, even if it's just yourself. So now let's see how all of this can kind of come together with starting from scratch and creating a new card here. Let's go ahead and actually switch to the table view to do this. So right now, this is a collection of all of the cards within our board. So now let's go ahead and add in a new one. We need this promo email to be done, let's say, sometime in the next upcoming week. So let's go ahead and add in this card, and we can name it promo email. And then I can add the list here as packaging, and then for now, I'm just going to add this one in. So now we see that this promo email is here. So now let's go ahead and assign our labels members and a due date to this. So let's go ahead and put this at a high priority, right? We want this done very soon, ASAP. I can assign a member to this. Let's go ahead and assign our friend, Sir Slack to doing this promo email. And then let's put a due date here. Let's say that we want this done by end of day on Monday. So here we can save this now we have essentially a fully created card here. So now let's go ahead and move back into our board view, and we see that this card is right here and it's under packaging, and we see that it has a high priority. Now, associated with this, let's go ahead and add in some comments for our friend, Sir Slack. So he has some guidance as to what he should include in this promo. Okay, so right here, I put in a comment, and we can see right here that it started in with Sir Slack's name. Now, if I get rid of this, I can show you again how we do that. We just put in an at, and then I can put in Sir Slack right here. Stress that amount of walk throughs on creating real viral thumbnails from top YouTube creators that are included in this course. So then I can go ahead and save this. Now, another way that we can use mentions is also by mentioning all members either on the board or all members on the if we add in more members here, say we have a larger kind of workspace here that is maybe all going to be working and contributing here, we could go ahead and add in our card, right? So we add in our card, and we say, we could use it to do something like this, at card. Everyone give your thoughts as to what your favorite part of the course is because this can help our friends serve slack in actually creating this promo email. Now, alternatively, instead of doing at card, we could also do at board. And we could have every single person that is involved in this board then be notified and they'll give their thoughts as to what their favorite part of the course. Even see using these effectively, using our members and labeling systems, mentions and comments can really help us in creating kind of more unified workspace that everyone kind of understands their expectations and what it is that their duty is to complete. So that is it for this lesson. I will see you in the next as we continue with this collaboration and team management. 23. Share Files and Collaborate Without Leaving Trello: Something that can slow teams down really more than anything else is telling your team where to find a file instead of just giving them a file. So when someone has to dig through the drive, search their inbox or guess which folder you meant, you lose momentum, and the task gets delayed. Not because it was hard, but because the resource wasn't right there when they needed it. That's why in Trello, you should keep everything in one place, the task file, and the conversation. So let's go ahead and look at how we can do that and the functionality that Trello enables us in adding files. So, right here, we have our promotional video card. Depending at what point of the process this promo video is at, that is going to educate the kind of attachment that would need to be here. For example, if the first step of this card, this task was completed, as in scripting the video, then we could go ahead and check this off. And then what would next need to be added is the script to this promotional video, so it can then be recorded. Now, let's go ahead and add a file and act as if this is the promotional video script. Well, to do so, we can either come to here, but sometimes this attachment tab isn't something that is visible. So if you don't see attachment right here, then we can come to here and add, and then we can come down to at with adding attachments to our cards, we have three different options here. What we can first do is we can add in a file from our computer. So this can just be any file that kind of exists in your finder if you're on Mac, for example. The next option that we have is going to be a link that we could go ahead and put in. So let's go ahead and say that you keep everything on the drive and you don't want to download something and put it in here to kind of take up a little bit more space, or maybe you have upload limit. Maybe you're on a free plan and you're not able to upload something that is excess of 500 megabytes. And what you could do is go ahead and put a link here into your drive, then you can name it. And then next, as we move on here, what we also have is other cards that we could link here. So let's go ahead and add in a file first. So now, as you can see, I have now added in this file right here. So attachments are going to appear in a separate section of our card. Just as we have our labels here in our description in our checklist, we also have file or a section here for attachment. So now that this file is here, depending on what kind of file it is, here, this one is video file. So if someone clicks on it, because of this kind of file type, you're not able to actually preview this video with trello. Instead, if anyone needs it, what they could do is come here and download it and they have all the information that is relevant here. We have when it was added, and we have the size of this file. Now, alternatively, what we could also do is come to these three dots, and what we can do is edit and we can change this filename to maybe make it a little bit more clear depending on what you want this to be presented as within your Trello. Now, let's go ahead and grab a link to a YouTube video. So to add in this YouTube link, we can come here. We don't have to come here to the top anymore because we have our own attachment section. We can just click Add. Then I can paste in the link right here. And in order for this to be a little bit more clear, especially depending on what you are going to be attaching to any specific card for any specific project, maybe you want to kind of specify what this thing is. Again, especially if it's a link where if you're just looking at it, you're not going to be able to tell exactly what it is. So what we can do is we can title this. So let's go ahead and do that. So I went ahead and titled This Editing Inspiration. This could be for our editor. You could go ahead and look at this video, and now he knows that we want this promotional video to be edited in the style of this attached video. So let's go ahead and insert this. And now we get to see that not only is it a YouTube video based on the icon, but we also have this title right here. And if they click on it, then they will be redirected to the video that is being linked. Now, again, another way that we can use these attachments to link things is that we can go ahead and link in other cards within our board right here. So, we see that this is recently viewed. So all of these here are from this specific board because this is the board that we've been working in. Now, let's go ahead and I'm going to go view another card from another board, and then we can come back and see how this change. Okay, so now we are back, and if we look here, we get to see two different things. First, we get to see this card that I viewed. But also what we're able to see is the board itself that this one came from because I did click on this board. So what this means is that we are not only able to link in specific cards, but we can link in specific boards if they're going to be relevant to this card. So let's see I'm going to go ahead and link in this right here, and we get to see that it comes under Link, and we get to see that this is a board. Now, if we go ahead and add in a specific card, then we get to see that cards have their own section right here. So a board is going to be a link, and then a card is going to have a little bit more information, and it's going to look kind of a little bit more clear to us because not only do we get to see title of this as we do right here, but we also get to see other information that is relevant to this card. We are able to see the labels right here, we're able to see what board it comes from, and we are able to see the status in which this card is. We get to see what's in progress. Now what we can do is that whenever you add in an attachment, the next step to that can be coming here into the comments and activity, and then you can mention specific people on your team. So let's say that this one is going to be a three step process, right? This promotional video is going to take scripting, recording, and editing. Let's say the scripting is now done, so now it's moving on to meet. So if someone else were to be doing this, then what they could do is come over here and they can put in at Adam Taylor. Video is ready to be recorded. And then they can go ahead and hit Save, and then I will be notified. So that's how you turn your Trello from a task tracker into a true collaboration hub. When your files, feedback, and conversations all live inside the card right here, then your team doesn't waste time searching or asking where something is because everyone stays on the same page, decisions get made faster, and work moves forward without friction. Alright, that's it for this lesson. I'll see you in the next. 24. Master Calendar, Table & Timeline Views: Trelosbards are a great way to manage your day to day. But what if you want to see the big picture? Well, that's where Trelo's views come in. So in this lesson, we are going to be going over the main views that Trelo gives us. So we're able to visualize our workflow from different angles so you can not only plan smarter, track progress faster, and avoid deadline surprises. Let's go ahead and go into probably one that is the most used, and that's going to be the calendar view. Now, one thing to note within this lesson is that all of these views that we are going to look at here is going to be under a premium workspace. So just know that if you are going to have any plan that's below a premium, you're not going to have access to these views. Now, one thing that I am also going to know is that here, specifically in looking at this calendar view, we do have one kind of workaround that we can do even from just a free plan, and that's going to be using calendar power up. Now, that is going to be something that we'll cover in a future lesson, but it's just something here. For those of you who aren't going to want to do this upgrade, you still have something to look forward to. Okay, so now that we are here on this calendar view, we see a couple of things. First, we are going to see a blue box. And this blue box is going to represent today's date. Then what we see that's kind of more important here is going to be a few cards. Now, these cards are going to be placed where their current due dates have them. So let's go ahead and come back into our main right here, we get to see a thumbnail is due on August 1. And we have these two sections that are due on July 20. So as we come back to our calendar view, we are now able to see these due dates in a little bit more of a clear kind of way because we are able to see what today is right here with this blue box. Can clearly see that these two assignments are going to be due in two days. And here, our thumbnail, we see that this one clearly is going to be due in two weeks. Now, what's also nice about this calendar view is that it maintains all of our labels here. So as we can see, we have the labels that have been created for this card right here. It's low priority, and it is labeled to myself. It's assigned this was just kind of a good view that you can go ahead and look at. So you don't have anything that kind of sneaks up on you because if you're going to be looking in our board view, it's going to be very easy to kind of miss out on any of these due dates, especially when we are going to have boards that are going to have a little bit more cards than this. We can easily kind of have any due date on a card kind of just sneak its way through without us noticing. But if we go here into a calendar view, then it is extremely clear as to what is going to be coming up and the things that we have to additionally to this, we have a few options that we can do here. First, what we're able to do is we can add in a card or a list. Let's go ahead and add in a card. So we can enter a name for this card. I just went ahead and named it course Upload, and we can go ahead and put this into the packaging list, and we can set our due date. Let's say we are going to make this August 2. So, right here, we have it set. I can just click Ap card, and then there we go. We now have this listed right here. Now, another cool thing about this calendar view is that if you want to change the due date, where before, if we were into our board, we'd have to click on it. We'd have to come to our due date, and then we'd have to edit it within here. If we want to go just here into our calendar view, what we're able to do to change a due date is just drag and drop. So just like that, we have now moved any due date. Now it's later on in the future. Let's say we want to move in this thumbnail to be a little bit sooner. We can do so just with a drag and a drop. Then another thing to note for this view is that we're also able to sync it to our personal calendar. So on default, it's going to be disabled. You can come here, click Enable, and then we can manually add this URL to any one of our personal calendars. So whether that be a Google calendar or anything else, we can then go ahead and add this in and then syncs. Okay, so that essentially covers our calendar view. Now, we can also, if we wanted to change it up by week day and month. So if you're going to be having a lot of things maybe coming up in one week, you could do so. Maybe you have a lot of tasks in a day. That's how you use Trello. Then you could also go ahead and set it like this, and now you can see how laid out because we're also able to set times, not only dates, but here, more specifically, the time. So if you want to kind of use this to set in your to do list for the day, you can now, let's go ahead and move on to our next view. And that's going to be similar to our calendar view, and that is our timeline view. So our timeline view differs a little slightly from our calendar view because although we are able to still see the dates for everything, so this is going to be similar to our calendar. We also see it divvied up by our lists. So we get to see that there are two things due for our scripted list. And then down here, we get to see that thumbnail here is in our packaging list. Additionally to this, we also get to see what things aren't scheduled within these lists. So let's go ahead and look here to edit, there is nothing here that we see that's due. But we can see that there's two things not scheduled here just to kind of make sure we get to see that that is in fact the case. So let's go ahead and come back here into our timeline view, and we can click on this plus button, and we get to see those two exact. So now, let's go ahead and say that we want to go and set a due date for these. Well, we have multiple ways that we can do this. First, we can drag and actually drop it here somewhere within this timeline view. So, let's say we want to make it also due on Wednesday. I can drag this here, and now we get to see that it spans across maybe this makes sense because this is section, right? It's not an individual lesson. But here we have an individual lesson. So if we want this one edited a little sooner before this next section, we could put it right here. And instead of having a span over two days, we can then grab it right here and we can drag it. And now we see that this is something that is going to be due solely on the 22nd. So really, with this timeline view, you're not really just looking at individual things that are to do. Instead, you're seeing how everything kind of connects together over time. So really, it becomes helpful because you're able to get a slightly better grasp on the kind of rhythm of your project. And another thing is that you're able to see how different tasks overlap and how you can kind of catch these bottlenecks and deal with them. So for example, right now in this setup, we see that we have these three things that are all due on the same day. But today is Friday. So we know now that we can kind of move things around. So our team doesn't really get bogged down, and they're able to kind of spread out the workload throughout the week. So really, if you're working on a launch, a campaign or a course like this one, the timeline view really gives you a true project roadmap. It's not just a to do list. And just like our calendar, what we're also able to do is add in cards or list right here, and we could kind of change the view here. So if we wanted to set by month, we could go ahead and do so by quarter or even by year. Now, for most of you, you'll probably be keeping these on the week view just because it's going to kind of be a little bit easier. If you're ever going to look at a larger scope, then you could go ahead and use the calendar the timeline view is made to be able to see these small gaps in time. Now, additionally to being able to filter them by the list right here, what we're also able to do is filter by members. We could filter by label or we could just have no filtering, and then it essentially becomes a calendar. So that's just going to be something to know. Depending on how you have your board set up, then either one of these views can probably be really helpful in kind of achieving what this timeline view is supposed to do in improving your efficiency and organization. Alright, now let's go ahead and move on to the last few that we are going to cover, and that is going to be our table view. So from your first glance of the table view, what you can kind of clearly tell is that the table view is mainly a way that we can see all of our cards laid out. Want to kind of think of our timeline view and our list default, then we could think that this is a way that we can see all of our kind of projects or tasks that's going to be sped up by list. Now, if we want to look at our table view, this is doing that but in a card view. So is this going to help you kind of plan out tasks, like the calendar or timeline view? No, not necessarily. Instead, what the table view kind of enables for instead of planning what things that we have to accomplish as the days go on and our tasks come closer to us, instead, the table view is kind of like overarching planning system. So, for example, here is maybe where you would use this ad function the most. Maybe you are going to add in all of the things that you know need to pleaded in order for this overarching project, in our example, this YouTube thumbnail design course to be completed. This is where you're going to add everything. And then from this view, you're able to assign it to specific lists. Then you can put in labels. Maybe you want to assign specific parts of this to specific people on your team. Here in the members section, this is another way to do that exact same thing. So maybe you want to use the labels to maybe assign priority instead. And then, lastly, we can also put in this Day. So this table view is mainly going to be for all of you kind of overarching managers, maybe planners of a team. These are going to be the place where you can kind of delineate everything that needs to be done, who needs to do it, maybe how prioritizing you want it to be, the due dates for them, and where they should be listed within your board. So as you can see, any one of these given columns, we're able to change specific things that we see in title here. So we can change our list. We can change the labels or we can add some labels. We can assign members, and we can assign due dates. So this view is very, very straightforward. So if we want to look at these views in a kind of scope perspective, then I would say best way to kind of understand this is that our table view here is going to be the largest view out. Because we're able to see everything here. We're not only able to kind of filter with due dates as we would with our timeline view or calendar view, but we're able to see everything here. We're able to see the lists, we're able to see the cards, the labels, and members. So again, this one is going to be the largest scope. If we want to take a step into that, then I would say that's where our calendar view works. So this kind of helps us get a good idea about what things are ahead of us and maybe how much work we should kind of plan to complete as the week progresses. But then if we want to go ahead and look at the most specific, I'd say the timeline view gives us exactly because here we're not only able to see these due dates and visualized for us. We're also able to see them broken down by their lists, and we're able to see the length of them. We can adjust. We can see which things overlap. And it's just kind of the most broken down, most zoomed in scope of looking at all of the things that we have in a Trello board. So there you have it. Again, to mention here, all of these views are going to be something you could only access with a premium plan. But for the sake of organizational efficiency that we get from them, really, these views alone might be worth it for some of you to go ahead and upgrade your workspace. Alright, that's it for this lesson. I'll see you in the next. 25. Build Your First Trello Automation in Minutes: So as we've gone over, we can use automation and Trello to kind of optimize our workflow to take those tasks that we would be doing manually, which are repetitive and go ahead and automate them. So let's go over here into automation section and we can come here into rules. In this lesson, we are going to be going over automations with rules and our custom buttons right here. One of the beauties of automation and Trello is that it doesn't matter which plan you have. If you have a free plan or if you have a premium plan, it doesn't matter. You are going to be able to create these automations. So let's go ahead and start off here with rules, and we'll click Create automation. So the first step of creating an automation is going to be selecting the trigger. As you can see, our trigger section is going to be made of categories and actual individual triggers. So right now we are in the Card move trigger category, which gives us this selection of five different triggers. Now that we're here, let's go ahead and make an automation out of these options that are given to us. So I think something that would work well for our board right here is going to be creating an automation that whenever something is moved to edit section, it's then going to be assigned to our editor. And this example, we can say that SR SAC right here is going to be our so let's go ahead and create this automation here. We'll come here to rules, come back into creating an automation, and we are going to set our trigger to when a card is added to listening right here to edit, we can say, by anyone, we'll add that as a trigger, and then the action is going to be members. And then we are going to add member. We'll click here, we'll select Ser Slack to the card, and then at right here. So there just super quickly, we're able to now create a trigger that was going to be something that we were going to do manually. So really, even from these kind of very basic building blocks, you're able to create these automations that are really going to work and do those very easy, kind of repetitive tasks for you. Now, of course, if I were to come back into my board, and let's go ahead and move over the Section three right here, come into this, adding in a member is going to be as simple as clicking this plus and clicking in SR Slack. As you can see, he has already been added to this because of our automation, but it's only a couple clicks. These couple clicks can just be something that you don't have to think about anymore because as soon as anything is moved in, let's look at this section two. But Section four doesn't have anyone. And if we move it here into edit, we'll click on it and we see that SER Slack has been added. Now let's create an automation that does the opposite of this. So when something is removed from the two Edit list, we'll also have SR Slack removed from this as well. So to do that, again, we are going to come up here into our rules, and then we are now going to come here and to create automation. We're going to add trigger. We are also going to stay here into the card move section. Then we are going to come back down to the same trigger, but instead of doing added two, we are going to have moved out of, and then we are going to select the same list to edit, and then we can change from B me to everyone. If Sir Slack does this, it will also register. We can add this, and then we're going to come to members. Then what we are going to do is come here to the same action we did before. But instead of add, we're going to click Remove member slack right here, and we are going to add in SR Slack. So now, all we have to do is save this and then bail this has now been activated. So now what we can do is come back here, and we see that these two were added here after I started this automation. Now if we move it back in to record, we click on this. We get to see that SR Slack has been removed. Now let's try it again here. We can wait a few seconds, and then bam, SR Slack has been removed. Now, let's go ahead and look at another example of how we can use these automation. So, coming back here again into rules, we can now do another automation that is based around our priority labeling system. So, let's go ahead and add in a trigger here. And what we could do here, if card is changed, we're going to come here in this category. And we can say when the red high priority label is added to a card, we could say by anyone, then we want to have the action to notify everyone on the board. So to do that, instead of going into move or add or remove or even members here, what we're going to do is come into our content right here. And in our content, what we're able to do is we can post a comment here, and what we can do is at our board. So right here, it can be as simple as typing in at board. So you don't even really need to put in anything more than that because your entire workspace will know what this red priority label is going to mean. It means it's high priority and it needs to get done. So simply notifying them, Hey, at board, look at this specific card. That should be enough. So we can go ahead and add this in. And now, when anything is given a high priority, the comment at board is going to be added to that card, and therefore, everyone on the board is going to be notified that this label has been added. So let's go ahead and save this and we can look at it in action. So we're going to exit out here, and then we can come over here into Section four, come to our labels, and we can add in this high priority label. And as you just saw, right here, this one hopped in because of our automation. So now our entire board has been notified this has a high priority. Okay, so there really is so much automation that you can do just from these rules alone. As you can see, all of these categories of triggers, and if we choose any one of these given triggers, there's also all of these actions that we can go ahead and do, as well. So now, what I want to do is actually move along into our custom button. Our custom buttons work a little bit differently than our rules because instead of the trigger being something that happens within our board, the trigger is going to be the button that we click. And each one of these given buttons are going to have some desired action that we are going to go ahead and associate with that button. So let's go ahead and create an automation for a card button first. For this card button, what we can do is use an extension of one of our labels. And one of our labels is an orange label that says Ns review. So if there is, let's say, one manager or overseer in your team that is going to be typically doing this reviewing, then what you could do is create a card button, adding in this label that says N review and assigning them that individual as a member to that card, or potentially mentioning them in the comments, so they can then get a notification about this. So let's go ahead and title this button Needs Review. We can go ahead and change this icon to maybe something that is going to be a little bit more clear as to what the action of this is going to be. So let's go ahead and select this little bug right here. And now we have our title and icon selected, and we can go ahead and move into the action. So now this action section is going to be quite familiar because, again, it's essentially the exact same thing that we would see in actions with rules. The only difference here between a custom button is going to be that we don't select a trigger here because the trigger itself is just the button. So now let's go ahead and create these action. The first one is going to be adding in the needs attention label to this card. So now let's go ahead and add that in. So now if we scroll up, we get to see that this action has been added. But now we get to add in another action. And now let's go ahead and come here into our member section. And we can add in member Adam Taylor here to this card. So let's go ahead and add this one in, and then we can come here into the content, and then we can post a comment here that also adds Adam Taylor, adds myself. Okay, so now that I've added in this comment, we could go ahead and add that in is probably go into the comments themselves and add in what specifically needs attention or needs to be reviewed within that card. But once they click this, I'm going to be notified and added to the card, and there will be also label added. So let's go ahead and click Save. And now let's go ahead and come back into our board to see this in action. So now let's go ahead and click here into the Section three card. And to activate our button, we can come here into automations and then we can click Needs Review right here. Now we can see all of those actions taking place right now. We have our label that's been added. We have our member here, which has been added, and we have a comment here as well. All of this happened just with two clicks. Clicking here in automation and here in to Ns review. And we can do this on any individual card. So right here, go ahead and select this. And then we can see all of this happens with just a click of a button. So it is super helpful. So now let's go ahead and look at using button, but instead of for card, we're going to use it for our entire board. Do so, we're going to come back here into our automations and our buttons. And now instead of card button, we are going to go to Board Button. Here, we can create our button. Personally, one of my favorite uses for Board button is going to be using this button to kind of clean things up. So what do I mean by this? Well, first, let's go ahead and actually title and choose an icon for this. So the title is just going to be clean up. And then for icon, we can sort something like this one right here. It's a little archive box, which is going to make sense here in a second. So, for our action here, what I think we can do is come here and to move cards, and if we scroll down, we can go ahead and select this one. We can archive each card that's marked as complete. Of course, there's other things that we can add here into the sort button. Like, we can archive all cards in the done list right here in my board, we don't have a done list, something that you have, then that can also be another way that you can clean up your board with just one button because when you have a lot of things that have piled up over a long period of time, and a lot of which have already been completed, then you kind of want to clean things up just so the next steps as to what should be tackled next are going to be a little bit more clear, and things appear to be a little bit more manageable. So this is really just one of the simplest, easiest, and just most efficient ways that we can use a board button, because otherwise, we'd be going into each individual thing, and we'd have to be clicking it and either right clicking it to archive it, or another alternative is we could click C to Archive. But this is just going to be one way that we can do this all super now let's go ahead and mark a few things as completed. We can mark this. We can mark our promo email, our course upload. Let's say our editor finished everything right here, and let's say our thumbnail is complete, as well. So now, if we want to go ahead and clean this up, all we would have to do is come here to our cleanup button, and then as you see right here, it's going to say running, and it's going to do its thing in clearing everything for us. So there you have it. This was a very simple and easy way that we could use a board button. All of our board buttons are going to appear right here. And of course, you can go ahead and create automations that are going to be much more complicated. But given this is just an intro lesson, I wanted to give you the basic foundations we went over a few things. We went over rules, we went over card buttons, and we went over board buttons. So now you understand the foundations and you have the tools to be able to look into these automations a little bit more specifically and see how you can optimize your own boards and your own workflow with these automation. 26. Automate Deadlines with Calendar & Due Dates: So in the last lesson, we went over automations that have a few different triggers. First off, we went rule automations. And with rule automations, they could have a bunch of different ways that we can trigger them. They can have the trigger be when a card is moved to a specific board. This specific board, for example, when a card is moved to a list, if a card changes, if it's marked as complete, dates that approach, anything like this, we were able to create rules automations. And then we also went over custom buttons. Custom buttons were automations that were triggered by the buttons that we created, one being buttons on cards and another one being a button on the board itself. But one that we have yet to cover, which also has an equal or even greater amount of use within our lo boards are going to be calendar and due date automation. So these ones are all automations that have triggers that are based on some kind of timeframe. With scheduled automations, these ones are automations that we can set to be triggered by either certain days of a month, by certain times of a specific day, by certain times of a week, or even by certain dates of the year. Now, after that, we have due date automation. Now. Due date automations, I probably have guessed it by now, but there are going to be automations that trigger in relation to some due date. So this can be something that is an automation that is triggered either days after something is overdue or something that can be triggered as a due date approaches. So first, let's go ahead and get into these scheduled automation. Now, these ones for the most part, are going to be quite straightforward, right? We are going to go ahead and click Add Trigger, and we see here that differs from our rule automations. There we had multiple different categories. Our scheduled automations only have these sets right here. So we can set it every day or every weekday. We can set them to every specific days. We could set them to every certain amount of weeks on any certain days. We could set them monthly right here. Also, here's another variation of monthly where we're going to set the exact day of the month this goes off. Or, again, as I said, we can set this to yearly intervals. The way this functions and the way that you can apply this to your own boards is kind of self explanatory, right? Because each of you are going to have a different use for this. But for this example, what I'm going to do is actually do automation where every single day, we're going to have a new list that is created that is going to be titled Daily Updates. So let's go ahead and select this one right here. We're going to have this set to every weekday, and then we can set a time of say that we want to set this at roughly 2:00 P.M. So we can set it right there. At 2:20, every weekday, this is going to pop up. So let's go ahead and add this in. And now we have a few different actions that we can set, some of which being quite familiar. Now, here, what I want to do is come to list because what I want to do is create a list, and I'm going to name this Daily Updates. So now that I have this list named, what I can do is now add this in as an action. So now, every single day on this board, YouTube thumbnail design, we are going to have a new list that is titled Daily Updates to be Created. Now, ideally, what we would do with this automation is have it list today's date or the date that appears, just so we can have this be a little bit more specific. But unfortunately, we aren't able to do that with Ancelo. So another way around this that we can do is we can set the list color. So how could we do this in a way that it works, the way that compiles all these daily updates? Well, one way that we can approach this is that if this is going to be triggered every day at 2:20, then what we can have this set is every day at 2:19, it can change the list colors to red. So that's going to mark that this is an old daily update. And then when this new list is created, it's just going to be a default color. It's not going to be any color, so we can know that this one is going to be the new daily updates. This is going to be the one that's most now, another way that we can do this is if you only want to have one daily update list within your board at a time, then what you can do is set an automation that triggers, again, at 2:19, 1 minute before this one does, and you can have that one go ahead and archive any list that is named a daily updates. So then it will just be a recurring cycle where the old one is going to be cycled out and archived and the new one is going to be put in. So right now, we could go ahead and save this automation. And we know today at 2:20, we can expect a new list titled Daily Updates to go ahead and come now when these lists are going to be created, you can have everyone in your team maybe create a card that has their name as the title. And then in the description, they can list everything that you want them to. So maybe their daily actions, questions they had on the day, insights they had, and maybe some daily action plan that they want to kind of complete the next day. Okay, so that is it for scheduled automations. Now, let's go ahead and move into Do date automations. Now, again, as I've mentioned before, Do date automations are going to work as triggers in relation to some Doe date. So what does this mean? Well, you can look right here at the three different options to kind of get a grasp of how these so with this first one, what we're able to do is set a trigger the moment a card is due or on the day a card is due. Now, next right here, we can set a trigger that has to do with some time interval before or after a card is due because we're able to set right here, let's say, two, and then we can set this days, working days, hours. We can set this before or after a card is due at any given time. And lastly, we are also able to do this. Instead of the cificT interval in days or hours, we can set this to a day of the week. So let's go ahead and create an automation that is going to trigger one day before a card is due. So let's go ahead and add that. Now what we want to do is let's go ahead and add in red high priority label to this card because it is due one day then we can come here into the post comment section and we can at card. So right here with the comment, I said at card one more day until this is due. So this is going to notify everyone that is assigned to that card, and it's going to tell them, Hey, there is one more day until this is due. So let's go ahead and add that. So now we have two actions on this trigger. So with the trigger one day before a card is due, then we are going to get a red high priority label on the card, and we are going to get a comment that notifies everybody on that card. So now we can go ahead and save, and now that automation is active. So just remember, another thing to note here is that let's say there is a card that is one day away from being due right now, as I created this automation, this automation isn't going to trigger that because one day trigger already happened in the past. So this will only be triggered with things that will then achieve one day away from that due date from this point on. So, for example, if we have something that is two days away from being due, then tomorrow when that one is one day away from being due, this automation is going to trigger. But if something has already passed that one day mark, today, then this will not trigger for that card. Okay, so there you have it. Now, in the past two lessons, we have went over and created automations for every single one of the automations that we could have created. We did rule automations, we did scheduled and doody in this lesson, and we did card buttons and board buttons. So now, all of those tasks that have been repetitive and things that you would have to do manually every so often are now things that you have automated and you've now achieved a much more efficient and streamlined board. 27. Explore the Best Power-Ups for Trello: Trello works great out of the box, but sometimes you need it to do more, and that's where power ups come in. Now, Power-Ups are essentially superpowers for your boards. They let you add in extra features, integrate with tools that you already use, and customize Trello to fit your workflow perfectly. So here in this section, we are able to see all of the power ups that Trello offers us. So right here, we're on the featured section. This one is the enabled section, so this one will be all of the power ups that are enabled for our and right here, we have them made by Shrelo integrations right here, and we have different categories as well. So there are a lot of power ups that we could go ahead and use, and you can integrate into your board. Now, of course, I'm not going to go over all of these, but what I am going to do is go over some of the most useful ones. And some of the ones that a lot of you can probably integrate right away. Now, let's look at these essential power ups. Now, they're essential for a reason because for a lot of people, they are going to be the power ups that are going to be the most useful. Now, if we go here into these categories, these are all going to be specific for certain kinds of people that are going to be using Trello. But here, in these essential power ups that we see, a lot of them are going to be applied across really any use case of Trello. For example, the voting one right here. The voting one is just a power up that allows us to have voting features within our boards. So let's go ahead and add this one in now, one thing to note here is that you only get one power up per board if you are on a free plan. If you are on any higher plan, then you can add in as many as you want, at least as of right now. So now let's go ahead and come here. And now we get to see that we have one enabled power up within our board, and that is going to be our voting power up. So now let's come back into our board to actually see this year in action. This voting power up is going to be visible in any given card. As you can see right here, we now have a new section within our cards, and it's vote. So if we want to, we can click right here, and now we're able to vote. And if we click a second time, we are able to see all of the voters. So I can remove my vote. And a way that we can use this is, let's say we want to create another list, I went ahead and name this next project vote. So everyone in my board knows that this is something that they have to vote for. So we can go ahead and put in option one right here, option two, and option three. So now we have these three different options, and if we go into them and we vote, we are now able to see how many people voted for each given option. So it's just a clear way that you can have voting within your Trello board. Now, of course, there are other ways that you could go about this. Let's say, instead of having this vote power up, maybe you want to use some comments, right? Because each time somebody leaves a comment, let's say, one, two, then we get to see that there has been two comments. Now, of course, people can leave multiple comments, so that would be multiple votes. But this is just to let you know that there are some workarounds to still be able to vote, if that's something that you wanted to do without using your one power up per board if you're on a free plan. So now let's go back into our power ups, and let's look at some other ones. Now, the next one that I want to go over is going to be a slack Power-Ups. So I went ahead and added that in, and now we can come into here and we can edit our Power-Ups settings. And we are able to see, at least right now a quick kind of view of how this is going to be integrating within our slack. So let's go ahead and do this, and now we can add in our Slack workspace. So in just a moment, I'm going to go ahead and connect that and then I'll come back to you. Okay, now that we have the integration all set up, what we are going to do is we can come here to our board. And in our board, if you look up here, we are going to have a new icon, and that is going to be our Slack power. So if we click on it, you see it opens. And what we're able to do, what this power up gives us the ability to do is to send board notifications to our slack channels. So which board notifications are these going to be? Well, what we can do is come here. We can add a slack alert, and now what we can do is we can choose our workspace within and choose a channel. Right now, I only have two. So what I can do is choose the All digital skills Academy. But alternatively, I could just send it to individual people. So this can be a direct message. Let's say that you want to kind of create a log channel, then you can do that right here. Or if you're just one person that is going to be collecting all of these and you don't use your direct messages for anything else, then you could just choose you as an individual. Now, I'll just choose this channel. And then right here, we get to see which are the things that we want to track. So you can think of this similar to an automd within discord. These are going to be the things that are going to be collected and logged in a specific channel that we set. So we can choose if a member is going to be added or removed to a board. We then get to see if there's comments. Let's see if something is created in a card. If a due date change, a due date marked as complete or incomplete, any labels added. Let's go ahead and add that. An members added, we can also that and if any cards were moved to a different list. But you can see how these are all broken up into categories. Like, right here, these are all the notifications that are going to have to do with boards. These ones are those with lists. Then we have cards right here and checklists. So once we hit done, now we are going to have this saved. So let's go ahead and change something right here. I can move this card right here into record. So now if I go into here and we scroll down, then we get to see Adam Taylor moved Section six wrapping up from script to record. So we get all of these updates that are going to be clear for us to see. Again, if I were to do this, then what I would probably do is add new channel here. We would do a blink channel, and I could call this flow log. And then I would set it to private and we create, and then we have this channel that would be dedicated solely to our log. So, that is the CellloPower. Now, let's go ahead and look into another power up. Here, in this case, what we are going to look at is going to be the Google Drive power rub. So now, again, let's scroll down, and then we can add this in. And once we have it added, then we're going to have to come to the setting se and then edit power settings. And then we want to link our Google Drive. Okay, so now once we have our PowerUp integrated and we have our Google Drive actually linked here, what we can do is come here, exit out. Now what we can do is come into any given card. Let's come here into Section six. And if we wanted to link something, so now this one is in the two record section. So what I can do is come here. We can go to Power-Ups and Google Drive. I can do is attach a file. Now, one thing to know is that in this current version of Trello, it's really best for you to really be using Google Chrome as opposed to Safari as I am here because this integration right here with attaching the file, it's not letting me do this right here in Safari. But in a second, I'm going to switch over to Google, and then we should be able to see this work. So, if this is ever an error that you ever come up with with really anything in Trello, then if you're in Safari, switch to Google, and it should be okay. Now we're here in Google Chrome, so I can click here on Section six wrapping up and then come here into Power-Ups Google Drive, and then attach a file. So now I'm here in my Google Drive, and I have access to everything. There's a folders, shared drives, and if I want to attach it, then what I can do is just click that right here and then bam. That simply we have added in a link to our Google in this case, because this is in the two record section, maybe this one is going to be a script or some lesson notes that are going to be relevant for me. So someone may have linked them right here instead of having to download them from Google Drive and then put it in. This just enables very seamless integration. This is the kind of thing that I was talking about when we were discussing this attachment lesson because I said that eventually we're going to cover something like this where we are able to just link things in directly instead, again, of having to face that upload. What you don't want to do is number one, upload something that has a large file size into Trelo where it's just going to be annoying to handle, and it's going to take time to download from the drive and then take time to upload into Trello. And sud you just have this link that takes you directly to the Google Drive that no matter what the size is, it takes only seconds to link. Another thing to mention for our Slack integration is that if we come here into our Power-Ups, like with Google Drive, we're able to attach a file or a folder, but with Slack, we are also able to send these specific cards to channels via a direct message, so to somebody, you can attach a conversation. Remind me about this card inside of Slack. Remind someone else or remind a channel. So these are the extra integrations that we. So as you can see, the Power-Ups are very, very useful, especially just looking at these three. If you're someone that uses slack, then having this Trello integration is going to make your life a whole lot easier. My personal favorite is probably going to be I Scrogle Drive. But as you can see here in the Power-Ups marketplace, there are so many to explore. So go ahead and come here into the Power-Ups market. If there's any ones that I've already went over out of these three right here, you can go ahead and add them yourself. If you want to look in your specific niche, then you could go ahead and do so. And each one of these power ups has a little description to them. So you can click on them. You can look at the preview. Usually, they have some kind of demonstration about how it is they work. They also have some descriptions. So there's a lot of information and just a lot of potential as to integrating these power ups into your workspace to make your workflow that much more efficient. 28. Boost Productivity Using Trello’s AI Tools: Clo could actually think with you, summarizing information, suggesting next steps or even creating an outline for you to go ahead and implement. Well, with Clo's At Lasian intelligence, this is all possible. So, this Atlasian intelligence, AI is only available in Trello plan, and it might be the biggest differentiator between a standard and a premium plan. So, what is this At Lsian intelligence? Well, if we go into any card, this is where all of the magic is going to happen. So this is mainly going to be useful within our cards descriptions. So how do we use this? Well, what we have right here is our writing assistant. This is our Alasian Intelligence, as you can see right here. Now, there are a few different ways that we could go ahead and use this. Now, what I'm going to do is because this is Section one of our outline, I'm going to ask it to create us the lessons, the lessons that are going to comprise within this section. So what I said right here was create me a lesson outline for this first section of my YouTube thumbnail design course, including roughly three to six lessons. Now, we can go ahead and hit Enter. And now let's just wait a second or two, and we get to see what Trello AI is going to output for us. So, there we go, right here. Again, that was probably roughly 5 seconds that it took to actually create, but we have right here. We have the first section of our YouTube thumbnail design course. I didn't give it the actual section title here and master the foundation, but it still works. You see, I understand the importance of thumbnails, analyzing successful thumbnails, thumbnail design basics, crafting compelling visuals. This is a decent outlie. Now, of course, you don't want to just be using the AI to kind of just do your thinking for you. What we wanted to do was give you some kind of foundation, some inspiration that you could go ahead and work from to create something even better. This AI should be your friend, and it should help you along in your own thinking process. So let's go ahead and click Refine. So what we can do is a few things. We're able to summarize the writing, make it shorter. We can either change the tone to be more professional and pathetic, casual, neutral, or educational. Now let's go ahead and click Summarize writing. Now, in this summary, we're able to see what it created for us right here. It said the YouTube thumbnail design course is structured into six lessons aimed at teaching the fundamentals of effective thumbnail design. Then it goes through talking about what it created. Now also what we can do is come over here and we can retry any given pump. So if you want to kind of give us something new from the same original pump that we had it do, then we can also do that here. We get to discard, and we can also tell it what to do next. So we can give it another pump. For now, let's go ahead and create a new card here for our course thumbnail. So here we can come here. I can come with a writing assistant. So, I said, I'm creating this YouTube thumbnail design course, and I want you to give me a few ideas for the thumbnail. Now let's go ahead and input this. And in literally less than 2 seconds, we get this entire output here. Have ten different approaches that we could go ahead and use for the thumbnail. But honestly, these ones are just kind of easy things that you could have in here. Maybe you want to input it for your team. Let's say you have a thumbnail designer, and you want to give them some quick ideas. This here was just done in a few seconds. We can insert this. But then again, we can come here into the Atlasian intelligence. I can improve the writing. We can even find action items within these lists, within these descriptions that you create. So let's go ahead and actually demonstrate that right now with defining action item. No, of course, this one here is just some ideas. But what we can do here is kind of create a step by step process out of this. Maybe you want to incorporate multiple ideas within the final version of this thumbnail and within this checklist right here. What we can do is insert it right below, and then we have all of these options as well. And if you want, after saving these, what you can do is then create a checklist right here. Ahead and add this in, and then we can copy in specific parts. Now, of course, this checklist feature and actually creating something from the description is going to be something that's a little bit more useful with a description that is going to be overall encompassing of a few different steps of some project. Thumbnail is one thing. It's a thumbnail. So maybe if you would just have the thumbnail within, let's say, our course upload right here, maybe we're going to have a few different steps here and saying, Okay, we need to get this course description in. We need to get this thumbnail. We need the promotional video. If that was all within the description, then yes, creating some kind of list, some action items using the writing assistant is going to be something that could be useful. Otherwise, then you can use it to do things like expand on ideas, refine your own writing, and really just make your entire process of creating these descriptions and kind of delineating what needs to be done within your team just a bit faster. Okay, so there you have it. That is At Lasian Intelligence within Trello. Trello version of AI.