Trello Project Management Board From Scratch

1. Introduction: Hi everyone. I'm Lukas Lamar and I run a digital marketing agency called lima and studios. I've also worked in construction for over 10 years, running multiple construction deans. I use Trello quite frequently, one, managing large teams to keep everything organized. I will show you how you can transition from desktop to mobile apps. With these, you can have your fellow employees utilize the same app to transfer information quickly to a large group. You will need to use create a Trello account if you haven't already done so. You'll create your own management board from scratch as your class project. The amazing thing with Trello is you can customize an automated, however you feel works best for you and your team. If you feel like sharing, simply make your board public and share it in the comments for your fellow classmates to see and appreciate all of you for checking out my class. Let's get started. 2. Creating Lists and Checklists: Hey everyone, Welcome to today's video. During the next several videos, we will be doing an advanced Trello project. This project will feature of project management board from scratch. This board will detail construction project management procedures, but a lot of information can be translated to multiple project management positions in a various amount of fields. As board will detail everything required for a project manager and construction. We will be automating a lot of basic functionality with Butler in these videos to speed up the process and make sure no information is ever missed. Everything will be dealt with in sequence rate from initiation in concept to project close out. These videos will feature a lot of information from troubles business class, including advanced checklist. But it will give you workarounds for free versions. We'll be also using trills, new features here, including the new Board views like timeline and table. We will also be using a variety of kilo power-ups. In today's video, we will begin adding our lists and an explanation on what her plan is here. Let's get started. Let's first start by creating a new board. Let's just call this construction project management. Make sure the right Trello team is selected here that you are going to be using. And make sure under board privacy it is set to team. Let's also change your background to this one here. Click Create board. Let's first start with creating our list names. This will include initiation and concept, planning, launch and execution, control and monitoring. And finally, project closer. Let's add these lists now. We will also add a list called templates. And we'll put this sir first slot. I like to keep my workflow from left to right. This is just my personal preference. And you can keep your list where every like this list will hold our templates for our checklists. So we don't forget any important information. Let's also add our Power Apps required. I'll be adding Google Drive and custom fields. If you're using free version and non-business class, I would recommend adding the calendar Power App or the Gantt chart power from Timgad. And we'll go over this workaround in an upcoming video. With Google Drive, we will be adding our documentation and will be stored in Google Drive. This will include things like blueprints, change orders, stakeholder information, et cetera. Let's first begin with our initiation and concept template for a checklist. Here we will hold all of our checklists information required for each quota job to proceed to the next step named the current initiation and concept. Let's create our first checklists and name this initiation and concept as well. And the first field had defined project goals. Next, let's add, do our services fit the client's needs? And finally, does this interfere with the current and upcoming projects we're already working on? This will be the first checklist we will use in order for this job to continue further down the coding initiation phase. Once this checklist is completed, we will move on to the next checklist. Let's call this initiation and proposal. And the checklists add scope of work required, defined start and end date, complete a risk assessment, estimate fees and costs for the job. And once the estimate documents are completed, send the proposal. With these checklists, we will be adding due date and members associated to each task with advanced checklist. This offers only available to business class users. That's it for part one of this video series. And the next video we'll begin adding advanced butter functionality including automatically adding checklists, due dates, and members to specific checklists. 3. Butler Basics: Hey guys, Welcome to today's video. This is part two of our project management board from scratch video series. And today's video we will begin adding Butler on immediate functionality with her already created templates, checklists we made in the last video. Here we will begin to understand why Butler and Trello for managing large projects is extremely powerful. Let's get started. Click on butler in the top right corner. If you've watched some of my previous videos, you will understand the basics. If you haven't watched this or interested in learning first before continuing with these videos, I'll link the video in the description and I will show it on the screen. Now. Let's first begin with adding some functionality. When a new card is added. Let's create a new rule to trigger this. Click rules and create rule. Let's first add a trigger to current MOOC. Click the second option and add the initiation and concept lists to this trigger. When this trigger is activated, we will now add some actions. Let's click on checklists. The first option we will add is the name of our checklist template we created in the last video. This is initiation and concept. Let's test this. So let's head back over to the board home screen. Let's add a random card called customer 12 initiation and concept list. Once this is added, you will see we have automatically added this checklist without actually filling in this information. Let's now continue with adding more functionality. We also created initiation in proposal template in our previous video. Head back into Butler and create another rule. Had a trigger, this time click on checklist. Click on the second option where it says one checklist initiation and concept is completed. Here you can set this to a specific person who completes this checklist or set this to anyone. Let's now add some actions. Click on checklists again. And in the first option, click on the checklist name. Here we will add initiation and proposal. Let's go back to our board and test out this functionality. Click on the card. We added the checklist to check off all the options and our initiation and concept checklists and our customer one card. Once you have checked them off, you'll see the next checklist is automatically added, which is initiation and proposal. Let's quickly recap what this does for people who are confused still. What we did here is we told butler to automatically add the checklists for a template when any new card is created in a specific list which we selected initiation and concept. Keep in mind, this is different from an checklist. Once this checklist was completed, we then instructed butler to automatically populate the next checklist when this is completed, which was initiation and proposal. We set the trigger and Butler to automatically add this checklist. When the checklist initiation and concept, it was fully completed. That's it for today's quick video. In our next video, we will continue with more automation, adding documents from Google Drive and adding additional members to assign work tasks for them. 4. Trello Mobile and Adding Documents: Hey guys, Welcome to today's video. Today we will begin adding additional automation documents with Google Drive and adding team members. Let's get started. I'm going to go ahead and add three accounts I have created. Simply click on invite in the top middle of your screen here. You can either send an invite with links where you can add people by username. Once the usernames are added, what's now Azure Google Drive account to your Trello board. If you need help with this, I will have a pop-up on the screen now. And I'll have a link in the description to check, oh, Google Drive basics I created in the previous video. Let's now go ahead and start adding other templates. This template will be the template for planning section. This template will be activated once our initiation and proposal checklist is completed. Similar to what we did in the last video. We will also move this card automatically to a new list to keep everything moving as planned. This template checklists will be called cost analysis. And we'll include internal meeting to discuss the plan. Discuss hard costs to make sure numbers are close to the estimate costs. Create a cash flow chart and create a cost control plan. Next template we will add will be the communication plan. Here we begin adding information for our custom field power up as well. The complete list of personnel and stake holders. Preferred communication methods and frequency of meetings. I typically create a separate list of information and link it here from Google Drive folder. But I will demonstrate both options here. Click on her card from our last video and click on custom field power up on the right here. You can add the title of the fields required for your specific situation. I will want to position their phone number and email address as titles here. In these fields, I will now add a general contractor, their phone number and email address. Let's quickly populate all of this information. Once you have completed adding the details, it would be displayed in front of the card. This can be easy for people to access in the field. My other preferred option is to create either a Google Sheet or Word document to hold this information and link it from Google Drive. Click on the Google Drive power. You can either click and create a file directly and Trello, or you can access already created documents and link them that way. I've already created a quick Google Sheets document to display some stakeholders. Click on Google Drive again and attach a file. It may ask you to log into your Google account at this point if you haven't already done so, click the proper file and attach it to Trello. And may take a minute or two to attach. Once a detaches, you can access these files directly from your triple occurred. We can also access this information in the mobile device. Let's check to. So now we will quickly switch to our mobile screen. In the mobile screen, click on the same card we attach the file to, and it will be opened in a pop-up window. You may also need to log into your Google account or your mobile device as well. You can see this document is now 1 or mobile device. This is handy for people in the field to access important contacts quickly and to keep production on schedule. Let's head back into our desktop version. Let's now add an advanced safety plan template checklist. This will be site-specific safety plan, assess hazards, daily toolbox meetings, and defined site-specific safety rules. That's it for today's quick video. Next video we'll begin adding automation procedures for these checklists and assigning specific team members and due dates to tasks using advanced checklists. 5. Butler Automation and Advanced Checklists: Hey everyone. Welcome to today's video. In today's video, we're going to be continuing adding additional automation with Butler and adding some information with advanced checklist. In the previous videos, we have added some templates. We will revisit some of these in this video to make them even better. Let's get started. Let's first start by adding Butler automation two or three newest templates are first option will be to automatically add our first checklist in the planning section. This is your cost analysis checklist template. This will only be added once our initiation and proposal checklist is completed. We will also add something a bit different this time, and the card will automatically be moved over to the planning list. Let's head back into Butler. Click on rule, Create rule, and add a trigger. Go to the checklist trigger and add when checklist initiation and proposal is completed. And then check off here by anyone. Now add the action under Move and move the card to the bottom of the list we want to go to, which is planning. I prefer to add this card to the bottom of the list as this means this is the newest item in our workflow. This will keep all the old cards at the top. I prefer to keep my work from top to bottom, but you can have yours wherever you like. Click save for this rule. Next, let's go in and create another rule. Here you have two options. You can go to the checklist trigger and do the same thing we just did when initiation in proposal is completed. Or you can go to the current move. And on the second option you can change this to when a card is moved into the list name planning, we can add the next checklist. So basically what this means is once this checklist is moved into the planning list, it will automatically populate this checklist. Let's stick to the one the checklist is completed. Trigger go back into checklists, Trigger section and make sure it says one initiation and proposal is completed. Next, let's add an action. This action will be adding the checklist cost analysis. When this trigger is activated. Click Save, and let's test this out. Go to our customer one current and complete the checklist initiation and proposal. Checkoff all of the boxes. Once you do this, you can see this current is automatically move to the proper list as well as added our next checklists, cost analysis. Pretty cool stuff. There is an even better way for this. You can combine multiple actions in one trigger. So if we head back and editor first-world we created on the checklist initiation and proposal is completed. We move to the list planning. We can now add an additional action to this, which is adding our cost analysis template checklists to be added at the same time. When you get more familiar with Trello and are using it quite often, you'll always have to be aware of, but there's limitations on command runs and operations. By combining these features in the same trigger, you save on your monthly quota, which in the end will save you more money. And we'll go ahead and delete the second Butler trigger we created, which is adding the cost analysis to the card. This is just demonstration on both options. Head back into Butler and we will continue with more automation. Click rules, create rule and add a trigger. This time we will add when the checklist cost analysis is completed by anyone for the trigger, click the plus icon to add this trigger. For our action, we will add the new checklist, which is communication plan, click Plus and save this rule. Lastly, we will add one more rule and another trigger for when the communication plan checklist is completed by anyone. Under the checklist triggers and click the plus icon to activate this. Our next action will be adding the advanced safety plan checklists, quick checklist under action, and type in the checklist name advanced safety plan. Click the plus icon to save. Let's continue by testing this out to make sure everything works. Go to our customer one card and complete the checklist cost analysis. Check all of the boxes. Give it a second, and our communication plan checklist is now added. Finally, complete the communication plan checklist. Check-off all the boxes. Give it a second and you can see the advanced safety plan checklist has been added. You can start to see now how human error is completely left out as Butler is doing all of the automated work. Let's briefly go over advanced checklists and one of our templates. Click our initiation and concept card and go to the initiation and concept checklists. Hover over any of the items in the checklist and you can assign members and dates. The really cool thing about this is that these are templates and this information is transferred over with Butler and defined project goals. Let's add doug as a member of this item. Hover over this icon and select the appropriate number. Let's also add the due date to show up two days from now. Exit out of this card. And let's add a random card and let's call this customer to turn initiation and concept list. Give it a second. And you can see now the checklist has been added, but it also has added our members and our due date automatically. This can be great if you already know which members need to work on, what part of a job. That's it for today's quick video. And the next video we will continue with advanced checklists, adding more templates and Butler functionality. See you in the next video. And thanks for watching. 6. Advanced Template Checklists For Repeated Tasks: Hey everyone. Welcome to today's video. In today's video, we will be adding another template checklist for our launch and execution phase of our project manage report. In the previous videos, we have only added templates, set triggers and actions once a full checklist is completed. Today we'll be using the card repeater power up as well. And we will be demonstrating the same task we completed with Butler, if you would rather this option. Let's get started. Let's first start by creating a template under launch and execution. Let's call this one daily project tasks. Let's go into naming new checklists, the same daily project tasks. What we wanna do here is we want to set a new current that gets populated daily. For us, the checkoff as the day goes on. There are a couple of different options to use here. You can use Carter Peter power-up or setup Butler automations. Again, the reason I'm showing you both as Carter Peter is not the best power-up to use for free users. This template I will add here is just for the project manager to ensure tasks are completed as scheduled. Let's first begin under templates at a new card and call this execution. Let's create a new checklist and call this daily tasks checklist. Let's add our first item here, which is check all e-mails. I like to get them over with to make sure I didn't miss any critical information throughout the night. Depending on the scope of your project. Some projects run for 24 hours. Next will be team briefing slash meeting, parallel discuss with all of the appropriate team members were carrying out work that day to make sure they are prepared to hit tasks set out for the day. Next will be troubleshooting problems. After a team meeting, I will discuss with the appropriate members we require assistance to solve problems that you're facing. Critical step to make sure projects are always moving. Next, elect to assist teams that are behind schedule. If one group is behind the entire processes behind. I like to help here in any way I can, which can be physically helping them, are finding them extra team members to assist them. Next will be min default. And a little extra motivation for your team at this point is great. Particularly like to do this after lunch to make your teams you're still doing well. Next, we'll be checking e-mails again. Are in this time you should have a few emails to follow up on. You should be checking this often with your phone during the day. The last portion of the day, I like to leave her financials, business meetings and customer meetings. I prefer to do it this way as you get a feel for your team has been throughout the day to give important updates to senior and upper management. Now that we have another template, must do something with it. Firstly, though, let's copy this card and added to our launch and execution list. Once this is done, let's head back into Butler. Under rules create rule will be adding a lot more actions to this trigger compared to what we have done in the past. Once we complete this, I will explain this in detail further. Let's add the trigger when the cart is moved out of listening, which is launch and execution by anyone. Next, our first action will be create a new card with title, daily task checklists. This is the exact same title we'll use in our template checklist card and set this to the list in launch and execution. We will also add daily task checklists to this card. Under dates, I'll also add the due date to 24 hours. And we'll also add a notification reminder sent directly to my e-mail. Just as an additional reminder. Go to content and the e-mail address you wish to be notified on. I will just add digital quick tips at gmail.com and subjective daily project tasks and the message to make sure this is completed by the end of the day. Here you can customize this to whatever you'd like. Click Save. We will add one more rule. Head intervals, Create rule, and under date select, one due date is completed in the card by me. And the action section, we will add move the car to the top of the list, complete a task, click Save. We also have to add this list to end overboard. And let's label this. Complete a task. Let's test out this complicated automation we created to make sure everything is working correctly. Occurred. We add in turn launch and execution less. Let's go ahead and complete this checklist and pretend like we have completed all of our tasks for the day. Check them off. Now. Once you have done this, the card will not automatically move to the completed task list and will only be moved over once you select a duty checkmark. Test this out. Now, once the due date has been set to complete, it automatically gets moved over to the right list. And the new checklist for the next day has automatically been moved in. We can repeat this process to demonstrate how this is working. Now always simpler method is to use a Carter Peter power up to repeat cards you wish to use daily. I believe they're a better power-ups to use if you're a free member, which is why I've shown a couple options. Go ahead and add this power-up. Now, if you'd like to use this method, how this works is you'll need to click on the card you would like to be repeated. Once clicked, it will be displayed on the right. Rather Power Apps are displayed. Click the repeat button. You can choose Repeat weekly, monthly, yearly. Under you can select the time you want it to be repeated here. Next, you can click on a specific date you would like to be repeated by clicking on the check marks. You can toggle this to every week, too many weeks. Also here you can choose the list and the position you would like this card to be repeated too. Let's copy the butler method we just did tick every workday box you would like to be repeated Monday through Friday. Select appropriate list which is planning. Set the time to one minute for now and tests. So give it a second. And you can see this card is automatically repeated. You can drag the old current if complete list or you can archive it as it's completed. That's it for today's quick video. Next video, we'll continue making templates and more Butler functionality. See you in the next video. And thanks for watching. 7. Team Members and Task Management: Hey guys, Welcome to today's video. In today's video we will continue adding more templates for project management board. Will be doing similar functionality compared to our last video. But with new team members. This can help keep your team out to D with their own tasks and saves you time from constantly contacting them for updates. This in the end, saves time for yourself and other team members to keep the project on task. Let's get started. First, let's create a new template section. Let's call this control and monitoring to keep up with their current list names that we already have in place. Let's add a checklist and call this control and monitoring. What this checklist, I will just add a couple placeholder items. Here. You can customize multiple lists depending on the task you'd like to keep track of. Let's just simply add task one, task to task 3. Task four and task five. Customize this checklist Harari like. Let's head into Butler and add some automated functionality similar to the last video. Start by clicking on rules, Cray, rule, and editor. What does automation? We will automatically add a new checklist template to our control and monitoring list. Click Card, move and select when the cart is moving out of the list control and monitoring. Heroes select control and monitoring and moved out by anyone. Next, our first action will be to create a card with the title control and monitoring repeater in the list name control and monitoring. Next we will also add control and monitoring checklist template, which we created earlier. And the specific linker name of the checklist here. Let's do this now. Next we will set the duty to 24 hours. Next, you can also send notification reminders similar to what we did in the last video. Click Save. Let's add another rule. Click rule, Create rule. Under dates, select one card is marked complete by me. Add the action, move the card to the top of the list, completed CM, which stands for control and monitoring. Lets add this list and then overboard. Scroll to the edge of your board at a list and call this completed Cm. Let's test this out. The card control and monitoring repeater to the list under control and monitoring. Or simply copy the checklist template we created under the template section. And select, add to lists, control and monitoring, just like so. Check off the boxes and complete the duty. Give it a minute. And you can see this automatically populates as new card under this list. The awesome thing about this is you can create this multiple times with a variety of trades. Your trades can then add specific notes and comments via mobile device or tablets in the field. Here you can quickly check important information and take specific people in the comments section. Let's quickly demonstrate. Let's pretend Doug is looking after all of the electrical for the project that is going on. He discovers an issue on site and can tag specific people who are on this board. The project manager can then quickly correct issues as they arise. Typical scenarios or through text or phone calls. But if you're in this line of work, you know, this isn't always folder. This is now a living document to keep track of problems during a project. You can create this list for all of your trades in a project. And when they have specific issues that can follow the same procedure we just did with Doug. Your own imagination is the only limit to what you can do with customizing your Trello boards. This is going to wrap up our project management board from scratch series. If you have any other suggestions or would like longer video series for Trello, let me know in the comments. Thanks for following along in this video series. Thanks for watching and see you guys in the next video. 8. Top 5 Free Trello Powerups: Hey guys, Welcome to today's video. Today we'll be going over some of the most useful power ups I have found with using Trello for years. All of these pirates are free to use. Let's get started. My favorite power up is trellis calendar. Using this power up with both desktop and mobile versions has saved me multiple times for remembering certain items and hitting critical deadlines. D sub use and setup between both applications is second to none. And you said due dates, you can click and drag curves around and change the due dates quickly. I will now quickly change order the mobile screen. You can see here in the mobile app when clicking the calendar power up here, it will be brought to this screen. Items are shown here with a traditional calendar, as well as a list below this. And you can easily view upcoming tasks. You will never forget another upcoming task. Don't forget to set reminders on your card so you get notifications not far behind his butler. Does automation tool and see me hours for moving Kurds, creating checklists, and saving on time for team member worked AS using Butler efficiently is also minimized errors and manually inputting them data. Creating an automated system for job checklists to make sure you have the required documents from clients is an amazing time saver. I will be creating a very in-depth project management board from scratch, which utilizes Butler a ton. Check this out in our future video series. Google Drive is another favorite. Google Drive is widely used, so it is easy to collaborate with new team members. Adding documents to your Trello board saves on time from navigating to try to find the right documents. Creating and changing documents together on Google Drive and linking these files with trills organization is a powerful way to make sure you never skip a beat. Custom fields is another really great one. You can use this to track new and potential clients and maintaining team's workflow with upcoming projects. Here you can set checkbox, date, text, drop-down, and number. Here's an example of a custom field. Let's run through a quick demonstration here. I've already set up one card to demonstrate this. Let's go to a new card and add some custom fields. And their name. E-mail services required, potential lead value and priority. We have quickly populated this information and it can be saved for future use. We can use this for follow-ups just in case you forget and more. Kurt aging is another great one. I quickly write down a great idea in Trello from my phone. And then it slips through the cracks. And then I don't see or use the current of humans later. Using this power-up has effectively split up my productivity to make sure I am staying on track. When you enable this power. This will show the last time this card was updated on the top here. And you can change this to specific cards like templates and change them to Evergreen mode. Select on occurred you don't want to age and select evergreen mode under the current aging power up here. When any current has been updated, D will return to the normal state. That's it for today's quick video. Thanks for watching.