crmkid-trello

Why I use Trello for my projects

I have to admit: I absolutley love Trello. I have been using it for little over a year now and I has not disappointed me ever since. To those not familiar with Trello: it is a website (or an app) in which you create so called ‘boards’ (organized by topic or whatever you like).

Those boards are divided in columns, that you can make, delete or edit. Each column, called a list in Trello, can have multiple ‘cards’: short notes or tasks. Trello allows you to add text or images to cards, give them a color, due date and even checklists within a card, making it perfect for project management purposes.

I personally use Trello to keep track of my CRM development sprints, collect user feedback and organize my ideas. I even have a few personal boards: one for my writing on CRMKid and one to keep track of my personal health and fitness goals.

How to organize Scrum Sprints in Trello

I find Trello a great tool to log my Scrum sprints in. In case you don’t know Scrum, there are a few really good resources to start with. Scrum is used to keep track of our CRM development sprints. In order to make Trello work for our CRM development, I divided the board in a few different lists:

  1. Features  – validated and planned requests from users
  2. Sprint Backlog – the things we are developing during the next sprint
  3. Bugs – bugs that have been found in our current CRM release
  4. In progress – features that are being developed in this sprint
  5. QA (Question & Answer) – unvalidated and unplanned questions and requests from users
  6. Done – everything we did in this sprint

Working like this gives me two huge advantages. First, I share this board with all users, so they are able to see when their requested feature will be released. Second, I keep track of everything that should be done or was already done. By using the archive function in Trello I am able to pull out cards (features) that were done a few sprints back.

How to organize ideas in Trello

I like to organize my work around tasks. Having a number of tasks to do helps me to stay focused, getting the most out of a working day. A number of repeating tasks are automated (inspired by The 4-Hour Workweek), so I can focus on two or three main tasks to do for the day.

By working on my main tasks I should not get distracted, but sometimes I find inspiration out of the blue. So I decided to make an idea board, to keep track of my ideas.

Sometimes the ideas are practical and easy to implement, sometimes a little more abstract. I also believe in sharing knowledge, so we have a “Department Idea Board” which we can all post ideas in. The lists are divided by topic, making it easier to categorize ideas. The lists we have in this board:

  1. Online marketing – about lead generation, ads and conversion optimization
  2. Social Media – ideas to produce content
  3. CRM (not already in roadmap) – to list ideas we do not want to take in consideration right away
  4. eCommerce – to list features and functions we would like to have on our eCommerce platform
  5. Other – everything (and I mean everything) that can not be placed in other categories

How to organize your personal goals in Trello

Health and fitness are important for you, so I like to keep track of my personal goals too. My personal board only has three lists in it and I decided to put it as my Chrome start page so I get confronted with my personal goals everytime. My personal board has the following lists in it:

  1. Motivation – a few inspiring quotes I found that help me keep going
  2. Health Goals  – my personal health goals (from trying a new healthy recipe every week to my long time goal to run a marathon)
  3. Someday – in which I put other long time goals (such as travel plans)

Trello Extensions

Trello can be extended in many ways. They even offer a decent iPhone and Android app, making it easy to move cards from one list. I use my Trello app in meetings, using every card as a meeting topic.

I work with two external extensions to make managing my projects even easier.

  1. Scrum for Trello – a free Chrome extensions that enables you to score, categorize and track the status of Trello cards. This extension will make your Scrum sprints even more productive.
  2. Zapier – Zapier is No.1 in automating tasks between cloud apps. I have a list in Trello that I use to copy card from one board to another (to copy an idea from the idea board to the CRM Scrum sprint, for example) and I use it to schedule certain task every week, month or day.

Trello enables me to see the status of my projects and helps me getting tasks done. If you have any other uses for Trello in project management, let me know! 

gantt-planner-excel-template-free-download

Free download: long term planning template (Gantt Chart)

If you need to make long term plannings for your projects, you want something to visualize it. I made an Excel-template that I use myself pretty often. This type of template is also known as a Gantt chart.

I would like to share this template with you. Download this free template below (right click and select “Save as”).

Download project planning template (.xlsx)

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