Trello Property Management
Trello Property Management – Once your team starts to grow and the number of clients increases, good old Trello can seem too money-simple to highlight a serious project management process. Users get confused about what to do with all these lists and cards now that there are far more challenges: planning a complex multi-step project roadmap, managing a team bigger than just you. , connecting multiple clients, collaborating with subcontractors, etc
The good news is that you can get the idea of moving to a more sophisticated platform out of your head. We bet you chose Trello for its simplicity, right? Then, it’s time to learn how to match Trello to your project manager’s needs and still keep it as simple and easy to use as it’s always been.
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If you are new to the tool, let’s do a quick introduction. Trello is an online whiteboard with lists and cards. In short, it is. Sound too basic? Well, Trello is built on the idea of complete visibility into tasks and projects and the ability to reorganize them according to your preferences. Therefore, each Trello card is meant for tasks, notes, projects, clients, etc. (whatever means you include them) that you can visualize on your board and use for further management.
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Cards should be organized into lists that can also be used for different purposes: indicating situations, projects they are referring to, people responsible for them, clients, etc. The list structure is easily adaptable to any situation and can be rearranged at any time based on your needs.
Is it sure not Beyond just a task name, there’s much more hidden within each card that makes this whiteboard a true task management platform.
When you’re getting started with a new tool, it’s helpful to know what features are available so you can rely on them as you build your workflow. As mentioned above, the bulk of Trello functionality is inside the card:
Trello isn’t just about planning, it’s also a collaboration tool. Invite your colleagues to a Trello board, so everyone has access to view the board and, if you allow, edit it. Then, assign tasks to responsible members that will help your team know what you expect them to do.
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Comments will help you improve communication in your team. Leave feedback, ask questions, discuss in the task card itself, so everyone stays in context, and if you need to see what you were talking about, you can always refer back to the card. For nothing is lost.
Use attachments and descriptions to provide more details about the task and the results you will receive after its completion. The task description, required details, related files and links will be stored in the card, so you can access them whenever you need, without wasting time on searching.
Checklists give you more details. This is a very common situation when there are steps to be taken to complete a task. By listing them, you let people know what steps are involved in their work.
When managing a project, deadlines are important. So, Trello allows you to add start and end dates to cards, so you can see when the deadline is coming up.
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Labels give you additional perspective. Represented by different colors, you can give them your name and then label your cards with them. Labels are used to add additional context to the card, for example the type of activity, the client you are doing it for, the department responsible for it, the position, etc.
Once the work is done, you can move it to the Done list or archive it to avoid cluttering your board. In this case, the card will disappear but it will still be possible to restore.
To easily navigate between cards, there is a search option. It can filter cards by various criteria, or you can just start typing the card name to see what you want.
Trello is not tied to a specific industry and can be easily adapted to any field, from software development and professional services to marketing and design. Another advantage is that it doesn’t matter if your teammates are sitting at the next desk or working remotely across the globe. Trello will act as a collaborative space and unite your team under one roof, wherever they are.
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As Trello is well-suited to Agile methodology, it is a perfect tool for creating a Scrum Board as well as implementing a Kanban workflow. Your board will show you what to do, work conditions, and help you identify potential obstacles. But since Trello has so many powerful add-ons, you’re not limited to this structure and can change it to other viewing options at any time.
Once you’re familiar with the basic functionality, it’s time to focus on using Trello for project management. Whether you’re launching a new product, designing a website, or organizing a conference, your project always goes through the same phases: planning, implementation, and closing. Let’s briefly look at what each stage involves and check out ways Trello can be used to roll out all these stages:
The planning phase serves as the takeoff strip for your project. This is the moment that you have to pay close attention to because the planning process is at the heart of all project activities and guides everyone on how to start it. The planning phase is where you set goals and objectives, identify stakeholders, determine scope and requirements, allocate resources and finally arrive at a plan of action.
Well, when you start with planning you have nothing but a blank board in front of you. But before filling your board with to-dos, make sure you gather all the requirements from stakeholders. Only then, you can come down to defining the scope which is an important step as the scope will serve as the foundation of your plan.
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Now that you have a scope of work in mind, draft your plan. Divide your board into lists. What is the best way? Basically, when you make lists ask yourself: “What are the different steps in our process?” And make lists based on your answers. The following lists are the most common workflow backbones: backlog, in progress, paused, ready to launch, etc., but you can easily adjust it to your workflow.
Before converting the scope of work to Trello cards, we recommend creating a list with general information to give context to new members who don’t know the project details and background. If your cards have a certain repetitive structure, it’s also wise to create task templates and keep them in this list, so it’s always at hand.
Then, this is the perfect time to work on the cards and prioritize them. Don’t forget that Trello lets you work at different levels using checklists within cards. They will help you be more granular, and list the steps that must be taken to perform a task.
The preferred method available by default in Trello is card reordering, which means you need to move cards one above the other. Depending on the project, you may have hundreds of cards, which makes this process very complex and difficult to understand. Here is the point when we want to introduce the first improvement to Trello.
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AirFocus Power-Up allows you to use their framework to score tasks and then visualize this scoring on card covers, so the team gets what’s most important at a glance and what’s next. It can save time in deciding what to do.
Once priorities are set, let’s move on to project scheduling and resource allocation. This part is the most challenging in Trello, as it requires more visibility than the original Trello offers. This is where to play. This power-up gives you multiple views like calendars and timelines with different groups: by team members, boards, lists and labels.
This tool lets you schedule tasks by dragging them onto the timeline and setting up card durations based on your estimate. As well as regular cards, checklist items can also be scheduled, making it possible to work on different levels.
The Team Timeline view will help you schedule tasks based on team workload. Once the card is drawn in someone’s lane, it is immediately assigned to this person.
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Along with scheduling and resource allocation, it can help you show dependencies between tasks, visualize milestones, and work on multiple boards simultaneously.
This way your scope of work turns into a comprehensive plan in seconds giving you a clear and dynamic picture of the entire project.
Another important thing is to associate the cards with context. Remember that you are planning not only to know the sequence of tasks and to understand who is responsible for what, but also to ensure that the tasks are clear to everyone who is going to work on them. Add more details, provide better descriptions, attach necessary files and links to make sure your team has everything they need.
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