Discover 5 Tips on How to Use the Task Organizer in Trello Efficiently

The growth of a company requires organization and this has been one of the main challenges for many business owners and managers. After all, with so much work to do in each sector, how can you manage each one and make sure that everything is being done correctly? O task organizer of Trello is one of the solutions!

Anyone who works with management has certainly heard of the platform and even used it, but the question we raised here at the beginning of this article is: does everyone use it efficiently?

For you to do it effectively, stay with us until the end! We'll show you how to use Trello, as well as tips on how to organize your tasks in Trello.

What is Trello?

O Trello is a project management tool available for both desktop and Android mobile phones and iPhone.

Although the platform is commonly used by companies to manage their tasks, it also works to manage personal tasks and organize projects inside and outside the corporate environment.

Trello basically has four functions to get the job done. Are they:

• workspace: is the space within the tool that displays the tasks and their progress;
• Tables: is the visual part that shows the lists and cards used to organize tasks;
• lists: they gather the tasks that, within the system, are created in the form of cards;
• cards: these have a series of functions so that you and your collaborators know what to do within each task.

How to use Trello?

It's very simple to organize tasks within Trello. However, the question that many ask themselves when using the tool for the first time is: what is the next step?

Next, we'll show you exactly what steps you should follow to get organized.

Create a workspace

The workspace is the part of Trello where tasks are placed. So, before you start creating them, you need to have a workspace.

To do this, by clicking on the “+” symbol located at the top right, click on the “Create Workspace” option, as shown below.

Then, choose the name of your company's department or a project made between you and your collaborators. When finished, click “Continue”.

Speaking of employees, you can also invite members of the organization to participate. The next screen is dedicated to this, but there is the possibility to make this inclusion later if you prefer.

After creating the Workspace, Trello will suggest some templates within the workspace you chose when creating the account. 

In this case, we are not going to use templates so that you know how to create boards from scratch using Trello as shown below.

Create your first frame

While still logged into Trello, at the top left, click the “+” button and choose the “Create board” option.

On the next screen, you must enter the name of the frame and also choose a background option from the buttons on the right, which can be either a photo or a color.

After clicking on “Create Board”, you will be presented with the display area of ​​the cards that will be the organizers of your tasks. This is the part where many people don't know what to do. But don't worry, we'll tell you.

Create workflows

We call the lists you create in Trello to organize your cards workflows. Every task has four suggested stages: not started, to-do, running, done. These will be the names we give to the lists. 

The desktop has a field to create the first one, just choose a name and click on “Add list”. Therefore, it will be the “not started” list that needs to contain the list of all tasks.

Create the other suggested lists and the area will look like the print below.

As you can see, we've already added some cards inside the flows. To start adding cards to your lists, click on “Add a card” within each one. The first impression is that a card is restricted to the name of the task, but you find its true functions by clicking on the pencil icon that appears when you hover over the card.

When doing so, the above options will be displayed. In them, you can enter information about the task, set a start and end date, and enter the members who should work on it. That way, everyone involved knows what needs to be done.

Finally, don't forget to move the tasks on the boards until it reaches the completed status as shown in the image below.

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Task Organizer in Trello: 5 tips on how to use it

Now let's see the main tips on how to organize your tasks on the platform.

1. Separate your professional and personal life

One of the benefits of Trello is the possibility of using several emails in the same account, this makes many users include both professional and personal contact to have all activities united in the same account.

However, when you have a lot of information in one place, the organization ends up getting confused and you run the risk of prioritizing what is no longer important at the moment. For example: between buying materials for your company and shopping at the market for your home, which frame will you prioritize?

Therefore, We recommend that your company account is used solely for work tasks and if you also want to use Trello to organize your tasks in the personal field, leave them listed in another account.

2. Control notifications

Nowadays, several platforms send us notifications, mainly through cell. Every time it beeps or vibrates, we know it could be a new email, post. sites or blogs, YouTube video, Trello task to be completed, among others.

In the same way that a person living in a noisy place no longer hears the noise after a certain time, we also no longer pay attention to notifications when they arrive too much. However, you can't help but check out the ones that refer to your business, right?

So, take a few minutes out of your day to configure your notifications preferences in your Trello dashboard. This function is located in the upper right corner of the frame, in a red bell icon as shown below.

In it, you can mark notifications that have already been read, adjust delivery dates so that they always arrive at the same time and stop following a card if it is constantly updated (which makes your phone beep or vibrate all the time) and your constant participation is no longer necessary.

3. Use and abuse of frames

It is common for Trello users to start their activities in the application with only one board, usually destined for a project within the organization. This generates the habit of having only one board and inserting several activities related to all sectors of your company. We recommend that you do not do this.

Trello has the boards precisely so that you can divide the points of your management. Shall we see an example?

Let's imagine that your company has five sectors: finance, customer service, marketing and sales. So, instead of creating a single board and inserting all tasks from all departments into it, create a board for each one so that it is more organized as we see in the example below.

So that all members of the company work in the same way, try to build workflows that follow the same structure, so that you can visually understand the progress of each sector and, if different departments need to work on the same project, that too facilitates communication and organization.

4. Don't forget to check your cards

One of the most popular features of Trello is the checklist, as it is very useful in your day to day work. 

You know that feeling of accomplishment? When the day comes to an end and you know that, even though it took a little longer, you managed to finish everything you needed to do and that made the day's work very worthwhile? Well, that's the feeling that the checklist tries to convey on Trello.

By using it, you can control the subtasks present on your card. Just click on “Add Checklist” and give it a name. When it's finished, you can mark the item as complete with a ✅ to record your completion.

5. Delete or archive what is no longer useful to you

Both large and medium and Small business eventually work with projects that, unlike processes, have a beginning, middle and end. Therefore, Trello boards are widely used for managing corporate projects. As they eventually come to an end, it is important to maintain the habit of getting rid of them.

To give you an idea, look at the example below.

Lots of information in one place, right? As we said a few paragraphs ago, too much information creates confusion. Therefore, deleting the frames that you don't need should be part of your routine in the application.

Trello has both “delete” and “archive” functions. In the first, you get rid of the board or card forever since it is no longer needed. “Archive” allows you to save them, especially in case you need to consult them again in the future.

Therefore, we suggest that you clean your cards and boards from time to time to organize your duties even better.

Did you like these tips on how to use the Trello task organizer? Do you believe that they can also be useful to other people and contacts of yours? Then share it on your social networks!