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Trello - organising tasks and working time

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Trello - organising tasks and working time

Trello is a web application for both computers and phones that allows you to create lists of tasks, group them and manage them on an ongoing basis. Team collaboration and the assignment of tasks to individual team members is also possible.

Grouping and prioritising responsibilities, managing team work

In Trello, you can:
  • create whiteboards and thus organise what you are working on
  • use boards on your own and with friends, family or a team
  • customise boards for different work processes and projects
  • add lists of tasks on the boards
  • assign tasks to yourself and colleagues
  • write comments together with friends or your team
  • attach files from Google Drive and Dropbox
  • upload photos and videos.
On a computer, the app can be used at https://trello.com/pl. 
On a phone, the android version can be downloaded from the Play Store, and the iPhone version from the App Store.

Getting started and using Trello

The Trello app consists of four basic elements that offer different functionalities:

Screenshot from Trello app, home page with board view visible

Image 1. The home page with a view of the board, the following functional elements of the Trello app are marked with numbers: 1 in yellow - Board, 2 in orange - List, 3 in light green – and Card, 4 in dark green - Menu.

1. Board is the main site bringing together all the task and aspects of a given project, event or problem.

Screenshot from Trello app, view of Trello board, arrows indicate individual elements

Image 2. A view of the Trello Board, the arrows indicate the elements: 1 marked in orange - My Board, 2 in maroon - Favourites, 3 in light green - Visible to, and 4 in beige - Invite, which allow you to edit the settings of a given Board.

You can edit the title of a Board by clicking on its name (1) while using the star you can mark it as favourite (2). By clicking on the Visible to Workspace button, the user can edit the privacy of a given Board, i.e. whether we want to share it with someone, or whether it should be private and visible only to us (3). After selecting the Invite button, you can generate a link to the Board and send it to a friend or colleague, or add a selected person to the team by entering his/her email address right here.
 
2. List - Lists are used to organise and group your Task Cards (3) on the Board. Cards can be used not only to oversee progress, but also to plan tasks, prioritise and collect ideas.
The basic way to arrange the Board is to divide the Cards into tasks: ‘to-do’, in progress’ and ‘done’, but the names of the Cards can be changed at will and many more can be added, so there is nothing to prevent you from using your Board for a different, more personalised purpose. 
 
Screenshot from the Trello app, visible Lists in it
Image 3. A view of the Trello Board with the Lists in it. The arrows indicate the buttons that allow you to edit the settings of the cards: 1 in yellow - Add another list, 2 in orange - a symbol of three dots (options) that allow you to edit the List, 3 in red - List title that allows you to rename the List, and 4 in light green - Add Card.
 
To add a new list, simply click on the Add Another List button (1). Existing lists can be edited by clicking on the button with the three dots symbol (2), an additional menu will then unfold, where you can, among other things, copy, move or archive a List. The default name of a List can be changed by clicking directly on its title (3).
Lists can also be freely moved by changing their order relative to one another, and the order and priority of the Cards in a List can also be changed.
 
 
3. Cards - these are the basic elements on your Board that allow you to present tasks to be completed, responsibilities, ideas or plans for the future. The number of Cards allowed on your Board is unlimited.
To add a new Card, simply click on the Add Card button (4) at the bottom of any List. Once you have clicked on an already created Card, you can proceed to edit it, personalise it, change its settings and manage its progress and completion of tasks.
Image 4. Screenshot from the Trello app, view of the reverse of the card
Image 4. A view of the reverse side of the Card. The arrows indicate the elements for personalising the card and changing the settings: 1 in light blue - Title of the card, 2 in blue - Adding a description, 3 in dark blue - Adding an attachment, 4 in green - List of subtasks belonging to the card and the possibility to edit them, 5 in yellow - Activity section which allows adding comments, 6 in maroon - Cover section which allows adding or changing the card’s background colour, 7 in orange - Labels, and 8 in red - Side menu.
 
When you enter a selected Card, at the very top you can see the name of the Card and which List this Card is in (1). By clicking on the name you can edit it and change the name, while by clicking on the list name move the edited card to another list or even a board.
 
Screenshot from the Trello app, visible Card edit field that allows the user to move a card to another board.
Image 5. A card edit box for moving a card to another board
 
Going down the Card, the user can edit such following aspects as: 
  • Card description (2);
  • Edit an added attachment or add a new file (3). If this field does not appear and there is no attachment here, the first new file can be added in the menu on the right;
  • Create and manage the Task Lists belonging to the Card. Completed subtasks included in this Task List can be marked as completed, allowing the progress of the work to be monitored. There can be more than one Task List per Card;
  • Add a comment (5);
  • Change the colour of the cover of your Card according to your own preferences (6).

Screenshot from the Trello app - view of the selected card cover colour (with green highlighted)

Image 6. A view of changing the Card cover.

Add a colour label to group our Cards at a glance or to give them a hierarchy (7).

Screenshot from the Trello app, visible different label colours to choose from

Image 7. A view of giving labels to a selected Card.

Using the side menu, you can move, copy, archive and share your Card (8).

4.  Menu - When you are in the view of your Board, the Menu used to manage the Board is to be found on the right-hand side. Here you can, for instance, edit the general settings of the Board, change the colour of its background, add a description to characterise your Board, as well as filter your Cards and monitor all activities thanks to the Activity tab.

Screenshot from the Trello app, with a side menu of the board visible

Image 8. A view of the side menu located in the main view of Board.

Keyboard shortcuts

The computer application can also be operated using the keyboard. The following is a list of keyboard shortcuts:
  1. Board view::
    • Navigation arrows - move between different elements of your board, e.g. between cards
    • ENTER to open a card
    • < and > - move the selected card
    • E - quickly edit the selected card
    • ESC - cancel or close the card
    • SHIFT + N - add new card
    • / - search.
    • CTRL C, CTRL V - copy, paste.
    • F - filter cards
  2. View of an open card:
    • L – label setting.
    • Numbers - assign selected colour label:
      • 1 – green
      • 2 – yellow
      • 3 – orange
      • 4 – red
      • 5 – violet
      • 6 – dark blue 
      • 7 – light blue 
      • 8 – light green 
      • 9 – pink
      • 0 – grey
    • D – set an end date with a reminder
    • SPACE - assign yourself to a given card
    • ESC - exit the card edition.
    • C - archive the card
    • CTRL + ENTER – save the information entered - when writing and editing the description fields.