How To Use Trello To Organise Your Business
Who needs help with organising their business and staying on top of tasks?
If you follow me on social media or see my content in Facebook groups, you would’ve seen me talk A LOT about Trello! I LOVE it. It’s literally the first thing I open most days when I sit down to work. It tells me exactly the tasks to do for the day and holds all the information I need to complete my tasks, from what posts I’m going to share, tasks I have to do for my clients, Facebook groups I want to check, where I am with creating my next blog post. The list is endless! My WHOLE business is in Trello.
If you have never used Trello or have an account, but haven’t logged into it for weeks, I am here to show you how to get started and the kind of boards you can create.
Firstly, you may still be thinking, what the hell is Trello!
Taken from Trello’s website itself:
“Trello is a collaboration tool that organises your projects into boards. In one glance, Trello tells you what's being worked on, who's working on what, and where something is in a process.”
“Imagine a white board, filled with lists of sticky notes, with each note as a task for you and your team. Now imagine that each of those sticky notes has photos, attachments from other data sources, documents, and a place to comment and collaborate with your teammates. Now imagine that you can take that whiteboard anywhere you go on your smartphone, and can access it from any computer through the web. That's Trello!”
IT IS SO VISUAL, that’s the key reason why people love Trello!
Even just looking at my nice, neatly organised boards is so satisfying. I feel like half the battle is won, as long as everything is in Trello. I know exactly where I am in my business timelines and what to do.
How to use Trello?
1. Create a board
2. Create a list
3. Create a card
4. Fill out all the details within the card: description, members, labels, check list, due date and attachments.
6. Repeat, until you have yourself a well organised business
That is it in its simplicity.
Are you wondering what boards to create?
The tool was created to organise ‘projects’, a branding project or building a website project for example. But, it can utilised for so many other areas of your business, not just ‘projects’.
All the boards I have are:
▫️All clients - this board is used to organise the various clients you are working for at the moment
▫️Blog posts - this board is used to organise your blog posts, from idea to published
▫️Business goals - this board is used to list out your business goals
▫️Client name/company - this board is for an individual client which you can share with them. I have multiple of these boards, one for each client.
▫️Content marketing - this board is for all your content marketing, from idea to published. This is the game-changer to re-purposing content
▫️Daily to-do’s - this board is for listing your daily to-do's making it easier to complete each one
▫️Facebook groups - this board is to organise the Facebook groups you are a part of and to help with your engagement, I specifically have a list for the daily threads within groups I’m a part of
▫️Instagram hashtags - this board is for listing out your Instagram hashtags in groups of 30, thus they are completely ready to just copy and paste into your posts
Obviously how you organise your Trello is completely up to you, this is just how I do it and what I find effective. If you would like templates for all of these boards, click on this link to receive them: https://www.wavevastudio.com/trello-freebie
You’ve downloaded my templates, but still feel lost on how exactly to use them?
Let me take you through an example of my content marketing board, which is my favourite and keeps me so on track with my social media presence.
I use this board for all my social media posts: Instagram, FB business page and FB groups. As I start to grow my email list, I will also use this board to pull content for my emails.
My template content marketing board:
1. Content Ideas List
Here is where I jot down all my initial ideas, I have a new card for each idea. Even when random ideas come to me when I’m doing something else, I quickly jump into my board here and write it down. Sometimes, I just find good images I want to use, so I haven’t created the text yet but I will make a new card, attach the image and that’s another new idea. Same with quotes, if I come across a quote I want to use in the future, I will make a new card and write the quote down. Ideally, you want this list full of ideas, so when it comes to planning content you already have lots of posts already started.
These are the content ideas I have written on my template board to get you started:
▫️Promote blog posts
▫️Promote opt in freebie
▫️Show off previous work
My own current content marketing board, which is filled out with actual content:
2. Drafts List
I have gone back to the card in my ideas list and started writing the content, but it’s not 100% complete or I just haven’t scheduled it yet.
(This list is a bit similar to the ‘ideas’ list and you may find you won’t use this list that much, as once you think of an idea you may fully create the content and schedule it straight away. You can easily delete this list from your board, if you find it unnecessary.)
A current card in my drafts list, just need to select an image for it and decide where to post first:
3. Scheduled List
The card is fully complete and I have scheduled it to be posted.
You can schedule directly in Facebook, including your business page and a group you are an admin off
For Instagram there are lots of scheduling tools, such as Planoly or Later
Schedule it out as an email directly in your email platform
4. Posted in [month]
Once a card has been posted, even if it’s just in one ‘place’ I move it over to this list and give it the correct label. This is then a great resource for re-purposing content, as I can look over this list and simple see from the labels what has been posted where and whether a card could be posted somewhere else. This makes it particularly useful for engaging in Facebook groups. You don’t want to post the same thing in various different groups all on the same day, but in a couple days time you could post the same content in another group. This is the magical list for doing just that.
My magical re-purposing list of all the content I've ever posted since starting my business (luckily I came across this technique pretty early on in my business):
So, that’s it! The exact steps I take to organise my content marketing.
My content marketing board is my favourite board, hence why I used it as an example in this blog post. But, if you want further help with any of my other boards, feel free to message me and I will happily offer some assistance.
So, TRELLO! It’s been the game changer in my business and has totally transformed my organisation, it 100% helps in making my days flow without feeling too overwhelmed. I love sharing with everyone how to utilise Trello and as result helping your business too. If you’ve totally missed me mentioning that I've made some free board templates for anyone wanting help to get started, here is the link again: https://www.wavevastudio.com/trello-freebie.
Template boards which I have created include:
Once you've received my email, you can choose whichever boards you'd like. I hope you find them helpful! Let me know what you think, so I can improve them for the future. Also, would you like more blog posts surrounding the topic of Trello and how else to utilise it?
Always feel free to contact me here.