We have all been on committees, boards, or project teams and have collaborated on projects. For most of us, the medium used for share documents (including schedules and milestones) is usually email or a shared drive such as Google Drive or Dropbox. What if there were a way to streamline your collaborative workflow management and improve transparency for all team members? What if you can communicate on a particular process without creating a large and unwieldy email chain?
Well, there is, allow me to introduce you to Trello.
Trello is a simple, yet versatile project management software, accessible by web or application (desktop and iOS/Android). It is a simple way to house all projects – and their process flows – in one place. Imagine you have a whiteboard that you are using to plan your project. You add tasks to the whiteboard using sticky notes. Maybe you even group those notes into columns. Simple but powerful. At its core, Trello’s design follows this idea. It follows Kanban, a lean method of simplifying work – what needs to be done, what is in progress, and what is next. Projects become boards organized by lists (categories) and cards (tasks). Unlike the common whiteboard, there is an option to change customize your board. Project boards may have colors or photographs as backgrounds. I love the ability to represent the theme of my board by choosing photos in Trello’s library. When it comes to tasks, think of having a sticky note for each required job per list.
A simple board will consist of the following lists: To Do, Doing, Done. However, the process flow for unique projects dictates the applicable lists for the board. Boards may be personal and private or shared team boards. Unlike the sticky note, you have options for every card in Trello, such as assigning team members, assigning due a due date, and attaching documents. Cards are moved between lists as they meet specific requirements. For example, when I began writing this blog post, the card moved from “To Do” “Doing,” and once posted, the card will move to “Done.” During my transition from the Army, I created a job search board and organized my lists as follows: desired positions, applications submitted, interview, job offers. These are only two examples.
Going back to the email reference, Trello negates the need for the email shuffle; for searching through emails to find information. I am certain that I am not the only one who finds it a bit annoying when team members do not respond to the most recent email in each chain. There is no need for an email thread in Trello. Team members can comment and have an ongoing conversation on each card. The comments are transparent to every member of the team, without the laborious task of searching their email history. Sounds neat.
The other impressive capability I love is the integration of other apps such as Evernote, G-Suite, Survey Monkey, and many other apps that you may already be using. Users of the basic unpaid version have access to only one “power-up” per board, and the feature increases with each paid tier.
A board may be as simple or complex as your group needs. I have used it for everything from something as simple as a private board to warehouse notes and ideas to team board for large projects. Trello is not the only such application, there are scores of others with similar functions and capabilities, but it beats many when it comes down to ease of use. As a tool, Trello is excellent in not only streamlining processes; but, enhancing the transparency of said processes. Each team member is aware of what needs to be done, what is in progress, and what is next. How can you use Trello? You may use it as a web app, download it to your desktop, smartphone, or tablet. The best part, you can do a lot with the FREE version.
Iana Daniels will be presenting the Association for Women in Communications May Know To Grow webinar on May 28, 2020. Learn more and register here.
About the Author
Ms. Iana J. Daniels is an Engineer Program Manager with AGEISS, Inc. working for the US Air Force Central on Shaw Air Force Base, Sumter South Carolina. Her primary responsibility is the planning and programming of construction projects in support of strategic plans. In September 2019, Iana retired from the US Army with the rank of Major after 21 years of active duty service. Iana earned numerous military awards including the Bronze Star Medal, Joint Service Commendation Medal and Senior Parachutist Badge
Since retiring from the Army she completed Yoga Teacher Training and is now a registered 200RYT with Yoga Alliance . Iana is passionate about education, continuous improvement and owning one’s story. She also believes everyone has leadership potential waiting to be nurtured. Her hobbies include reading and journaling, and she has a goal to complete 50 books in 2020. .
Iana earned a Bachelor of Arts in Political Science and Communication from Rutgers, The State University of New Jersey in 1998. She was awarded a Master of Science in Building Construction and Facilities Management from Georgia Institute of Technology in 2012. She was also awarded a Master of Arts in Leadership and Management, and a Master of Arts Human Resources Development from Webster University in 2015.
Iana’s organizational affiliations include, the Society for American Military Engineers (SAME), Army Engineer Association (lifetime member), the Association for Women in Communication (AWC), Toastmasters International, Project Management Institute, National Alliance for Mental Health and Zeta Phi Beta Sorority, Incorporated.
