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Project Management

A 5 post collection

What is Trello?

 •  Filed under Posts, Tools, Project Management

Trello is a great tool for managing projects and products. Before we dig deep into Trello though I'm going to do a quick overview of what Trello is and how it works.

Trello revolves around three concepts. Boards, lists and cards. Before we move on further we need to understand what a board is. If we think of a board as a physical object then it's best to think of a Trello board as a drawing pin board. You know those boards you see in schools and universities that display announcements? That's exactly what a Trello board is. It's a place for a collection of related information. This sounds a bit vague but Trello isn't a tool used for a specific purpose.

The DailyMuse Trello board

On the board we can create lists that span the board. You can create as many lists as you need but it helps to keep the number of lists to a handful. By doing this you can fit the whole board in most of the screen sizes you use. Too many lists results in some lists being off-screen and you need to scroll to get to these. Call me lazy but that just seems like such a chore.

Finally there are cards.

Screen capture of a Trello card

These represent individual items of work. It could be a task, a feature, a todo list or a prompt of some kind. The card themselves contain a title and a description. They can also contain checklists, attachments and comments.

This is the basics of the Trello board. We didn't touch on features like calendars, email settings and labels, that's for tomorrow. It helps to have an understanding of the basic building blocks of Trello. It's just three concepts but it helps to understand these before going deeper into Trello.

Project Success

 •  Filed under Execupundit, Project Management

from our man in Arizona, Michael Wade. Read on for the minimal plan to project success.

Write enough ideas and plans and you'll eventually scribble something that is remarkable.

The List
by Execupundit

Trello: A Restrospective

 •  Filed under Articles, Technology, Project Management

For the last two weeks I've been using Trello instead of Taskpaper for managing projects like Journalong. It's really an experiment to see if I can get more things done with a visual system. Previously I was using lists in Taskpaper. It worked to an extent but anything that was at the bottom of list would frequently be forgotten.

So what is Trello?

Trello is a generic organisation and collaboration tool. Yes it sounds like a vague description, but Trello isn't tied to any one particular workflow. Basically Trello is a simple workflow and list manager.

A Trello board consists of several lists like so:

An example of a Trello board

You create cards that you move through the lists from left to right. The lists themselves can be called anything you want and can be modelled after any iterative workflow that you can think of.

A list on Trello

The cards are used to represent individual items of work. It could be a task, a feature for a product, an article you want to write or even part of your wild scheme to take over the world.

A card in Trello

The cards themselves contain a title and a description but can also contain a set of tasks, attachments and even comments from yourself and other users collaborating on the same board.

How I'm using Trello

I'm using Trello in two ways at the moment.

Primarily I am using it to get my finger out on moving some development projects along. Journalong was first to get the Trello treatment and work on it as picked up again since I started using it. I use it mainly to mimick the Kanban way of software development as you can see from the board below:

My Journalong Trello board

As well as using Trello as a way of managing software projects, I'm also using Trello to manage my blog. In particular, my weekday posts to the blog and the writing process involved for each post.

My writing Trello board

I have a backlog of ideas that I want to write about. It ranges from software development to personal reflective pieces. At the weekend I pick five ideas from the backlog for the coming week and assign each of them a day of the week. Then I stick them in the drafts column and start writing each one.

As they are completed they get moved on to editing and then they are ready to be published. While the Journalong board is fine, I might change the process for my blog posts. I don't want to get too bogged down in different steps for each post. I tend to write, edit and queues posts for my blog in the one sitting.

Great device support

What makes Trello great however is the support they have for different devices. It's one of the few applications that I have installed on by my iPad and iPhone. Initially I was hesitant of how Trello was going to be implemented in iOS. However since using it for the last few weeks, It's steadily becoming a favourite in my day to day apps category.

Trello on iOS

The iPhone UI is particularly nice as it lets you zoom in on a list within a board so that you can see all the cards for that list. Everything that you have available in the web UI is available here as well. Checklists, labels, attachment and comments are all there.

It's free!

One thing that you thought I may have skipped over is that Trello is a free for anyone to use. I had reservations about this until it was pointed out to me that the makers of Trello, Fog Creek Software, wanted Trello to be a free product from the start.

There is a business plan that allows organisations to use Google Apps for authentication and to get all their users across without any pain. There is also paid plan called Trello Gold that adds a number of nice touches like changeable board backgrounds and bigger file uploads. The free version of Trello is ideal for most people.

A great visual tool

I've enjoyed using Trello over the last few weeks and I've decided to stick with it for managing projects and my writing. Whether I'll use it for other things like sales leads, invoicing or anything else I can think of will be decided as and when I think I need something beyond a basic list to manage them.

I love the visual side of using a board. You get a clearer picture of where everything is and it means that you instantly know what you should be picking up next. Coming from a background of using mind mapping for a few years, I love systems that use visualisation to convey a message or intent. The nice thing about this tool is that it's visual, portable and adaptable to just about any process that you can think of. It isn't the silver bullet to everything, but if you're having problems getting projects organized and trying to determine where the bottlenecks are then Trello just might be worth checking out.

This post contains a referral link for Trello for which I receive a free month of their paid plan, Trello Gold, for each sign up. If you don't want to use the referral code, you can use this link to checkout Trello for yourself.

Switching to Trello for Project Management

 •  Filed under Project Management, Posts, Projects

I'm halfway through Curtis McHale's book on turning your freelance career into a viable business and one thing that has become clear through reading it is my lack of progress on products and projects. Given that I only use a single list for everything, sometimes projects and ideas get skipped at the bottom of the list. It's the out of sight, out of mind thing. If I'm not reminded of something on a regular basis, I usually forget about it.

In order to make better progress, I'm going to start using Trello for managing projects and future products. I'll still stick a high level task on my master list relating to the project, but all the details for it will reside in Trello.

The reason I picked Trello for this was my familiarity with Kanban boards and some experience I picked up working in an agile team a couple of years ago. Basically the idea of Trello is that you move cards (or tasks) across the board from left to right until the card is complete. In my case my this will be features, bugs, marketing and admin tasks.

Cards move through the following lanes that are typical of Kanban boards:

  • Backlog - All cards start here. Cards are prioritised on a weekly basis with the next card to be done located at the top.
  • Analysis - We do some background work on the card. What does it involve?
  • Development - Let's implement this thing with some nice tests and code.
  • Testing - We test it out in a secure environment.
  • Deployed - Once it's tested and ready, we ship the code for the rest of the world.

Moving cards across the board is a great way to see progress being made, and also with work-in-progress limits, I can stay focused on one or two tasks at a time.

Also I'm currently using Trello with a couple of clients for project management, so the switch from their projects to my own when things are quiet is easy to do and I'll already be familiar with the Trello environment. Seamlessly moving from client work to my own work is important. I don't want to have to adjust too much to a different workflow.

My grass roots approach to work still stands with just a master list for capturing everything and scheduling actions in my calendar. I'll capture a high level description of the project in my master list and defer the details down to cards on the Trello board. Any work I do will be blocked off in my calendar as just "Project X Work" and then when it comes to actually doing that work, I can pick up where I left off on the Trello board. When time runs out, I can leave a note on the card where I left off and move on without losing my place.

It all sounds well and good in theory, but putting it into practice over the next few weeks might not yield the positive results I'm hoping for. Still, I've got to give a try though, right?