How to Use Trello for Project Management

Updated Aug. 5, 2022 - First published on May 18, 2022

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Trello is one of the first project management tools I was exposed to in my professional career and to this day, it remains one of my all-time favorites based on its ease of use, intuitive design, and the extensive list of features offered under its free plan.

However, I’m not here to rehash a review of this tool, but if that’s what you want, I’ve reviewed Trello here on The Ascent. Instead, I want to help provide a guide for planning and executing your project using this tool.

Overview: What is Trello?

Trello is a kanban-based collaboration and task management tool that is perfect for all kinds of projects or teams. This includes content teams, marketing projects, customer support tracking, sales pipelines, HR tracking, and even Agile project management.

This tool is an all-around great fit for most projects as long as your needs are not financial in nature because Trello doesn’t come with any budgeting or invoicing features.

In my opinion, Trello is the easiest to use project management software on the market considering its list of features and the level of convenience worked into its design.

How to use Trello for each step of the project management process

Since Trello is a collaboration tool rather than comprehensive project software, like Asana or Microsoft To Do, there are a few aspects of the project management basics that this platform does not cover.

For instance, you won’t manage any of your budgets or invoicing using this tool, but you can attach these types of reports to your tasks if need be.

Therefore I’ll be skipping over any financial steps of the project management plan as it relates to Trello. I’ve created my own board as one of the Trello project management examples so you can follow along as I demonstrate each step and function of this platform.

Here is a step-by-step guide on using Trello for project management.

Step 1: Setup your Trello project board and create task cards

Trello has a fantastic onboarding and setup process, so be sure to take full advantage of it with your first project. The setup process begins by filling in fields that’ll create your board lists. These lists are the steps of completion in the project, like the ones pictured below.

I created a sample project that includes steps for reviewing software, but you can use this kanban for all kinds of projects and steps, from issue tracking to content creation calendars.

Trello project management example showing different fields for tasks with a red box highlighting the names of the fields.

You can use my list names or create your own based on your project’s needs. Image source: Author

These lists are where your tasks will live on the kanban board throughout the execution process. If at any point you have to add additional steps to your kanban board, all you have to do is scroll all the way to the right to create an additional list to move your task cards to.

Step 2: Create task cards and assign them to relevant team members

Now that you’ve created your lists, it’s time to plan out your project and create the task cards.

If you’re picking up Trello midway through a project, you can create tasks at any point in the workflow by clicking on the “Add another card” button at the bottom of any list. Otherwise, you’ll most likely add tasks to the first progress step on the kanban board.

Trello project management workflow example with a red box to highlighting where to create a new task.

Trello conveniently offers a card creation button under each list. Image source: Author

Once you click on this button the new task window will appear on the screen, allowing you to fill in the relevant project details, such as:

Due dates
Card cover photos
Descriptions
Users
Task comments
Labels, which categorize and prioritize your tasks by team, importance, function, etc.
Attachments, which can be files, images, documents, work breakdown structures, etc.

Trello project management example of a trello ticket with a description and a task checklist.

Trello has my favorite task checklist function of any platform I’ve used. Image source: Author

In order to give you a better sense of task progress, be sure to create a checklist in the card that’ll also display a percentage completion so you’ll never be left in the dark while tracking the execution.

Finally, you’ll want to add the team members responsible for these tasks to the card. All you have to do is click on “Members” on the right-hand menu while in any task window.

Trello card with member drop down menu to select person to join card

Nearly all task functions are listed on the left-hand menu. Image source: Author

Once you’ve added them to the task, these users will receive all project notifications, including comments, changes, and every time a card is moved along from one step to the next.

Step 3: Move the Trello cards along the board as steps are completed

As you move through the execution phase of your project, all you’ll have to do is drag and drop your tasks into each step of the process from the planning phase to completion.

Example of a Trello project management dashboard with arrows demonstrating how to move a ticket from one task to the next.

Trello’s drag-and-drop function for task cards is extremely convenient. Image source: Author

While you progress through your project, you’ll be able to automate certain Trello functions that’ll streamline the execution process using “Power-Ups.” These automation functions will help you:

Set new tasks to the top of lists as they move along the workflow
Create new repetitive action cards on a regular basis as needed
Sort cards by the label, due date, user, etc.
Archive cards on a periodic basis

Automation frees up time for you to focus on executing tasks and tracking project progress without worrying about mundane details and actions.

Step 4: Close out the project upon completion

Once you’ve completed all of the tasks in your project it’s time to close out your project and perform your post-project analysis to find out how your team did, what you learned, and what you could do better in the future.

Coming back to the Trello “Power-Ups” there are multiple analytics and reporting add-ons that’ll help you measure the successes and shortcomings of your project.

Trello screen showing different power up extensions with options to select from different categories.

Trello has an extensive list of analytics add-ons that you can use for your project. Image source: Author

Once you’ve compiled all of your data using these add-ons, you can put together a post-project report to present to your team and the project stakeholders.

Step 5: Use your Trello board template for future projects

Now that you’ve put in the work and created your Trello board from scratch, why not save yourself the trouble if you plan on executing a similar project in the future? All you have to do is enter the menu, click on “more,” then select “copy board.”

Red box outlining how to copy a board in Trello.

Rather than build every project board from scratch you can either copy an existing board or use a pre-made Trello template. Image source: Author

All you’ll have to do is reset your cards and adjust your lists as needed, but building off of previous boards is an easy way to create consistent workflows and save you tons of time during the planning step of your project.

Top 5 features for Trello project management

Trello is a streamlined project management solution that leans heavily into its collaboration setup. While this tool’s features are simple by nature, this platform offers many useful features that’ll make your life as a project manager or team member much easier. These are the top five features offered by Trello.

1. Kanban task management

This is the crux of this entire platform, as Trello task management runs solely on a kanban project management system. Using this management system you’ll have access to an overview of your project progress at all times with all steps and task cards listed on the main dashboard.

All tasks and any other changes to the cards are pushed through the workflow using a drag-and-drop system that automatically notifies and updates all users.

2. Card search

Sometimes task cards can get lost in the weeds of your kanban workflow, so searching for cards based on their name, users, or labels is an easy way to save yourself a scrolling fest while using Trello. This is a simple, yet powerful feature that I regularly use for my own projects as well as for my work with The Ascent.

3. Card cover photos

This is another simple, yet powerful feature that helps give context to project tasks. Task card cover photos can help break up tasks and make them more identifiable rather than creating lists of text that are harder to navigate.

4. Automation functions

Trello is perfect for simplifying the mundane processes of your project, including creating regularly executed tasks, archiving old cards, or sorting and prioritizing tasks.

All you’ll have to do is select an automation “Power-Up” from their extensive list and set the necessary parameters during the planning step of the project life cycle.

5. Task card checklists

I love the internal checklists you can create within your tasks. These checklists are easy to create and also provide you with a percentage of completion as you check off each accomplishment. This’ll provide project managers with the information they need about task progress without having to ask in emails or meetings.

Perfect your project management skills

Now that you understand the basic steps for planning and executing your project in Trello, why not brush up on and perfect your understanding of the project management process.

Here at The Ascent, we have lots of other guides that’ll help walk you through everything you need to know about project management, including:

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Nicholas Morpus

Nicholas Morpus is the product management software expert for The Ascent, with experience working in the B2B space.

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4 Little-Known Perks of a Costco Membership

By: Dana George | Updated July 25, 2023- First published on July 25, 2023

Costco has a faithful legion of fans -- otherwise known as members. There are 123 million of them, to be precise. Throughout the years, Costco has added new membership benefits, some less well-known than others. Here are four that members may not realize exist.1. RV parkingWhether you spend part of each year visiting the highways and byways of North America or you're hoping to rent an RV for your next vacation, it's good to know that some Costco locations allow RVs to park overnight in their lots. Free overnight parking can certainly cut down the cost of travel.Consider the convenience. You arrive near closing time, pick up all the items you've already burned through or forgotten to bring, and spend the night in a well-lit lot. Granted, pulling an RV into a (typically) packed Costco lot may not be the easiest thing you've ever done, but once the lot clears out, you may even hear the sound of crickets.Notice we said that some Costcos permit overnight parking for RVs. When a store does not, it's often because local ordinances don't allow it. However, with so many Costcos scattered across the country, you should have options.The easiest way to determine which Costcos allow overnight RV parking is to check this Costco locations finder. Once you see one near where you plan to stay, call that store and ask to speak with the manager. Once you have them on the line, ask about their overnight policy. If the store does permit overnight parking, ask for permission to stay. According to the Camper Report, Costco has rules for campers, so you may want to ask where you can get a copy of those.2. Home, auto, renters, and specialty insuranceIn the back of our minds, most of us realize that Costco offers insurance, but we're not sure of the details. Partnering with CONNECT, powered by American Family, Costco members receive discounted rates on many of their insurance needs. Beyond the initial discount, CONNECT allows you to add more. For example, you may qualify for a safe driving, multi-policy, or student discount.And if you're an Executive member, CONNECT sweetens the pot even more by providing you with benefits like roadside and lockout assistance.At a time when many people are unhappy with the insurance industry, 9 out of 10 members who sign up for CONNECT coverage go on to renew their policy with the insurer.3. Home and business suppliesWhile it may occur to you to pick up envelopes and printer paper at Costco, have you ever taken advantage of the low prices on items like checks, ink stamps, and address labels? Many of the supplies you need to take care of business -- at home or in the office -- are available for up to 50% off.Executive members enjoy an even deeper discount.4. Floral deliveryOnce you factor in delivery costs, sending a lovely bouquet of flowers to someone can cost a small fortune. That's not the case at Costco. Costco's online floral department offers everything from anniversary and graduation bouquets to bulk flowers. And here's where the real savings come in: Delivery is free. The price you see listed on the site, plus tax, is the price you pay.Few things are more frustrating than typing your credit card number into a florist's site, only to learn that delivery costs nearly doubled your purchase price.As Costco layers on new perks, keeping track of them may become even more difficult. It's a good idea to check periodically to see if there are any you're not taking full advantage of.

SNAP Benefits Will Increase in 2024. Here's How Much a Family of 4 Will Receive

By: Emma Newbery | Updated Aug. 7, 2023- First published on Aug. 7, 2023

Are SNAP benefits enough?A monthly payment of $973 for a household of four equates to around $8 per person per day. While SNAP benefits aren't designed to cover everything, it isn't easy to feed a family on around $2.66 per person per meal. Indeed, research from the Urban Institute showed that the maximum benefits often don't cover a family's food costs. "Amid inflation, SNAP benefits did not cover the cost of a meal in 99 percent of counties in 2022," said the report.The new benefit amount -- a monthly increase of $34 for a household of four -- is roughly in line with cost-of-living increases measured by the Bureau of Labor Statistics (BLS). Its latest Consumer Price Index figures show that the cost of all items in June, 2023 was up 3% over the year before. However, inflation does not impact all aspects of life equally.The BLS data also shows that food at home increased by 5.7% year over year. The new SNAP benefits do not match this. Hypothetically, a 5.7% increase in benefits for a family of four would mean a new monthly payment of $992, rather than the planned $973.In addition, this year brought the end of the pandemic-era emergency food benefits throughout the country. According to CBPP calculations, this meant the average person received about $90 a month less in SNAP benefits. Even factoring in the increased SNAP benefit amount, many households have seen a significant drop in their food benefit amount, and the revised 2024 payments will do little to close this gap.How to make your SNAP benefits go furtherIt can take time and energy to provide healthy food for your family on a strict budget. The challenge is that in a busy household, time and energy are also limited resources. Even so, if you can carve out some time to plan your grocery-shopping trip, it can make a big difference.Here are some ways you might stretch your SNAP benefits a little:Use cash back apps and coupons: Look for cash back apps that work in stores that take your EBT card. You'll usually need to download an app and then scan your receipt after you've been to the store. Pay attention to coupons, whether in store or online as these can often carry hefty discounts.Always shop with a list: Planning your food shopping is one of the best ways to reduce costs. Even more so if you use a cash back app or coupons. Check what offers are available on items you normally buy before you go shopping. Mark the items that qualify for rewards or discounts on your list, so you don't miss them when you're shopping.Look for double up programs: There are Double Up Food Bucks or other programs in various states that essentially give you two for one on all produce at participating farmers markets and stores. It's a great way to get more fruit and vegetables for your SNAP dollars.Buy in bulk and batch cook: It isn't always easy to find the extra cash for bulk buying when you're eking out every cent. However, if you can manage it, you may be able to save both money and time. You might, for example, batch cook a stew and freeze portions for future meals.Unfortunately, food insecurity still impacts many American households. If you don't have enough money to feed your family this month, look for additional help. Find out what food pantries and soup kitchens are operating in your area on which days, and whether you'll need to present any documents. Call United Way at 211 for information about assistance programs in your area.

Does Your Income Make You Upper Class, Middle Class, or Lower Class?

By: Christy Bieber | Updated Sept. 5, 2023- First published on Sept. 5, 2023

Incomes vary widely across the United States, with some people making many times the amount that others earn. If you've ever wondered how your personal finances stack up, and what "class" your income officially puts you in, here's what you need to know.What income do you need to be upper, middle, or lower class?Based on 2021 data, here's what you would need to earn in order to be in each class:Lower class: This is defined as the bottom 20% of earners. Those in the lower class have an income at or below $28,007.Lower middle class: This is defined as individuals in the 20th to 40th percentile of household income. Earnings among this group are between $28,008 and $55,000Middle class: The middle class is officially those whose earnings put them in the 40th to 60th percentile of household income. The income range is $55,001 to $89,744.Upper middle class: Anyone with earnings in the 60th to 80th percentile would be considered upper middle class. Those in the upper middle class have incomes between $89,745 and $149,131.Upper class: Finally, the upper class is the top 20% of earners and they have incomes of $149,132 or higher.Take a look at these numbers and see where you fall based on your own earnings. And remember, this is a snapshot in time -- your earnings can change throughout your life, and so can your class designation.Will your success be determined by your income and class?It's probably not a surprise that those in the upper classes or in the upper middle class do have a higher net worth than those in the lower class or the lower middle class. But the disparity is greater than you might think. While the median net worth of those with incomes of $149,132 or higher is $805,400, the median net worth of those in the lower class is just $12,000.Your income impacts how easy it is for you to build wealth. If you make more money, it is easier to save it and invest it in a brokerage account where it can work for you. If you make less money, then you may struggle even to cover the necessities out of your checking account, much less to buy valuable assets that help you grow richer over time.But that doesn't mean people who don't make a lot of money can't be a financial success. A lot depends on what you do with the money you actually have, including how much you spend and how much you save.There are plenty of people who make over $100,000 a year who live paycheck to paycheck, and plenty of people with incomes that put them squarely in the lower or lower middle class who have diligently saved and grown quite wealthy over many years.Here's how you can improve your standingDon't be discouraged if you aren't in the class you hope to be. For one thing, you have opportunities to increase your income by taking the following steps:Learning new job skills: You could obtain a certification, take part in a management training program at work, or take some classes to develop skills that may help you get promoted (such as computer training courses or public speaking classes), depending on your industry.Take on a side hustle: The average side hustle brings in $483 per month, which is a good amount of extra money that could make a meaningful difference in your income.Work some extra hours: If your company allows you to work overtime, take advantage of it, as many people are paid time and a half for overtime hours.Negotiate your salary: According to Pew Research, when workers negotiated for higher pay, 28% said they received the extra money they asked for and 38% indicated they were given more than originally offered but less than their ask. Whether you are getting a new job or staying at your current job but feel you're underpaid, it doesn't hurt to make a request for more money -- especially if you can find salary data to back up the fact that others in your industry are paid more.And even if your earnings never put you in the top 20% of earners, you can still have a rich life and end up with the financial security you deserve -- especially if you prioritize saving as much as you can for as long as you can.

3 Reasons I Don't Like Aldi as Much as I Used To

By: Maurie Backman | Updated Sept. 13, 2023- First published on Sept. 13, 2023

At some point in 2022, I discovered Aldi and began shopping there weekly. I found that I was able to save money on my grocery bill by purchasing certain produce items there. And since I happen to have an Aldi adjacent to my local Costco, it wasn't particularly out of my way.But over the past few months, I've become less enamored with Aldi. Here's why.1. The selection is just too limitedAldi -- at least near me -- is a minimally stocked grocery store. The shelves aren't loaded the way they are at my nearby ShopRite and Stop & Shop.To be fair, this was the case when I first started shopping there. But because there's just not a lot of selection, I'm generally limited to only buying a few items when I pop into Aldi.Not so long ago, I was running into Aldi for some fruit, which I usually buy there, and I needed to grab shredded cheddar cheese. Normally, I get that at Costco, but I didn't want to run next door to Costco and wait in a line for cheese alone. Unfortunately, though, Aldi didn't have the cheese I needed, so I had to make an extra stop anyway.2. The inventory is too inconsistentNot only is there a limited selection of food items I can buy at Aldi, but sometimes, I can't even find the five or six things I'm looking for. Aldi was once my go-to source for avocados, since it's an expensive purchase and Aldi tends to sell them for less than Costco (at least in my area). But the last few times I stopped at Aldi, avocados weren't in stock.And that's happened to me with other things, too. Over the past several months, I've struggled to find everything from cucumbers to strawberries at Aldi as well.3. What the store saves me on groceries, I lose via lost working hoursShopping at Aldi still has the potential to save me a little money on groceries. At a time when supermarket prices are up 3.6% on an annual basis, that helps.The problem, however, is that even though Aldi is right near Costco in my neighborhood, thereby allowing me to combine those trips, it still takes time to visit an extra supermarket. I have to find parking, wait in a checkout line, and spend time searching the shelves.While it's nice to save $2 here and $3 there, the reality is that a stop at Aldi might cost me 20 or more minutes of work -- especially when I don't manage to find the things I need. And losing out on that work time often means forgoing more than $2 or $3 of income. So from a time perspective, it's just not worth it.Shopping at Aldi could make sense for a lot of people. If you're someone with flexibility in your schedule and grocery list, and you're not so picky about the brands you bring home, then it could pay to spend the time visiting Aldi, even if you don't always manage to find all the things you need. But I've reached the point where shopping at Aldi makes less and less sense for me, so I'll most likely stop going there unless it's a one-off basis.

Why I'm Buying My Next Laptop at Costco

By: Steven Porrello | Updated Sept. 20, 2023- First published on Sept. 20, 2023

Again, if you buy the laptop in-store at a Costco warehouse, you might get a lower price than from its online store. This is especially true as holiday sales approach, like Black Friday, which might see electronics and laptops discounted.2. Generous return policy and two-year warrantyCostco will let me return a new Macbook Pro for a full refund within 90 days after I purchase it. Even better, Costco will accept my return even if I don't have the original box. For comparison, Best Buy will give you 15 days to return a MacBook (60 days if you're a My Best Buy Plus member), while Amazon will also give you 15 days.Not only that but Costco will extend the manufacturer's warranty to two years, giving me two years of coverage for mechanical or electrical failures. And if that wasn't enough, it also sells AppleCare+ at a slightly cheaper price than other retailers: $319 for a three-year insurance policy. In contrast, Apple, Amazon, and Best Buy all sell the same policy for $399.3. Free technical and troubleshooting supportLastly, buying a MacBook through Costco means getting free technical support through its Concierge Service. This could really come in handy if you're working on a deadline, your Macbook suddenly stops working properly, and you don't have time or energy to figure out a solution on your own.Even better is that you get technical support indefinitely, whereas other retailers, like Apple, will give you support for a set amount of time, like 90 days.Low prices + support + 2% back = why I'm buying my Mac at CostcoAll in all, I'll buy my 16-inch Macbook Pro from a Costco warehouse when I can get it for a discounted price. Cost is a major factor in my decision (I can't blow my personal finance goals for a new laptop). But so is the return policy, technical support, and one-year extension on the manufacturer's one-year warranty. Plus, I get 2% back with my Costco Executive membership, which is about $50 back on a $2,249 Macbook Pro.True, it's important to compare that with other retailers to see who has the best deal, but if you're a Costco member, you might not find a better value when in-store laptops are discounted.