How to use trello to make managing projects a breeze

How to use trello to make managing projects a breeze

Most project managers, remote team leaders, and even remote workers have heard about Trello before.

It has been around since 2011 and, over the years, it has become one of the biggest project management tools out there.

But how has it achieved such success?

Well, in order to tell you the answer to this question, we should start by explaining two commonly used concepts in the world of project management: horizontal software and vertical software.

Trello is one of many project management tools that fall into the first category, which means that it was developed to handle simple task management and organization and to be used by all types of businesses in all sorts of industries. Because it is so broad in the type of services that it offers, horizontal software often lacks the customization tools that many businesses require nowadays.

Vertical software, on the other hand, is tailored to a specific industry, which means it includes features that any business within that industry would find useful.

To quote Joel Spolsky:

We usually say that Breeze is neither a horizontal nor a vertical tool.

However, if we had to “pick a side”, we’d say that Breeze falls more into the vertical category and, in our eyes, that’s where we gain an advantage over Trello.

When we created Breeze, we had one main objective in mind and that was to fill what we saw as a gap in the market, by offering a product that was meant for serious project management and that allowed professionals to manage scope, cost and time – the three main constraints of project management – while also guaranteeing that the tool was intuitive and easy to use.

In fact, the idea of developing Breeze emerged due to our own experience with other tools, one of which was Trello.

Don’t get us wrong, Trello was a good product, as were all the other ones we tried.

However, they didn’t help us overcome our challenges.

Something was missing.

Features that would have made our lives much easier when planning and updating our projects simply weren’t there – so, we made sure to include them when we developed Breeze.

How to use trello to make managing projects a breeze

This was the end result:

Breeze Trello
Agile principles
Kanban board
Unlimited users
Unlimited projects
Unlimited file storage
Email notifications
iCalendar support
Time tracking
Google Drive integration
Dropbox integration
CSV data export
Completed tasks analysis

As you can see, Breeze isn’t overloaded with features that project managers rarely need. It offers just the right amount of features necessary for teams to always be on top of their projects. Give it a try and you can see it for yourself!

A simple project management tool for your team

Breeze shows you what’s being worked on, who’s working on what, where things are in the workflow and how much time it took. Your entire team can use Breeze, from accountants to developers

How to use trello to make managing projects a breeze

Project management tools help individuals and teams organize their day-to-day tasks so that projects progress and are completed. Project management tools encourage collaboration and provide teams with a clear overview of all details related to a specific project However, finding the best tools for your business can often be overwhelming because there are so many options to choose from! In this post, we share five of the Good Work Agency’s favorite project management tools. We hope it helps you and your team become more productive!

1. ASANA: ASANA is the to-do list of the future. It allows teams to organize all their tasks in an easy-to-manage list. It helps keep things organized by allowing teams to keep all the project details together in one place.

2. Trello: Trello is one of the industry-leading platforms when it comes to project management. Trello has great collaboration tools that make collaborating with team members a breeze. The interface is simple and user-friendly.

3. Airtable: Airtable is a cloud-based collaborative platform. What makes Airtable unique is that it allows users to create custom interfaces that personalize team members’ workspace with relevant and helpful information.

4. This web-based platform allows for teams to connect online and organize their thoughts and projects with ease.

5. Wrike: This platform is perfect for freelancers or small teams. The interface is simple and easy to use. Its features include project templates, time-tracking, and project approvals.

All project management tools help business stays organized and properly manage your team’s workload. These tools can help control costs and reduce the amount of time your team spends trying to track down the status of jobs or tasks. When you and your team utilize these tools properly, they can help streamline your workflow and maximize your productivity!

Basecamp and Trello are two cloud based project management solutions that offer simple tools for project management and collaboration. Both solutions target smaller companies and teams, but are mainly used by small companies and teams that manage simple projects. This post compares both tools so you can make the right purchasing decision for your needs.


Trello is a web-based collaboration and project management tool that makes project management a breeze. Trello is highly adaptable with a three-tier information system. This system comprises of boards, cards, and lists. Boards are given a name, while lists are given a title, and cards are the basic unit of a Trello board.

How to use trello to make managing projects a breeze

  • Trello has taken all of your needs into consideration, you can now access Trello via mobile or tablet.
  • Trello's pricing structure is more straightforward than other well known project management tools. For example, $25 per month gives you an unlimited access package. This package affords you an unlimited amount of members. Moreover, this package comes with a wide range of features that should not go overlooked.
  • Trello keeps you up-to-date with notifications. When a task is updated, commented on, or removed, you'll receive an email notification. If you use our mobile app, you'll receive a push notification.
  • The Trello team have a vision to make our lives easier, by replacing the paper pieces on our desks.
  • Responsiveness- Updates are instant; if multiple team members are working on a project at the same time, changes will appear instantly.
  • The Kanban System – The Kanban System uses cards on a board to help you schedule your tasks more effectively.
  • No net, no Trello – The main issue with software like Trello is the reliance on data. If you don't have access to the internet, you don't have access to your Trello. Data access might not seem like a big deal given the age we live in but unfortunately, there will always be situations when you can't access data.
  • Storage Has Its Limits – Standard Trello accounts can only store 250MB per upload. Gold accounts have a 10MB limit on smaller images.
  • Commenting – Currently Trello doesn't allow you to edit a comment already posted.
  • It's not for large enterprises.

Quick Conclusion:

Trello has many advantages, as you can probably see. When it comes to getting projects done, Trello can help pretty much everybody, whether that be a sole trader, an entrepreneur or a business. Weighing up the pros and cons shows Trello is an excellent tool.


Our software is the best way to organize teamwork. It will organize your team without requiring you to hold frequent meetings. Our software is equipped with the tools your team needs to manage schedules, upload files, and chat with each other. We keep users organized with icons instead of boring lists. Other software just gives users a list to click, leaving teams to hunt for the information they need. We keep users organized with icons instead of boring lists. The software will keep users notified of what they need to know. We'll also remove the need for you to send emails and messages on various other platforms and software.

How to use trello to make managing projects a breeze

  • They allow you to store files and documents in one place, making it easier to find older files.
  • They have a simple pricing system, with two options: free and paid. The free plan has a limit on the number of user accounts and projects, while the paid plan is open to you. We also have a 30-day free trial for you to discover if Basecamp is right for you.
  • Basecamp is designed to give the user several options for managing how they receive notifications. They can be turned on or off entirely. They can be scheduled to only sync at certain times or they can remain continuous and constant.
  • Basecamp provides its users with a range of ways to communicate. These include Campfires, private messages, and the Status Board
  • You can access Basecamp from your laptop or phone, the user experience is the same on both platforms and notifications can be customized
  • Good document storage. Basecamp makes it easy to include documents, files, and images when sending messages. It can also be connected to Google docs so that when documents need to be attached, they can easily be dragged and dropped to upload.
  • You can't track time at the moment. However, one of the most important aspects of project management is tracking time to make sure deadlines are met. This is one area that needs improvement.
  • No archive utility. Basecamp doesn’t include an archiving feature that can be used for clearing the clutter. The possibility of archiving can also reduce the need to delete topics.
  • No starred feature. Everyone who has used Google knows how useful the starred feature is. It would be nice to have it on Basecamp so that important projects or tasks can be surfaced easily. Users can then navigate to the starred items section and find the specific task or project they're looking for.
  • Simple is beautiful. It’s also the main reason Basecamp is so popular. But its simplicity also leads to a small number of features – you won’t find all the ones you need to build a professional organisation.

Quick Conclusion:

Thousands of people have decided to use Basecamp because it has proven to be efficient and effective. It's never been so easy to manage projects, thanks to Basecamp.

Zapier lets you send info between Breeze and Trello automatically—no code required.

Easy automation for busy people. Zapier moves info between your web apps automatically, so you can focus on your most important work.

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Supported triggers and actions

How to use trello to make managing projects a breeze

Creates a new project task.

Finds a project by name.

Triggers when a new board is added.

Triggers when a new card is added.

Triggers when a Card is archived in Trello.

Triggers when a Comment is added to a Card in Trello.

Triggers when there is activity in Trello.

Triggers when a Card is moved to a List in Trello,

Triggers at a specified time before a card is due.

Triggers when a Card is updated in Trello.

Triggers when a new checklist is created in Trello.

Triggers when a new label is created in Trello.

Triggers when a label is added in a Trello card.

Triggers when a new list on a board is added.

Triggers when this Trello account joins a card.

Triggers when you get a new notification in Trello.

Creates a new checklist item in a card.

Creates a new board.

Adds a new card on a specific board and list.

Archives a card.

Adds one or more attachments to a specific card.

Adds an existing label to a specific card.

Moves a specific card to a list on a specific board.

Adds one or more members to a specific card.

Update a card's name, description, due date, or position in list.

Adds a new (or existing) checklist to a card.

Closes a board without permanently deleting it.

Writes a new comment on a specific card.

Completes an existing checklist item in a card.

Creates a copy of an existing board.

Deletes an existing checklist on a card.

Adds a new label on a specific board.

Adds a new list on a specific board.

Removes an existing label from a card.

Finds a label on a particular board by name.

Finds a list on a particular board by name.

Finds a checklist on a particular board or card by name.

Finds a checklist item on a particular checklist by name.

Finds a board in your Trello organization by name.

Finds a card in your Trello organization by name, given a specified board and list. Does not search archived cards.

How to use trello to make managing projects a breeze

It can be a bear trying to get everyone on the same page. Too many tasks, meetings, and collaboration, new information coming in daily, new employees joining, old ones leaving, trying to preserve and update knowledge within the company — how do you not get lost in the chaos?

Luckily, there are tools out there geared towards organizing your work and helping you run your workday more efficiently. There are hundreds of them floating around the inter-webs and you can get lost in the chaotic list of organizational tools, ironically enough. So how do you choose the right one for you?

Choosing the right tool

First, you will need to take stock of what you have and what you need. What kind of service are you looking for? Are the tools you found equipped with the features you need in your organization? Compile a list of possible apps that might be useful for you.

Second, once you’ve compiled a list of possible organizational tools that you might use, consider their ability to address all the things that you need them to do for you. If you can find just one tool to do all the organizational tasks you have done, then why get two or three separate tools to do what one platform can do?

Third, read up on the reviews. You’ll need to hear what actual clients have to say about the tools you are considering. Feedback is a key component to an informed decision; and once you’ve picked the tool/s you need, return the favor and write an honest and constructive review.

Fourth, test them out. You really won’t know if the tool will work the way you envisioned it if you don’t try it out. Go through your picklist and take the tools for a test drive. Put them through the tasks you need them to run and see how well they hold up or how fast and efficiently they can accomplish those tasks for you.

So now that you have the initial steps in choosing the perfect organizational tool for you, let’s delve into our list of tools (our absolute top favorites!) that we think might just be what you need.

The Best Organizational Tools for Work


Let’s start our list with Trello . This is a project management and organizational tool that uses task cards and project boards. This tool allows you to write down your daily tasks into virtual cards, assign due dates, and add attachments. You can invite your team and assign tasks to them, as well.

Their project boards allow you to put your visualizations into an organized platform where you can monitor your project’s progress. You can collaborate with your team regardless of where each of you is based. It is very easy to use, and best of all, Trello syncs across all your devices.


As their headline says, Slab is a “knowledge base that democratizes knowledge.” Slab is a nifty tool that lets you create, store, and organize your data . It also integrates well with your existing tools, so there would be no need to replace your stack and relay new instructions to team members. Its Unified Search feature allows you to pull any needed data from any of your existing tools. Sweet, right? This shaves off time trying to remember which tool has what data. Another useful feature is Slab Topics, which not only organizes data into folders and tags, but also provides relevant context for easier browsing, learning, and transferring of knowledge within the company.

It also offers dozens of templates from industry leaders to get you inspired and give you ideas一so whether it’s onboarding new employees, documenting weekly team meetings, or creating user manuals, Slab has an extensive library of templates designed for your organizational needs.

And a bonus: it’s easy enough to use that creating and organizing can be done even by the least savvy members in your organization.

If you manage large and diverse teams, you might want to consider . This award-winning tool has over a thousand integrations including Microsoft Office, Salesforce, Dropbox, Slack, and Google Apps.

It has Gantt charts , Kanban boards, and task lists. They have project management software, planning tools, and project dashboards among other things. You can collaborate and plan projects with your team quickly and easily. It works on both PC and Mac and doesn’t need any downloads or complex installations

Breeze is an all-in-one project management tool to plan and track work with clear visual dashboards. It is a getting sh*t done approach to projects for teams—easy to use and elegant to the eye. Its no-frills package is remarkably effective for improving clarity and efficiency. With its simple overviews, Breeze helps pinpoint at-a-glance where and when work slows down, and whose idle time could be redirected to help boost a job along.

How to use trello to make managing projects a breeze

Kanban style

Breeze takes the basic idea of a Kanban system and runs with it to offer something way more robust for SMEs and even solo freelancers, specifically with features for tracking and reporting.

“Kanban,” which is Japanese for signboard, is a straightforward system where tasks are put on cards, and cards on pinned to a board in vertical columns. Each column, from left to right, represents a stage of a project. A most-rudimentary Kanban setup would go something like this:

Need to do > In Progress > Done

Where either the next available employee grabs the topmost card in the first column, or, a team leader can assign task-cards to specific workers. Breeze, with their simple design, and intuitive UI, makes doing this a … well, breeze.

Breeze’s simplified package

One thing that makes Breeze the ideal project management tool is their stack of features, which are comprehensive but more importantly, not excessive. Cramming in every feature under the sun may look impressive on a sales pitch, but they will likely only bog down the user experience.

Breeze narrows their tools down to what you need and nothing more, with the main ones being:

How to use trello to make managing projects a breeze

Project management

Every project has its main board which gives an overview at a glance. On the board, you create lists, which are the vertical columns, and you customize them to specify a certain stage in the progress of a task.

Each new task becomes a card. Cards can be given deadlines and be assigned to specific team members using convenient @mentions, so they’ll be notified when they get an assignment.

Cards can then be dragged and dropped vertically on the list based on their priority, or horizontally as the task moves toward completion.

Task cards can also be used to leave comments and feedback among team members, and files can also be uploaded and attached to each card.

Furthermore, each task can be broken down into a to-do list. This might sound redundant, but with Breeze, you have the freedom to decide how detailed you want to drill into each task. For example:

The project is overhaul landing page

One task might be design new logo for new landing page

One item on a to-do list for this task could be, pick a color scheme for logo and for new landing page

Like tasks, each item on a to-do list can also be assigned, prioritized and commented on.

How to use trello to make managing projects a breeze

Tracking, estimating and reporting

When working on a to-do item or a task, Breeze lets you track how long it takes.

You roll up your sleeves, hit play on the tracker, and get to work. Every time you close your browser, the timer pauses and starts up again when you resume. This measures actual work time against estimated time, which helps fine-tune future time estimates.

Likewise, you can use the timer to gauge how close you are to your budget. You set a billing rate per hour of work and measure the billable hours against the estimated budget. You can also tell Breeze when certain hours should not be billable.

There are always many factors being juggled in the air during the lifecycle of a project, like how long each task is taking, what’s done and what hasn’t been begun, and who is overworked and who is idle. Breeze has got several different reporting features to make sure you never drop the ball.

For example, you can view the total hours worked on a task based on a day-by-day bar graph, or see how much time each employee has put into the task or project. You can also get a big-picture glance at every task in a project over an extended period of time.

Finally, you can see which employees have taken too much onto their plate, and which might be getting through their tasks faster than the time given them. This way, tasks can be shuffled, and nobody gets stressed with too much work, or forgotten with too little.


While projects seem to follow their own linear logic, we can’t forget that their life cycle happens on normal human time. For this reason, Breeze has several calendar dashboards to keep projects on schedule.

There’s a master task calendar, where all tasks for all projects are represented by blocks stretching over the number of days on which they’re being worked on. These blocks are color-coded by project, all of which are listed to the side of the calendar.

You can zero in on a daily agenda calendar too, which displays all tasks in a descending list from the present day onward. These tasks are also color-coded to match their project, and they can be set for “all day” or a specific time and duration.

Next, you can view all the tasks by a specific employee or team workload. And finally, you can view calendars for specific projects only, with all deadline and estimation information available.

All the calendar data can be synced with Google Calendar, Outlook, or any other calendar module your company uses.

How to use trello to make managing projects a breeze

Project management as second nature

If you’re thinking about a comparison to Trello or Basecamp, you’re not far off from the original idea behind Breeze.

As CEO Rene Vahtel explains, “I tried to use Trello and Basecamp and they failed to solve my problems . Breeze is a Trello and Basecamp mashup that adds a lot of the missing functionality that is needed for everyday project management activities.”

Some of those specific functions are Breeze’s calendars, tracking, budgeting, and reporting, all of which turn a lame-duck Kanban into an organizational power tool.

The cost of getting your hands on this tool varies depending on the size of your company, although all plans include every single Breeze feature. For those curious to try it out without committing, there’s a 14-day free trial.

Breeze was designed so that using it feels like second nature. After all, Kanban is just a fancy Japanese word for a board, and according to Vahtel, “the user shouldn’t even have to know anything about Kanban. To them it should look just like a big board with tasks and lists, that’s it.”

It, being crossed-off items on a to-do list, completed tasks, successful projects, and beefed-up mastery of the modern art of getting sh*t done.

As a freelance web designer who’s been developing websites for over 7 years, it can be very easy to lose track of time and become unorganized if I don’t utilized some sort of tool to keep me on my toes. I pride myself on the fact that I provide my clients a level of customer service that they can’t easily find everywhere. So it’s essential for me to make certain I am managing my time so that I can reasonably get big client projects completed and breeze thru smaller client tasks that i’ve been assigned. I’m a very visual person, so it’s imperative I have an interface to manage clients that allows me flexibility and useful tools. In this article, I’m going to show you how I instantly saved hours of my own time by utilizing the Trello project management system.

In the past, I’ve used tools such as Gmail’s To-Do list via Canvas (Google), my built in iMac’s Reminders App and Google Keep. But all of these had a ton of limitations and because of that, I would sometimes be reluctant to use it and revert back to…dum dum dum….my memory 😕

When i tried and failed to use gmail to-do as a project management solution.

Recently I came up with an easier solution to keep track and manage my everyday tasks for clients. I designed a system that worked perfectly for my small business, a freelance web designer & developer. No matter what business you are in, I’m certain you will find my system useful for your own company and can use the same theories I use myself, customized for your own use! The following video will visually explain all the awesome features I can utilize with Trello. Trello is an online project management system that is available to use for free! With Trello, some of my favorite features are it’s drag and drop system, to-do lists, ability to add other contractors/employee’s to a project and color label cards.

One of the big things I don’t mention in this video is that Trello has an app you can download from the Google Play or the Apps Marketplace, making it easy for you to check client projects on the go.

Trello wrote a couple very useful blog posts that show you how you can extend your project management with Trello in over 15+ ways with Chrome Extensions. Here is another huge list of resources provided by the trello team. The uses for trello are vast and flexible to any business or project you might be managing. If your business is put together by contractor’s/employees that happen to all work remotely, Time Doctor has put together a really nice tutorial show you how to use trello to manage your remote teams.

For bigger client projects such as new websites and website redesign, I like to use Basecamp. Basecamp is a project portal that allows my clients to be able to upload all website content, photos, documents and instructions/requirements. We can hold discussions here and everything is documented and timestamped. There are to-do lists we can add too. Everyone knows what they should be doing or what the current status is of the project. Clients have their own access to their portal and managers have full access to hide documents from clients (for example: note taking that might be confusing to clients and is unnecessary to display to them). Here is a video I show my clients so they can understand how we will be utilizing basecamp to manage their projects.

Now mind you, this is just how I manage my day to day tasks and make sure that client communication is at it’s most optimal pace. I also utilize awesome tools such as Fusion Invoice for Client Invoicing which I’ve been a loyal and happy customer for over 7 years. As far as support & emails, I like to use Help Scout.

I hope that by visually showing you how I manage my own clients, you are able to save yourself hours of time on your own projects. Please leave a comment. I’d be happy to hear about solutions you find useful for yourself and if I was able to help you in anyway by showing you this custom management solution I’ve designed.

Organisational Development Consulting, Meeting Design & Workshop Facilitation

At Structure & Process we value a good online infrastructure for collaboration. Since we often work together virtually, the online environment is important for us. We need good tools that help us get stuff done and are enjoyable to use at the same time.

We think we’ve got this figured out pretty well and we always like to share our practices. And so today we’ll show you how we use Trello as our main tool for online collaboration on projects and how it serves as our digital office.

The goal? To show you how to use Trello to make your project successful!

What is Trello?

Trello is an online tool, which you can use in your browser or as an app for mobile devices. It’s main purpose is organising information in a visual and flexible way. It can be used for organising stuff individually and organising work as a team or company. In this blogpost we’ll focus on using Trello for collaboration.

How to use trello to make managing projects a breeze

What’s so great about it?

There are probably a few hundred applications and tools out there that can be used to organise and coordinate work. Here are some of the reasons why we are sticking to Trello:

It’s unlimited

Working with Trello is like having a huge office with a lot of walls, unlimited sticky notes, coloured pens, markers and everything else you need to create organised overviews.

Once your project or business gets bigger, moving to a new office is a lot of work. Opening a new board in Trello, however, is a breeze. As you grow, Trello can grow alongside of you.

How to use trello to make managing projects a breeze

It’s multi-purpose

Whether your need is around project management, software development, creating a team board, keeping an archive or something else, Trello will do the trick. You just need to know about the different elements that are available and understand how to use them.

It’s easy and intuitive

We have experienced that new users only need a short introduction to the tool before they can jump in to an existing structure and contribute. Visually, it’s simple, appealing and clear. It just makes sense.

For companies this means minimal time spent on training new employees. If you work on projects across organisational borders and a tool needs to be chosen, you’ll have less trouble convincing people to use Trello.

It’s free

Unlike many other tools, the free version of Trello doesn’t keep the best features for its premium users. Instead, all the essential features are there. And then if you want some more (e.g. customized backgrounds, bigger attachments, more integrations), you can choose for several paid plans. But the free version works more than good enough.

How to use trello to make managing projects a breeze

Building blocks

Now that you understand why to use Trello, it’s time to start looking at how it works. Below is an overview of the different elements, or building blocks, that Trello offers to organise your information.

In its most minimal form, Trello will consist of a single board (usually you’ll have more than one). A board is like a wall on which lists and cards can be stuck. When you collaborate with other people regularly and you want them to have access to all your boards, you can form a team.

A board will have at least one (but usually many more) lists.

A list is a collection of cards.

The card is where information is stored. You can write text, add pictures or other attachments, assign labels, due dates and add checklists.

When users join a card or board (by adding their avatar to it), they become members. Members get updated of activity on cards and boards. Some teams chose to give each card one member to show the owner of the task or piece of information.

Members of a board can comment on cards and @-message other members. It’s a good way to have a discussion around a topic or task.

Teams and boards can be public (visible to the world) or private (for your organisation).

Choosing the right setup

All these elements can be used and combined in many different ways. It all depends on the purpose you’re trying to achieve.

Are you looking to use Trello for your project, business or event? We believe this tool can support you! We can help you design and setup an initial setup, teach you the basics of how to use Trello and share our practices for maintaining it.

Contact us and tell us what you’re planning to use Trello for. We’d love to have a conversation around it.

All illustrations in this article were made by Lara – Lara Listens.

About Rob van den Brand

Rob van den Brand is a former partner in Structure & Process. Among others he held the roles of Personal Productivity Coach, Holacracy Facilitator and Product Development. He is focused on providing the necessary guidance to organisations that want to transition to different ways of working. He also likes to help people get more productive personally. Rob’s Website is Productive Mind. View all posts by Rob van den Brand →

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How to use trello to make managing projects a breeze

Trello and Workfront are trusted by businesses worldwide when it comes to their project management needs. Both of these solutions have dependable capabilities to help facilitate a smoother work management.

Trello is a popular project management tool for private individuals and companies alike. Workfront is a renowned software used by big names like T-Mobile, Under Armour, and Nordstrom.

We’ll take a look at what each software can do for your company by comparing their key features and capabilities.

No time to read through the end of the article? Use our Product Selection Tool to get a free, short list of recommended project management solutions for your business.

Trello vs. Workfront: An overview

Trello was launched as a list-making application that was acquired by Atlassian in 2017. It was originally developed by Fog Creek Software in 2011. It uses Kanban Boards to display tasks and checklists. This project management tool has features for task management, collaboration, reminders, activity tracking and mobile application. It’s available in 12 languages. Trello is typically used by small to mid-sized businesses. It offers a free version and affordable pricing plans.

Workfront is a complete project management software that aids project management from start to finish. It has features to support the conception, planning, execution, completion, and measurement of a project. These features include project management, collaboration, demand management, reporting, and mobile application. Workfront supports nine languages. Most Workfront users are small to mid-sized businesses, although there are large companies that use this software for their project management, too. Workfront has high-end pricing.

Comparing the features

Both Trello and Workfront have features for task management, collaboration, and mobile application. Let’s compare how each software approaches the same feature:

Task management

The task management feature in Trello lets you use cards and boards to create and assign tasks. Tasks and checklists can be listed for all the team members to see. Using its drag-and-drop interface, easily assign tasks to any team member. Files and hyperlinks related to the assigned tasks can be attached to the cards. The due dates for each task can be seen by every team member.

Workfront uses AI-technology for task management. You can opt for the system to automatically distribute work to teams, groups, or individuals according to the task urgency, member availability, and skill requirements for the task. You can also choose to manually assign tasks to team members with the drag-and-drop interface. Workfront has a single-page view for all the tasks, giving you a full view of what needs to be done at a glance.


Team members in Trello can collaborate within the cards assigned. Members can start a discussion by commenting on the assigned tasks. Call the attention of other members by using the @ mentions capability of Trello. Users can also reply to comments and mentions using emojis. You will be notified through email whenever a user comments on a task assigned to you, and you can respond to the comment through email.

Workfront has a built-in collaboration feature that lets your team have task discussions, make team decisions, and track work progress in a single location. The system also traces threaded conversations about a task and status updates. Users can leave comments or feedback on completed tasks that everyone can see — therefore, nobody gets left behind on the status of each task for every project. Aside from members, stakeholders can be added to the list of users who can view tasks. Stakeholders can also take part in the collaboration for a project.

Mobile app

Trello has a native mobile app available for both Android and iOS devices. With the Trello mobile app, users can use the digital boards to create tasks, take notes, build checklists, and more. You can add checklists, labels, and due dates to tasks, too. Users can re-assign tasks and move them to other boards using the drag-and-drop function. Real-time notifications are sent whenever there’s an update on a task assigned to you or a user comments on your card. This app works offline.

Workfront lets you manage your tasks and projects wherever you are through its mobile app. Just like Trello’s mobile app, this application can be downloaded on Android and iOS devices. You can view and update all the tasks and issues assigned to you. Additionally, you can review and approve work requests and documents. Users may collaborate on work assignments, too. With the mobile app, you can log time and review and adjust hours. It also lets you access your company directory.


Trello has integrations with the most used apps and platforms today. It can integrate with tools for task tracking, inbound marketing, team communication, issue tracking, and video conferencing:

  • Jira
  • Zoom
  • HubSpot Marketing
  • Slack
  • ClickUp

Workfront can integrate with numerous apps and tools that are useful for collaboration, file sharing, issue tracking, digital marketing, and content management:

  • Adobe Experience Manager
  • Adobe Marketing Cloud
  • Jira
  • Office 365
  • Box

The final verdict

Trello and Workfront have valuable features to offer that can make project management a breeze. In choosing which one’s the better software, consider what your business needs.

If you’re a start-up business with few members, and you only want to keep track of tasks to stay on top of things, Trello would be a great choice. You can depend on its task management feature to keep you organized. It also notifies you whenever a task is almost due.

Workfront is more useful if you have a lot of tasks to assign to numerous members and you want to make sure that work is equally distributed. Workfront’s AI-enabled task management feature ensures that the right task is assigned to the right person.

Want to see more choices? Use our Product Selection Tool for a free list of up to five project management software options to consider for your business.

How to use trello to make managing projects a breeze

To get started on your Trello journey, create your first Board. Think of your new Board as the homepage for all of the social post ideas, content, and deadlines that you need to keep track of. You can give your board a creative name and background, then invite your team members! In just a few seconds, you’ve already set up the virtual space that will help you and your team visualize workflows and content.

Step 2: Create Lists for Project Lifecycles and Stages

How to use trello to make managing projects a breeze

Next, add a few Lists to create a series of steps in a workflow that fits your project. Think of your lists as a pathway that your content and social posts walk through on their way to publishing. For example, you might make a List on the left-most side of your Board named Ideas. Here, you and your team can drop images, sayings, or hashtags as they come to you. The next list to the right of the first could be named To Do. When your collection of ideas steps into this list, your team knows that that content needs to be crafted into an actual social post. Once work gets started, the content then moves to the next list in line: Doing. Then, once the post is made and ready to get sent out, it moves to the list called Done. Easy as that! Lists allow you to move your content down the pipeline in a visually satisfying manner. Who doesn’t like watching projects move from Idea to Done?

Step 3: Using Cards

With your lists created and your project’s lifecycle laid out, you need something to move down that line! Introducing meat of Trello projects: Cards. Cards are super-customizable and can be created and edited by members of your team. You might create a card called Create Facebook Page and drop it under your To-Do list. Now, when you’re tempted to watch Netflix instead of working, the Create Facebook Page card will be staring at you, judging you ever so quietly in that To-Do board… How to use trello to make managing projects a breezeCards can be as simple or complex as you like. Each card can be given a description and can be assigned to specific team members or groups. Have an entire list that needs to get done? Cards can be equipped with To-Do checklists that are oh-so-satisfying to mark off. Add files, images, comments, colour-coded labels, and due dates to each and every card that you create. How to use trello to make managing projects a breezeDrag and drop cards between lists and watch as your hard work pays off! You’ll love seeing those happy little cards go from Ideas to Done!

Step 4: Segment Tasks with Labels

How to use trello to make managing projects a breeze

Soon, you’ll be a Trello wizard, and when you are, you might find that you have more cards than you know what to do with. Have no fear: each and every card on your board can be marked and organized by adding Labels. Labels are colour-coded to help segment the tasks that you need to complete. Have a larger social campaign that requires multiple posts on top of your regular content? Label it with its own colour and watch those big projects move down the line!

Step 5: Your First Power-Up

Your labels and lists will make you feel like a social media superhero, and now, you can get a Power-Up to match! Power-ups are customizable integrations that you can add to your board for even more convenience. If you are using Trello for free, you can add one Power-up to your board, but there are countless others that can help you get the most out of your new project management system. Let’s take a look at one of your free Power-ups: Calendar! Adding a Power-Up is easy: find the menu button to the right of your board, press “Add Power-Up…” and search for “Calendar.” Then, press the green button to add the Calendar Power-Up to your board. That’s it! Now, you’ll see a small button on the top right of your board that will open up the Calendar view. All of your cards with a due date will now appear on the Calendar for at-a-glance scheduling! How to use trello to make managing projects a breezeThere are hundreds of Power-Ups that you can add to make your Trello board your own. Google Drive integration, custom fields for cards, and Maps integrations are just some of the limitless possibilities that Power-Ups offer. How to use trello to make managing projects a breeze

Unito helps project managers save time, streamline work, and increase productivity with an automated, no-code 2-way integration to and from the project management software you’re already using. Now you can oversee multiple projects across multiple teams using multiple apps.

“Given that I and my clients don’t always use the same tools for project and task management, Unito has allowed me not to need to constantly switch back and forth between various tools.”

Automate, collaborate, and stay aligned on every milestone

Keep crucial data in sync with a 2-way integration between your project management tools. Changes in one interface are immediately updated in every other so cross-functional teams can collaborate on the same projects from their preferred interface.

Break down project silos

Build a master plan in your favorite app, then watch Unito keep it up-to-date. As teams complete tasks, changes are automatically reflected in every other connected app.

Deliver powerful, data-driven reporting

Share row data from Google Sheets or Microsoft Excel to your other apps and vice versa to generate flexible reports, manage projects, and save hours of manual input with just one workflow.

Coordinate calendar milestones

Keep an eye on every timeline by syncing your project management app of choice straight to Google Calendar and share visibility on upcoming milestones, events and due dates across your company.

Manage multiple client projects

Are you an agency, consultant, or freelancer managing multiple client projects? Unito can help you build a master project from which you can oversee work for multiple clients in a single view and report on your progress seamlessly.

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How to use trello to make managing projects a breeze

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How to use trello to make managing projects a breeze

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Build accessible product backlogs and roadmaps in Jira, Trello, or Asana, so everyone is aligned on priorities.

How to use trello to make managing projects a breeze

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Automatically update issues, projects, epics, and milestones during sprints, across Jira, GitHub, and other tools.

How to Unite Project Management with IT Ticketing Using Jira and Wrike

“Unito gives better visibility to executives and projects managers. It enables us to have more clarity in our reporting and enables collaboration between project teams.” – Chris Adams, IT Administrator at Hope International

” Kanban ” — Japanese for “visual signal” or “card” — are card- and column-based project management systems that offer a convenient way to keep teams abreast of a project’s status, from initial design to final deliverables. If the word is drawing a blank, you might want to flash back to our introductory Kanban post , which delves into the hows and whys of this simple but effect and highly visual project-management method.

How to use trello to make managing projects a breeze

We recently had a chance to catch up with Rene Vahtel, CEO of Kanban-based project management software, to pick his brain on the virtues of Kanban systems and to get some tips to adapting Kanban to teams that are physically distributed.

Prialto: What initially drew you to working with Kanban?

Rene Vahtel: Coming from software development, the project management systems are really, really complicated. You need a separate person who manages the system so that the other people can just use it on a daily basis.

Having experienced that, we concluded that we need something much simpler that still uses the Kanban system. But it should be super easy and simple to use. Honestly, the user shouldn’t even have to know anything about Kanban. To them it should look just like a big board with tasks and lists, that’s it.

Figure 1. Breeze sample Kanban board. (Source:

How to use trello to make managing projects a breeze

Prialto: Another thing I find is that a lot of project management systems don’t reflect a project’s current reality.

RV: Yeah. Particularly systems where you create a huge monolithic plan that generates a massive schedule for users to basically try and start to implement. It’s like, you’re not going to work like that because there are so many things that will change in a project.

What makes Kanban systems really good is being able to push and pull cards (tasks) from your backlog, and since it’s so easy to move cards around on the fly you can keep the board updated to best reflect the project’s reality. It’s easy to see what you’ve done, what you’re doing right now, and what lies ahead.

Prialto: In other systems I’ve worked with, the lack of visual readability makes it easy to lose things. You hear “I didn’t even know that you posted that, I didn’t know I was supposed to do that” a lot. I’m not saying Kanban eliminates that, but it seems much easier to visually grasp.

RV: The basic idea of Kanban is a visual board where you can see all of your tasks in one place. That’s why we always tell users not to make their boards too big. If it gets too big it becomes hard to manage. You can’t see everything. At that point I’d suggest the user consider splitting off into multiple boards covering different aspects of the project.

Prialto: Some Kanban systems, including Breeze, support limits on how many tasks can be in one column, or taken on by one user. I don’t really use that. Are these important to most users?

RV: I find them useful, personally. One of the principles of Kanban is that you should only work on one thing at a time. For example, if you have a “current task” column, it should only have one card for each person working. Not two, not three, because you can only work on one task at a time.

Don’t try to multitask — it doesn’t work.

Prialto: Users might be tempted to make larger single tasks, then.

RV: That’s also a mistake. Don’t make your cards really big. Some people have the tendency to make one really big task and then fill it with sub-steps and to-dos. Kanban works much better when you split that huge card up into smaller tasks. Boil each card down to a single key step you need to do.

Even outside of the Kanban space, there’s a lot of evidence that when you have specific tasks that are small that people can accomplish, people are more able and willing to do them. It’s not as overwhelming.

Prialto: Makes sense. Do you have any suggestions on using the Kanban’s columns?

RV: You should always have at least two columns. One is the things you are working on right now. The other is for completed tasks. That’s just the most basic setup. Another common setup has a column for higher-priority tasks.

In software development it’s common to have, say, a column for bugs and another for features, so users can instantly see what cards represent bugs and which represent new features, or whatever.

Prialto: Any favorite Breeze features you’d like to tell us about?

RV: Our progress tracking and reporting features are excellent. A link from each card shows how long a card’s been on the board and various graphs showing the state of the project. It’s a great way to visualize a long-running project’s overall progress level.

Prialto: Wrapping up, what’s your pitch for using Breeze over competitors?

RV: The project management field is huge, and with so many people having very different needs, no one project management tool fits everyone. But Breeze is easy for everyone to use. Software developers and marketers alike can hit the ground running with almost zero training.

Breeze is often compared to Trello, and we’re a bit more project-management oriented than them. Trello is basically only a board with lists, nothing more. I’m not saying Trello’s bad, but it’s for a different audience. If you’re looking for good project management or know what a Gantt chart is, I think you’ll like Breeze.

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Say Trello to boards in Bitbucket

Simple project tracking

Trello’s boards, lists and cards enable you to organize, prioritize and collaborate on your projects in a fast, flexible way.

Everything in one place

Your backlog and code are all in one place so you never have to leave Bitbucket to find the next piece of work. Plan, track, collaborate, and deploy, all from Bitbucket.

Associate code to tasks

Simplify your workflow by creating new branches from cards and get to coding quickly. Keep projects organized and everyone in the loop by associating branches, commits and pull requests to cards, and ensure all your work is complete.

Get status at a glance

Quickly understand the status of the team’s work in a simple, digestible view. With color-coded card badges, see build and pull request status.

Daily stand-ups are a breeze with information like status updates, code reviewers, and more all within the details of the card.

Get started quickly

Using boards is simple – navigate to a repo, click on the board menu item in the sidebar, and get started for free.

A common workplace

Every team can collaborate in the tool they love best. Engineers can stay in Bitbucket and non-technical teams can work from Trello.

Need some inspiration?

Use a Trello board for agile development, bug tracking, a product roadmap or sprint retros. Check out our Trello board use cases.

Everything you need to plan, track, and ship code, fast.

Need out-of-the-box workflows, sprints, and reporting? Check out the Jira Software integration.

This Trello alternatives & kanban software review covers 10 tools and all the info you need: pricing, features, integrations, and screenshots to help you choose something that fits your needs.

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Best Trello Alternatives Shortlist

In this review, we examine the following software:

Best for customization features

Best free plan for a Trello alternative

Best for customized card types & attributes

Best for automation capabilities

Best price for freelancers and small teams

Best cross-portfolio Kanban board

Best for agile project management within GitHub

Best for software development

Best combination with a full project management suite

Best for lean project management

Shortlist Block Settings:

  • Ad Group: Trello Alternatives
  • Number of Ads: 10

Below you’ll find an overview of each of these Trello alternatives, with screenshots, feature overviews, and pricing.

Trello is one of the best-known Kanban project management tools available today, and, because it offers a free version, it’s often the go-to option if you plan on using the Kanban methodology. However, when you need a little more oomph from your Kanban tools, such as the extra functionality or integrations that don’t come with Trello’s free version, you’re going to need to pay for those “Power-Ups”.

Before you sign up for something that doesn’t quite serve your needs, it pays to look at alternatives to Trello—and there are plenty of Trello competitors on the market.

Here’s what you’ll find in this review of the best Trello alternatives:

Let’s take a closer look at Trello, the Kanban method that it’s based on, and the best Trello alternatives on the market (both paid and free).

The Digital Project Manager is reader-supported. We may earn a commission when you click through links on our site — learn more about how we aim to stay transparent.

The Best Trello Alternatives For 2022

Here are a few of the best Trello alternatives:

Best for customization features, an award winning platform, is one of the few tools that prides itself in ‘not being a project management tool’! They’ve done away with a lot of the trimmings of typical tools and focused on simple structures that help clarify the sequence of work that needs to be done.

This tool is a great Trello alternative that can actually offer quite a bit more than Trello can. features include multiple views of work—view as a list, on a map, on a Kanban board, in a spreadsheet, and other views. Users can upload and attach files to cards, make comments, mention teammates, and more. It also offers a great project reporting dashboard that can collect data from multiple boards, allowing better tracking abilities of progress.

Some standout features of this tool include tools to automate certain processes, as well as customizable task boards that let users manage tasks by cards, assignees, due dates, hours spent, etc. Overall, it’s a highly customizable tool that lets you work in whatever methodology—kanban or otherwise—that fits your project and team.’s integrations include project management apps like Slack, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform and many more, accessible via Zapier. costs from $8/user/month and comes with a free 14-day trial. They offer a free plan for up to 2 users.

14 days free trial


Best free plan for a Trello alternative

ClickUp is a project management software and Kanban tool with powerful features for managing and completing all your team’s projects in one platform. Users can plan projects, schedule tasks, and manage resources in a centralized workspace on Kanban boards, as well as calendars, Gantt charts, timelines, and more.

Task management features include task checklists, subtasks, and task templates, as well as the ability to filter, sort, search for, easily reorder, and view tasks in the manner most convenient for the team. Users can also create Gantt charts, calendars, and timelines to visualize tasks.

ClickUp also includes features for creating, sharing, and collaborative editing for Wikis and documents. Users can comment on documents and tasks, assign comments, and chat with other team members for increased communication and collaboration. Reporting features include the ability to create custom dashboards, as well as six built-in report types for team reporting.

ClickUp offers native integrations with Slack, G Suite, Dropbox, and many more tools, as well as over 1,000+ integrations through Zapier.

ClickUp’s free plan is robust and includes all primary features. The unlimited plan starts at $5 a month per user and offers additional functionality.

Free forever with paid plans starting at $5/month


Best for customized card types & attributes

SwiftKanban from Digite is a powerful enterprise and portfolio Trello alternative for both co-located and distributed teams. It combines the best of visual management, Kanban, and Scrum to give you a powerful tool for lean/agile software development, visual project management, and business collaboration improvement.

SwiftKanban makes collaboration between multiple teams easier through better visualization of work. Teams working remotely can see the tasks that their colleagues are working on in real-time. SwiftKanban has a number of cool features built-in for defining work-in-progress (WIP) limits, card coloring, highlighting bottlenecks etc. It allows product owners to define their backlog flexibly using a varied set of features. SwiftKanban is a great alternative to Trello since it offers way more features and customization options.

SwiftKanban also lets users automate actions within their Kanban board based on any criteria they set using rules. From simple IFTTT rules to automating repetitive tasks to complex configuration of cards and boards, SwiftKanban has it all. Plus, SwiftKanban comes with AI-capabilities built-in where users will be able to get suggestions for similar cards when creating new cards, using historical data, saving time, and eliminating duplication of work.

SwiftKanban can be integrated with a wide variety of enterprise-class tools such as TFS, Jira, CA Agile Central and many others using its SwiftSync integration platform. It provides native integration with Slack and MS Teams. Using Zapier, you can also integrate SwiftKanban with a wide range of productivity apps like Google Drive, Gmail, Google Calendar, and GitHub. You can also use SwiftKanban REST APIs as service endpoints to interact with your boards remotely and perform various card functions.

SwiftKanban costs between $0-15/user/month for annual subscriptions and comes with a 30-day free trial of its enterprise plan.

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Import your Trello boards into Nifty. Bring over your users, tasks and attachments for one or multiple boards.


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In an increasingly digital world, having the right project management tool is essential to keep teams on track. You need a shared digital system so everyone involved in a project can stay up to date on to-dos, in-progress items, notes and follow-ups. This is especially true in an agency setting, where everyone is dealing with a wide range of tasks for internal and external stakeholders.

The best tool for your company is going to depend on your size and your needs, but it doesn’t hurt to get recommendations from other agency professionals who have tested a few of them out. Below, 15 Forbes Agency Council members share their favorite project management tool and why they love it.

Fifteen Forbes Agency Council members share the tools they rely on.

All photos courtesy of individual Forbes Agency Council members

1. Asana

Asana is a favorite of mine because it can be used across different departments. It easily allows us to start a project with one team, set sub-tasks and manage deadlines efficiently. Then if the project needs to be passed to another team, it can easily be assigned to them. Not only can they add their own notes but they also benefit from having access to the full history of the project. – Katie Jansen, AppLovin

2. Brandpoint

Brandpoint is effective for content management because it creates an easy project flow between co-workers. In our experiences with the content management team, there used to be a lot of juggling between who produces, curates, and eventually posts content such as blogs and press releases. Since we started using Brandpoint, the project funnel has become clearer more organized. – Jeff Grover,

3. Breeze

We love because it’s super simple, fast and doesn’t get in the way of our work. Additionally, they are super responsive to changes. We’ve regularly emailed about feature requests and multiple times they’ve implemented that feature within a day or so. It’s great! – Ryan Short, MODassic Marketing

4. G-Suite

We coordinate a lot using Google Spreadsheets for link-building campaigns, content marketing calendars and we sometimes incorporate Google analytics and campaign data directly into Spreadsheets. We also use Google Docs to collaborate on different content-based projects. For meetings and external communication, we collaborate with Google calendar and Gmail. – Kristopher Jones,

5. InVision

We recently made the switch from Moqups to InVision to handle collaboration between our design team and sharing work with our clients. InVision helps us take the typical wireframing process one step further with their prototyping capabilities, which allow us to link and click between multiple pages like we would on the live site. – Chapin Herman, Herman-Scheer

6. Mavenlink

Mavenlink is my go-to for project management. You can add in customers, upload latest files, easy-to-use, report to finance, and track time management. You can also see which of your team members are being over-utilized, so you can better manage workflow and team support. – Jaymie Scotto Cutaia, Jaymie Scotto & Associates

7. MeisterTask

After much analysis and internal debate, my team landed on MeisterTask to efficiently manage our projects. MeisterTask does a fantastic job of providing key data and functionality without being too overwhelming or difficult. The tool easily allows us to create lists to organize our workflow, assign tasks and due dates to team members while tracking all progress in real time. – Jody Resnick, Trighton Interactive

8. Podio

Podio is an amazing all-in-one solution for project management. Since it’s app-based, you can customize its app set for specific types of deliverable-based PM and reporting. Secondly, we can manage a project from start to finish with internal agency discussion and auto tasking for our 50-plus team members and then the project can evolve to be client facing, for review of drafts, content and reporting. – Loren Baker, Foundation Digital

9. Slack

Slack may not be a project management tool per se, but it’s definitely project management-adjacent. Since it integrates with Trello, Github and Google Docs, it’s become the one place our whole team can go to find out what’s up. For us, it has decreased emails and made collaboration with remote team members a breeze. – Sarah Mannone, Trekk

10. SmartDraw

I have used dozens of project management tools. Some are super simple but fail at anything more complex than planning a birthday party. Others are powerful enough to plan a moonshot, but require a Ph.D. to operate. SmartDraw gives us the power we need for even complex projects in a super-simple app that all our staff can use. – Neil Myers, Connect Marketing

11. Teamwork

I like Teamwork for its power and simplicity. Many tools that can handle complex project management needs like task dependencies are often too technical and cluttered for what an agency needs. Many simple project management tools lack the level of depth and customization an agency needs. Teamwork sits in the middle as a practical tool to manage projects and track time. – Dan Golden, Be Found Online

12. Trello

Oftentimes, I find people (and myself) getting inundated because the idea of “how much work there is to do” prevents people from getting started. With Trello, you can map out each initiative that’s a part of a campaign, assign project leads and set deadlines. Also, it’s such a great feeling when you can check an item off the to-do list or mark an item as completed. – Chi Zhao, Hokku PR

13. Wrike

Wrike is an excellent project management tool that serves us well. Employees can project-manage, create tasks and subtasks, and bring others in with a few clicks. It includes time tracking, chat, reporting and comprehensive search. It keeps a record of everything happening, everything that has happened, and what will happen in the future. You can even bring clients into the mix. – Bernadette Coleman, Advice Local

14. A Combination Of Tools

We believe successful project management has three key components: tracking the project tasks to meet the deadline (Teamwork), communicating to the client the project status (Slack) and outlining the ideal process for the project (Google Suite). A standalone tool many times will miss at least one of these key parts. Find the right specialized tools for your business, as it likely won’t be just one. – Todd Earwood, MoneyPath Marketing

15. One That Works The Best For Your People And Processes

For our company, it’s Jira. Our people are technical by nature. Also, our processes are well defined. Therefore we can match workflows associated with a task to our processes. If your people are creative and collaborative, you might need something more like a forum board. Your project management tool needs to match your people and processes. – Alan Morte, Three Ventures Technology, Inc.

Honestly, we can’t believe we’re about to say this… but Summer 2016 is nearly over! It feels like it just started, but we’re already mid-way through July and August is coming up quickly. For all of you involved in your school’s leadership groups you know what that means – it’s planning season!

This time of year it may be a bit difficult to get the members of your committee together – family vacations and trips to the beach or pool tend to eat up a large chunk of time. So how can you effectively prep for the school year without the formal structure of a meeting? Here are a few web-based applications that could be helpful for getting back on track and starting the planning process early without sucking up the last bits of everyone’s summer


How to use trello to make managing projects a breeze

If you’re looking for the To Do List to end all To Do Lists (yes, those are intentionally capitalized) – look no further. Trello allows you to create various boards and invite different members to each one. You could have one large board for the entire organization, and then boards for each of the various sub-committees and the executive board. Within each board you set up lists, such as “ideas,” “in progress,” “pending,” or “complete.” (Or really anything you want to call them.)

One of the best ways to have a collaborative experience without requiring everyone to be in the same room is to give members access to their relevant boards and then ask them to add items to the first (“ideas”) list. From there members can each write a note within the item if they’d like to vote on it. You can assign the specific items to different individuals, and from there they can move it through the lists – from “Ideas” to “In Progress” and so forth, until it has passed through each of the necessary planning stages.

For different committees these lists might look different – the Event Planning committee might have lists with titles like “Bookings,” “RSVP,” “Budgeting,” etc., while the Communications committee’s board might look more like a traditional editorial calendar with articles titles, resource notes, and deadlines.

Google Hangouts

If you are interested in having a meeting but are having difficulty getting all of your members in one location, Google Hangouts is for you. You can do everything from have a good, old-fashioned Instant Message (IM) conversation to video and voice chats.

When using the IM feature, you can add multiple users to the chat session so that your entire board – or just specific committee members – can have a discussion and share links wherever they are. If their locations allow for it (i.e.: they aren’t in line for Splash Mountain or lounging on the beach) you can also have a multi-user video chat. Many people tend to think that having an IM conversation might be easier, but there’s a lot to be said for being able to see facial expressions and body language and hear someone’s tone of voice. For all of the convenience it offers, faceless conversations (IM, texting, and emails) have led to more than their fair share of misunderstandings because someone forgets that sarcasm or genuine interest (as opposed to someone being patronizing) can’t be heard via text.


If your group has “been there done that” with Trello and Google Hangouts and you’re looking for something more robust – Slack is where it’s at. Everyone from small three-man shops to huge hundred person companies are using Slack to manage everything to do with their organization.

Seriously, this app can handle everything. It will integrate with your email and a variety of other apps (Trello included) to allow you and your team to see absolutely everything you need all at one glance. You can set up individual “channels” for each project you’re working on where you can chat and share and store files. Each user can hop between the channels they have access to, so there’s no need for the President to be logging in and out of different programs to see how the progress is going on each and every one.

Slack works a lot of different ways for a lot of different people – as we said, it’s quite robust. It may, in fact, be far more than your organization really needs – but if you’re finding that no matter how many tools you implement things are still slipping through the cracks, then what you may need is the tool to end all tools – Slack.

No matter what your team is working on, Workast helps you organize your work, hit deadlines and accomplish more.

Where your work lives

Create a project, event, department or team and control who can join the Space. Connect a Space to a Slack channel for greater visibility when you need it.

Plan your day

Workast makes it super easy to plan out your day, run your meetings and keep track of important tasks.

Visualize your work

Clearly see what needs to be done and move work through stages easily.

Never miss a deadline

Connect your work calendar to Workast and see all your tasks in your calendar with our 2 way sync.

Organization where you need it

Create tasks in a Slack channel to capture work when you’re having your conversations. Get reminders, task updates and notifications through Slack and keep your inbox clear.

Make teamwork a breeze

Set up projects, create tasks, set due dates and assign work right from your conversation.

Capture what’s important

Create tasks and subtasks, assign them to team members, set deadlines, recurring due dates, add files, comments and keep everyone insync of what needs to be done.

Team wide visibility

Create customized reports to view what is important to you.

With over 50 different search combinations, you can gather data, track project progress, monitor teamwork and reallocate resources quickly and easily.

Create documents online

Write, edit and collaborate simultaneously with your team members, neatly tracked in a Space to keep everything in one place.

This one always finds its way on a New Year’s Resolutions list (guilty!) Miscommunication, juggling multiple projects, time management—these are small business hurdles that we are dealing with on a daily basis. Which is why we all think project management apps are heaven sent! Simply put, they make tedious project management, collaboration and communication tasks seem like a breeze. As 2019 ushers in, we recommend that you update your current project management tool kit to make your business new-year ready. In this blog, we are sharing some project management tools that you should check out.


We’ve had enough of project management tools that are too complicated to use. Asana is a simple but smart app that allows to be integrated into third-party business apps, such as emails, time trackers and other productivity apps. Asana splits everything into tasks and projects, where each task can have specific due dates and have their own dashboard that allows you to attach files, tags, subtasks and comments. You will also get overviews and calendar screens for each project so you would know which deadlines are coming up and how fast you are getting through the bottom of your to-do list.

The free version of Asana can be used by up to 15 people and will have unlimited number of projects and tasks. The premium version gives you a more visual interface, more flexibility in organising projects and advanced search features.


Heard of the Kanban method of organising? In this approach, individual work items are visualised in what’s known as a Kanban board, which helps you properly see how your work flows. In a Kanban board, work typically moves from left to right under different columns, each labelled with a stage within the workflow. Trello is like a digital version of a Kanban board.

Trello is designed based on the Kanban concept of cards and boards. You can assign a project to each board and label the cards with different tasks under the projects. You can also label each column with a client and a card for all the jobs you need to accomplish for that client.

We love Trello’s flexibility. It allows you add custom labels to sort your cards better. You can also include priorities, users, due dates and files attached in each card. When done, simply tick off and archive a card.

The free Trello account allows multiple member access and file attachments for up to 10MB. But if you want more customisation, larger file attachments and more third-party integrations.


Hubspot is the best tool when you are implementing or executing a lead generation strategy where you’re goal is to generate leads, nurture them and eventually convert them into customers. This works best if you have a website, a blog or a landing page with content that generate leads.

Hubspot is the main engine of our inbound marketing strategies, and it allows us to follow through our customers as they move down the sales cycle.

Google Suite

Of course, there’s everyone’s favourite tool—Google. G Suite combines all the productivity and collaboration tools that you love in one suite that can be accessed by anyone in your team. The suite includes Gmail, Hangouts, Google+, Drive, Calendar, Google Docs, Google Sheets, Google Forms and Google Slides. It’s a hub of tools and functionality that will help simplify the needs of modern business, from sending an email to hosting a video conference.

G Suite is also very user-friendly, which is expected of Google to say the least. Best of all, collaboration is super easy and hassle-free, which makes it an absolute must-have for scaling businesses.

Time Doctor

Time Doctor is a productivity and time management app that helps business owners and managers monitor work sessions, track time, send work reminders, record screenshots, invoice and manage reporting tools. This tool has helped us address the difficulties and challenges of working with remote staff. Time Doctor can help you track your staff’s real-time work status and productivity by sending screenshots of your employee’s screen and tabs to make sure that only work-related tasks are being done. You will also receive reports at the end of the day showing accurate time usage, tasks accomplished and how much time was spent on each task.

The best part is that Time Doctor offers seamless integration with third-party project management tools (in our case, Asana), which allows for more efficient and accurate time tracking and management.


Airtable is what they call “spreadsheet on steroids”. This highly visual, cloud-based spreadsheet app focuses more on collaboration and data organisation. It’s formatted like a spreadsheet but with added functionalities, such as linking to other data, attaching files, adding comments, sharing tables and many more. We love that Airtable can be integrated with third-party tools like Dropbox, Google Drive and Evernote.

Did we miss anything?

There are so many project management apps out there! But with any app, it’s still important to know what’s essential and what’s not. Run so many apps and you only end up with more clutter.

Zoho Projects is an online project management tool that helps you run your business online with ease. Plan your project, track its progress, and collaborate with your team to get things done efficiently.

Trusted by more than 200,000 business globally

Turn every project into a success story

Visualize your projects

Get a bird’s-eye view of everything happening in your project with Gantt charts. They help you visualize and keep track of all your critical tasks and dependencies, ensuring there are no deviations in the project schedule.

How to use trello to make managing projects a breezeHow to use trello to make managing projects a breeze

Automate your work

Define a workflow to automate and manage your tasks in an organized manner. However simple or complex a process may be, get the right approvals and deploy your workflow easily with our drag-and-drop interface.

How to use trello to make managing projects a breezeHow to use trello to make managing projects a breeze

Track your time

Track every billable and non-billable hour using our time management software. Zoho Projects’s advanced, two-way integration with Zoho Invoice makes tracking and handling billable and non-billable hours for all your tasks a breeze.

How to use trello to make managing projects a breezeHow to use trello to make managing projects a breeze

Customize as needed

Use Zoho Projects to create custom workflows, layouts, fields, and statuses so that your whole team can embrace their work and become more productive.

How to use trello to make managing projects a breezeHow to use trello to make managing projects a breeze

Not one, but many reasons to go Zoho

  • (Enterprise) (Enterprise)
  • Task Management
  • Milestone Tracking
  • Issue Tracking
  • Interactive feeds
  • Forums
  • Group Chat
  • Wiki Pages
  • Project Templates
  • Gantt charts
  • Resource Management
  • Version Control
  • Subtasks
  • Task Dependencies
  • Calendar
  • Add tasks through email
  • Add bugs through email
  • Custom fields
  • Custom task status
  • Reports
  • Timesheets
  • Timers
  • Audio/Video Conference
  • Recurrence
  • Reminders
  • User Management
  • Planned Vs Actual
  • Kanban
  • Budget Tracking
  • Google Apps Integration
  • Meetings
  • Mobile Apps
  • Baseline
  • Critical Path
  • Workflow Automation
  • Storage Space 120GB N/A
  • Number of Projects Unlimited Unlimited
  • Number of Users Unlimited 1
  • Pricing (per month) /user /user
  • Get Started

Disclaimer: Please be aware that the pricing information displayed on this page may not be accurate. The comparative product pricing was last updated on and is subject to change.

Then you’re managing a major project with lots of moving parts.

I have a piece of advice that will save your sanity and make your project go MUCH smoother — and then I have a software recommendation that goes with the advice.

So first: The best way to set yourself up for success (in ANY project) is to DECIDE WHAT TO TRACK on your to-do list. This may seem obvious, but I see this mistake happening frequently.

Let’s say we have a 6 week course, with 6 main modules or lessons. What you DON’T want to do is create a list like this:

How to use trello to make managing projects a breeze

And that’s because it’s utterly of no help. The unit that we’re tracking is too big.

Think of what goes into creating a single lesson module: research, an outline, a 1st draft, a final draft, finding images, and so on. You need to keep track of things at a lower level – a finer granularity – in order for it to be helpful to you.

– As business owners, we tend to have small pockets of time to work on our projects, and although we DREAM of having large chunks of time to devote to a task to bring it from start to finish in a single session – that probably doesn’t happen all too often.

So we need to have a method to mark our progress point, so when we return to it, we can pick up right where we left off, and we don’t have the spend the time reacquainting ourselves with what’s done and what’s left to do.

We batch things. Batching is the time- and sanity-saver of small business owners. Doing a bunch of like-tasks together, all at once. Some days you’re into writing, somedays – when the words refuse to come out your fingertips – you’d rather organize, edit, research, or go troll the interwebs for images. It all needs to get done, so why not have your task choices sync up with what’s working for you that day. When you break projects into these smaller tasks, batching work together can be obvious and easy.

Given that, here’s a better list:

How to use trello to make managing projects a breeze

Ok, now we’re tracking tasks at a level that makes sense. Great.

However! I don’t know about you, but that looking at that list makes me die a little inside (especially since this is even just a small portion of the six-module list!) Sure it’s organized and specific. But, we can make this even more user-friendly.

Enter Trello.

Trello ( organizes itself differently and that difference is amazing. I recorded a quick video to explain how Trello’s features can make managing a project – with lots of moving parts – a total breeze.

Let me know what you think in the comments below. Do you use Trello? Do you have a tip to share? Leave it below.

For my advice & recommendations for managing all the content creation for your course, click here for my article on using Evernote.

Thanks for this! You’re the 2nd one this week to mention Trello but I hadn’t looked into it yet to see what it’s all about. Question: my biz partner and I currently use Google Drive for collaboration and shared content creation. Would Trello be a means of complimenting this, or would we use this instead of The Drive? Is it more about keeping track of projects (and in our case, who’s doing what), or can it also be used for creating the actual content? Thanks Karen!

I’d use both of them together: Trello manages the tasks & the projects, and Drive is where you actually HAVE the content, edit, collaborate on drafts, etc. Trello wouldn’t replace the work you do on Drive. Trello can track comments, and can even count “votes” from a team, but it’s not the place to create & revise content.

Trello lets you attach files from Drive right to the back of the task-card (and keeps a history of those attachments in chrono order). That gives you an automatic revision history – which is really handy!

Trello’s free, so you can take it for a spin and see if it’s for you.

Great question – thanks for asking, & good luck!

Thanks for clarifying all of that. Makes sense! Will give it a whirl 🙂

Karen – thanks for this! I’ve been looking for something like this and you are the first person to mention it 🙂 You’ve made my night!

Well! How about that?! I think there will need to be more Trello posts in my future! 🙂

This is great. I’ve never used Trello, instead being confined to MS Project. While that can still be useful for mulit disciplinary teams for extensive tracking, I really appreciate the creativity that Trello can inspire. Thanks Karen!

Ah..another possible Project convert. Less = more (more or less). C’mon in, the post-Microsoft water is warm! 🙂

This is really helpful. I’m already using Trello, but I had it divided in to writing, videos, worksheets, with checklists on the back of each card with the different parts to accomplish. Your way is much better to actually see things progress and how the different aspects are weighted. I’m off to reorganize now! Thanks!

Yay! Glad to hear it!

Great article. I’ve been going back-and-forth with Asana and Trello. But I can’t seem to get away from Kanban methodology, as it’s a visual magnet to me for personal productivity. ‘Love the video too, btw.

Finally! Some one who can make sense out of Trello. I’ve been struggling with a structure that works for course creation. This is stunningly simple and deep. Thank you Karen!