Welcome to ToolWise our weekly segment on Lion Herald where we share our review about digital tools that we believe can make a difference for founders and their team, in our very first review we choose Trello, a project management solution that that uses the drag-and-drop Kanban board to manage tasks an visualize progress.
It is a very long post, please grab a cup of tea and let us delve deeper in the trenches of Trello.
But since Trello uses the Kanban method let us define that first
Kanban is a method used in project management and software development for visualizing work, limiting work in progress, and maximizing efficiency. It originated in Japanese manufacturing processes, particularly Toyota’s production system.
The Kanban method works by visualizing tasks or work items on a board divided into columns representing different stages of the workflow, such as “To Do,” “In Progress,” and “Done.”
Each task is represented by a card, which moves from one column to the next as work progresses. Team members pull tasks into the “In Progress” column based on capacity and priority, aiming to limit work in progress to maintain focus and efficiency.
For example, in software development, a Kanban board might include tasks like “Code Review,” “Testing,” and “Deployment.” As developers complete coding tasks, they move the corresponding cards across the board, allowing the team to track progress and identify potential bottlenecks in real-time.
This method fosters collaboration, transparency, and continuous improvement by providing a clear visualization of work and facilitating adaptive planning based on current needs and priorities.
What we like about Trello
At Lion Herald we believe Trello is a great project tool mainly because of its simplicity. It was intuitively thought of as software and it is straightforward for smaller teams looking to not waste time on the learning curve of a new digital tool.
Its strength comes from the fact that even non technical staff members can go through all the features without any hassle, it is a no- fuss way to streamline your project management process.
Trello has an easy to set up automation bot that allows users to create rule based triggers and desired actions. What you have to do is to answer a few questions and everything gets configured.
We like functionalities such as due-date commands, moving cards from one column to the other, and notify team members at the same time, especially with the custom buttons that can automatically move a card from a list and then assign it to a new team member when action is marked complete.
We like the fact that we can Integrate tools like Slack, Google Drive, Zoom or Microsoft teams into our workflows with a feature called Power-Ups, that is very handy for file management, communication, analytics and reporting to name a few.
Trello has a very responsive mobile app at no extra cost, you can still be able to easily drag cards without messing up your workflow. Even with a smaller screen you can still keep everything organized, be able to comment @mention teammates, and configure your preferences such as notification or agenda.
Trello offers great value compared to how much it costs. We believe it is affordable, we love the fact that it has a free-forever plan that comes with unlimited cards and lists. Paid Plans start at $5 per user with unlimited storage, custom fields and advanced checklists.
To sum up all, Trello is beginner friendly for people who want to get started with project management tools, it lays down the foundation for a small team to know what is next and who should be in charge, making the work flow as smooth as it can be.
While Trello is simple to use with a great free plan it lacks very useful functionalities that are a must to manage complex projects. Trello focuses on Kanban boards offering limited project views at the same price point with its competitor.
The kanban view is ideal for simple and linear projects without many moving parts but fails to provide more granular insights for more complex projects.
Trello doesn’t have a built-in reporting feature, you will need to use Power – Ups, and with lots of paid addons this means there are extra costs even if you have a paid subscription.
For example Trello doesn’t have a native time tracking time spent on tasks and projects.
Trello’s functionalities are limited when offline, this is a drawback for users needing consistent access in areas with poor Internet connectivity.
Various commentators have raised concerns about data security, noting that being a cloud-based solution, Trello’s approach to data storage raises flags for data privacy and security.
Trello’s external server storage may not be ideal for organizations with stringent security requirements or those handling sensitive data.
For users on the free tier, support options are notably constrained, primarily relying on community forums for assistance.
While this may suffice for basic queries, it falls short of the immediate and personalized support many users may desire.
Surprisingly, even with the transition to paid plans, Trello’s support infrastructure doesn’t undergo a significant transformation.
Users are met with a level of support that may not meet the demands of all users, especially those accustomed to premium-level assistance.
This may leave some users feeling underwhelmed, particularly considering the financial commitment involved.
Trello Free plan – Best for individuals just getting started
Trello’s pricing structure begins with its Free plan, best for individuals and small teams looking to dip their toes into project management without breaking the bank.
This plan boasts unlimited personal boards, providing ample space for organizing tasks and ideas, albeit restricted to a single individual’s view.
Additionally, users can create up to 10 boards per workspace, each serving as a distinct project hub.
The Free plan’s feature set includes unlimited cards and lists, empowering users to break down tasks and workflows to their heart’s content.
With a generous 10MB per file attachment limit on task cards, users can seamlessly integrate multimedia elements into their projects.
Access to unlimited power-ups enhances functionality and customization, albeit within the confines of individual usage.
However, while Trello’s Free plan offers a solid foundation for basic project management needs, it does have its limitations.
Notably absent are robust data visualization tools and advanced collaboration features, which may hinder the productivity of larger teams or complex projects.
Trello Standard plan – Best for smaller teams that like the basic Trello interface
For smaller teams seeking a balance between affordability and functionality, Trello’s Standard plan is a good option. Priced at $5 per user per month, it offers a cost-effective solution for professional project management needs without compromising on essential features.
The Standard tier offers unlimited project boards, great for teams juggling multiple initiatives simultaneously. This unrestricted board creation empowers teams to organize their workflows with granular precision, fostering efficiency and clarity.
The advanced checklists option give task management a new approach. With the ability to create detailed, step-by-step to-do lists and assign staff members and due dates to each item, teams can streamline their processes and ensure accountability at every stage.
The option to add guests further enhances collaboration, facilitating seamless communication and participation from external stakeholders. Additionally, custom fields offer flexibility in tailoring Trello to specific project requirements, allowing for greater customization and organization.
While the Standard plan may not introduce a plethora of new features compared to the Free tier, its modest price tag and essential functionality make it a natural progression for teams outgrowing the constraints of the free offering.
Trello Premium plan – Best for businesses that need admin control
For businesses seeking control and enhanced functionality, Trello’s Premium plan should be choice. Priced at $10 per user per month, billed annually, this tier represents a modest investment for the wealth of features and capabilities it delivers.
At its core, the Premium tier retains the foundational elements of Trello’s platform, including unlimited personal boards, cards, and lists. However, it goes beyond the Standard tier by introducing a suite of advanced features tailored to meet the needs of larger teams and more complex projects.
One of the standout additions in the Premium plan is the introduction of additional views, including Timeline, Calendar, and Dashboard. These views provide users with alternative perspectives on their projects, fostering deeper insights and facilitating more informed decision-making.
The Premium plan empowers administrators with robust control and security features. With the ability to manage user permissions, control access to sensitive information, and enforce security protocols, administrators can ensure compliance and mitigate risks effectively.
A notable inclusion is the Gantt chart, a powerful tool for tracking project progress and visualizing timelines. Combined with preset charts and milestones, users can gain a comprehensive overview of their project’s critical dates and milestones, facilitating strategic planning and execution.
The Premium plan introduces the capability to create sub-tasks, enabling users to break down complex tasks into manageable components and track progress more granularly. Additionally, the integration of a handy calendar enhances scheduling and coordination efforts, ensuring seamless project execution.
Trello Enterprise plan – Best for enterprise-level organizations
For enterprise-level organizations with complex needs and large-scale operations, Trello’s Enterprise plan is the most suitable. With variable pricing based on the number of team members, this tier delivers a comprehensive suite of features and capabilities tailored to meet the unique demands of large businesses.
The Enterprise plan encompasses all the functionalities of the Premium tier, providing users with access to unlimited personal boards, cards, and lists, along with advanced views, admin control, and security features.
However, it goes beyond the Premium tier by introducing a range of additional features designed specifically for enterprise-level organizations.
One of the key enhancements in the Enterprise plan is the introduction of organization-visible boards and organization-wide permissions. These features enable seamless collaboration and alignment across departments and teams within the organization, fostering transparency and accountability at scale.
The Enterprise plan offers unlimited workspaces, allowing organizations to create dedicated environments for different projects, departments, or initiatives.
This flexibility empowers teams to structure their workflows in a manner that best suits their organizational needs, enhancing efficiency and organization-wide alignment.
Another notable inclusion is the ability to invite multi-board guests, enabling external stakeholders to participate in multiple projects or initiatives simultaneously.
Additionally, attachment permissions provide granular control over access to sensitive files and documents, ensuring data security and compliance with regulatory requirements.
On the Trello website, the dashboard is usually the first page you see after logging in. If not, click on the Trello logo at the top-left corner to go to your dashboard.
In the Trello app, you may need to navigate to your dashboard by tapping on the menu icon (usually three horizontal lines) and then selecting “Boards.”
Create a Board:
On the dashboard, you’ll see an option to “Create a new board.” This is typically a large button or a link.
Click on “Create a new board.” You’ll be prompted to enter some details about your new board.
Enter Board Details:
Give your board a name that reflects its purpose or the project you’re working on.
Optionally, you can add a description to provide more context about the board.
You can also choose whether your board should be public, private, or team-visible. Public boards are visible to anyone, private boards are visible only to invited members, and team-visible boards are visible to members of a specific team.
Create the Board:
After entering the necessary details, click on the “Create” button or equivalent option to create your board.
Once you’re on your Trello dashboard or within a specific team, locate the board where you want to create the list. Click on the board to open it.
Create a List:
Once inside the board, you’ll see any existing lists if there are any. To create a new list, look for the “Add a list” button. This button is usually located to the right of the last list on the board.
Click on “Add a list.” A new blank list will appear on your board, ready for you to customize.
Name Your List:
Click on the title of the new list, which will initially say “Add a title.” This will allow you to enter the name of your list.
Give your list a descriptive name that reflects the type of tasks or items it will contain. For example, you could name it “To Do,” “In Progress,” “Completed,” or anything else relevant to your workflow.
Once inside the board, choose the list where you want to add the new card. Each list typically represents a stage in your workflow or a category of tasks.
Click on “Add a card”:
Within the chosen list, there’s usually a field at the top where it says “Add a card” or something similar.
Click on this field to start creating your new card.
Enter Card Details:
A text field will appear where you can type the name of your new card. Enter a descriptive name that summarizes the task or item you’re adding to the list.
Optionally, you can add more details to the card by clicking on it after you’ve named it. This will open the card, allowing you to add a description, due date, labels, attachments, and more.
Create the Card:
After entering the necessary details, press Enter or click outside the card field to create the card.
The new card will now appear within the list you selected, with the name you provided.
In the top-right corner of the board, you’ll find a “Show menu” button (usually represented by three horizontal lines). Click on it to open the board menu.
Access Power-Ups:
In the board menu, scroll down and find the “Power-Ups” option. Click on it to open the Power-Ups menu.
Browse Available Power-Ups:
In the Power-Ups menu, you’ll see a list of available Power-Ups that you can add to your board.
Browse through the list to find the Power-Ups that best suit your needs. There are Power-Ups for various purposes, such as calendars, voting, time tracking, and more.
Enable a Power-Up:
To enable a Power-Up, click on the “Enable” button next to its name in the list.
Some Power-Ups may require additional setup or permissions. Follow the on-screen instructions to complete the setup process for the selected Power-Up.
Configure Power-Up Settings (if applicable):
After enabling a Power-Up, you may have the option to configure its settings. This allows you to customize how the Power-Up behaves and integrates with your board.
Click on the settings icon or link next to the enabled Power-Up to access its configuration options.
Use the Power-Up:
Once a Power-Up is enabled and configured, you can start using its features within your board.
Depending on the Power-Up you’ve enabled, you may see new options, buttons, or features added to your board interface.
For example, if you’ve enabled a calendar Power-Up, you may see a calendar view of your board’s due dates.
Disable or Remove Power-Ups (if needed):
If you no longer need a Power-Up or want to try a different one, you can disable or remove it from your board.
In the Power-Ups menu, find the enabled Power-Up you want to disable or remove, and click on the corresponding option to do so.
Explore More Power-Ups:
Trello offers a variety of Power-Ups to choose from. Feel free to explore and experiment with different Power-Ups to find the ones that best fit your workflow and preferences.
In the top-right corner of the board, click on the button (usually represented by three horizontal lines) to open the board menu.
Scroll down and Click on Automation
Create Automation Rules:
You can create automation rules to perform specific actions automatically based on triggers you define.
Click on the “Create Rule” button to start creating a new automation rule.
Define the trigger conditions for your automation rule. Triggers can include actions such as when a card is moved to a certain list, when a due date is added to a card, when a label is added to a card, and more.
After defining the trigger conditions, specify the actions you want to perform when the trigger conditions are met. Actions can include moving cards, assigning members, adding labels, sending notifications, and more.
Configure Automation Settings:
Customize the settings for your automation rule, such as whether it should run automatically or require manual activation, and any additional options specific to the actions you’ve defined.
You can also give your automation rule a descriptive name to help you identify it later.
Save and Enable Automation:
After configuring your automation rule, click on the “Save” or “Create” button to save it.
If your automation rule is set to run automatically, it will be enabled immediately and start performing the specified actions whenever the trigger conditions are met.
Test and Adjust:
Once your automation rule is set up, test it to ensure it functions as expected. You can manually trigger the rule by performing the actions specified in the trigger conditions.
If necessary, you can edit or adjust your automation rule by clicking on it in the Butler menu and modifying the trigger conditions or actions.
Journalist and Project Leader at LionHerald, strong passion in tech and new ideas, serving Digital Company Builders in UK and beyond
E-mail: iranzi@lionherald.com
