Trello
Project Management Software
For organizing tasks, workflows, and projects visually using boards, lists, and cards.
What is Trello?
Trello is a user-friendly project management software that employs the Kanban system to visually organize tasks. It allows users to create boards for projects, lists for stages of work (e.g., “To Do,” “In Progress,” “Done”), and cards for individual tasks. Each card can include checklists, attachments, due dates, labels, and comments.
Trello supports real-time collaboration, making it ideal for teams across industries. Its flexibility also enables integration with tools like Slack, Google Drive, and Jira, while its automation feature (Butler) streamlines repetitive tasks.
Most popular uses for Trello
Aerospace and defense
Trello is an invaluable tool for managing the intricate workflows and compliance requirements of the aerospace and defense industry. Teams can use Trello to coordinate engineering tasks, track milestones, and ensure that projects meet strict deadlines. The visual nature of Trello’s boards simplifies the management of complex projects, such as aircraft design or defense system development, by breaking them down into manageable stages.
Energy, process, and utility
Teams can track tasks related to compliance with environmental regulations, equipment inspections, and project timelines. For utility companies, Trello helps streamline operations by organizing maintenance schedules, outage responses, and customer service initiatives. Its ability to integrate with other tools ensures that data from field operations is easily accessible to decision-makers, improving efficiency across the board.
Industrial equipment
Trello plays a critical role in managing production schedules, equipment maintenance tasks, and supply chain coordination within the industrial equipment sector. Manufacturers can use Trello to oversee product development from design to delivery, ensuring that every stage of production is on track. Maintenance teams benefit from Trello’s ability to schedule and prioritize repair tasks while tracking inventory levels for spare parts.
Why use Trello for project management?
Trello offers a range of benefits that empower organizations to streamline workflows, enhance collaboration, and adapt to diverse project management needs. Whether you’re managing small tasks or large-scale initiatives, Trello provides the tools to optimize team performance and drive efficiency.
With its intuitive interface, users can easily comment on cards to provide feedback, share files for better context, and assign responsibilities to ensure accountability. Trello’s notification system keeps everyone informed about changes, deadlines, or updates, reducing the need for lengthy email chains. This streamlined communication enhances transparency and ensures that teams, whether co-located or remote, remain aligned on goals and deliverables throughout the project lifecycle.
Trello’s boards, lists, and cards are highly adaptable, allowing teams to customize their workflows to match specific project needs or organizational processes. Whether managing a product launch or tracking a marketing campaign, Trello’s flexible structure can accommodate any methodology, including Agile or Kanban. Features like labels enable color-coded prioritization, while Power-Ups integrate advanced functionalities such as analytics dashboards or CRM tools.
Trello significantly boosts productivity by automating repetitive tasks through its built-in automation tool, Butler. Teams can create custom rules to automatically move cards between lists, assign due dates based on triggers, or send reminders for upcoming deadlines. This automation minimizes manual effort and reduces the risk of human error, allowing team members to focus their energy on high-priority tasks that require strategic thinking. Additionally, Trello’s ability to visualize workflows helps identify bottlenecks early, ensuring projects stay on track and resources are efficiently allocated.
Trello’s availability across both desktop and mobile platforms ensures that teams can stay connected and productive regardless of their location. The mobile app enables users to update tasks, comment on cards, or check project progress while on the go, making it especially useful for field teams or remote workers. Offline functionality allows users to access boards and make updates even without an internet connection, syncing changes automatically once connectivity is restored.
What can you do with Trello?
Trello offers a comprehensive suite of features designed to enhance project management and streamline workflows, making it a versatile tool for teams across industries.
Kanban boards
These boards allow users to organize tasks into lists representing different stages of a project, such as “To Do,” “In Progress,” and “Done.” Cards within these lists can be customized with task descriptions, due dates, labels, and attachments. The drag-and-drop functionality makes it easy to move tasks between lists as they progress, offering a clear and intuitive way to track project status. This system is particularly effective for teams using Agile methodologies or managing complex workflows that require constant updates and adjustments.
Automation
Butler, Trello’s built-in automation tool, enables users to automate repetitive tasks, such as moving cards, assigning due dates, or adding checklists based on specific triggers. For example, when a card moves to a “Completed” list, Butler can automatically assign it a label or notify team members. Users can also create custom rules and buttons for more tailored automation, allowing them to execute multiple actions with a single click. This not only saves time but also reduces the risk of human error, ensuring that workflows remain efficient and consistent across projects.
Power-ups
Take functionality to the next level by integrating with external tools like Google Drive, Slack, and Jira or adding advanced features directly within the platform. These integrations allow teams to centralize their work by connecting Trello boards with other essential applications. For instance, Power-Ups can enable time tracking, advanced reporting, or enhanced communication features, providing users with greater control and visibility over their projects.
Advanced views
Trello offers Advanced Views such as Timeline and Calendar. The Timeline view is ideal for planning sprints or visualizing project dependencies over time, while the Calendar view helps track deadlines and manage schedules effectively. These views provide alternative ways to interpret data on boards, making it easier to identify bottlenecks or adjust plans proactively.
Collaboration tools
Users can assign tasks to individuals or groups, leave comments on cards for real-time discussions, and upload attachments like documents or images directly to tasks. Notifications keep everyone informed about updates or changes, ensuring that no detail is overlooked.
What to consider when sselecting a project management solution
When considering a project management tool for your organization, it’s important to evaluate how well the platform aligns with your specific needs and objectives. Trello is particularly well-suited for small to medium-sized projects or workflows, offering an intuitive interface that simplifies task management. However, for larger-scale operations, it’s worth assessing its scalability and reporting capabilities to ensure it can handle more complex requirements.
Collaboration is another key factor to consider. Trello’s flexibility allows it to integrate seamlessly with existing tools, making it an excellent choice for teams that rely on streamlined workflows and effective communication. While its simplicity ensures that most users can get started quickly, some training may be necessary to unlock its more advanced features, such as Power-Ups or automation tools like Butler.
How to buy Trello
Looking to purchase Trello licenses? Want to see a demo to understand what Trello can do? Or do you need to speak to an expert before you can make your decision?
Trello comes in all shapes and sizes. We’re here to make sure that you’re getting the right software package for your team.
Need help with Trello?
Anders Malmgren and team are on-hand to provide tailored guidance and support with a deep knowledge of the full Atlassian portfolio. Reach out for a free consultation today.
