Best Way to Use Trello for Project Management

Oct 22, 2023 | Latest, Marketing Tips, Marketing Tools, Organizational Tips

Best Way to Use Trello for Project Management

Are you one of those incredibly busy entrepreneurs or project manager who has a never-ending to-do list? You know the feeling – working on multiple projects, dealing with clients, and trying to spend quality time with your family and loved ones.

It can feel like you’re wearing way too many hats at times and be a genuine juggling act. The good news is, there’s a solution that can make your business (and life) a whole lot easier- Trello. In this blog post, we’ll discuss the best way to use Trello for Project Management.

What Exactly Is Trello?

Trello stands out as a user-friendly collaboration and task management tool built around the Kanban methodology.

Whether you’re working on content development, marketing campaigns, customer service, sales pipelines, HR tracking, or even Agile project management, it’s a flexible solution suitable for different types of projects and teams.

Trello is an amazing tool for managing your daily to-do list, managing your social media or YouTube content, and organising bigger projects such as designing and developing an online course.

In our view, Trello is the market’s most user-friendly project management platform compared to all the others we’ve used in the past.

Despite having a lot of features, it is still quite user-friendly.

Best Way to Use Trello for Project Management

What’s to Love About Trello?

Intuitive App

The disadvantage of many project management software such as Asana and Clickup, is that they have a steep learning curve, which can make the onboarding process more difficult. (Although we love both of these tools and what they have to offer).

That won’t be the case with Trello. Trello is one of the most intuitive apps you’ll find, is very easy to use and offers a great visual aspect.

Trello’s drag-and-drop interface makes it easy for you or your team who aren’t particularly tech-savvy, to move cards across the lists.

Trello is one of the tools that we recommend at Haymes Digital Marketing for our clients who are not tech-savvy and need something super easy to navigate.

Quick Start

Trello allows you to get started right away. It’s simple to sign up, and you have free access to almost all of its features.

Even if there are premium alternatives, the free version has the majority of the necessary functionality.

Embracing Kanban

Trello uses the Kanban system, a great visual way to lay out your tasks, with the ease of moving them around as needed. This means you can set up more complete projects and planning so that you can easily move tasks from one board to another.

A great system if you are creating an online course or need to map out your Pinterest content or Podcast schedule. Helping you to stay on top of your schedule and stages of production.

Mobile Accessibility

Trello has a mobile-friendly interface that looks like a smartphone app. It also has a well-liked mobile app with features that are identical to those of the desktop version.

Unified Project View

Trello makes project management easier by putting all of the tasks on a single page. Helping you to get a birds-eye view of your projects and to map out the entire process.

Easy Collaboration

Trello’s user-friendly interface makes it easier to add new team members, create tasks, and assign tasks to them.

Integration Galore

Trello has tons of integrations and power-ups, allowing you to connect with other popular tools, and enhancing its functionality.

One that we love is the calendar integration tool which helps you to schedule tasks via a calendar view, which is amazing for social media management and content creation.


What’s Not to Love About Trello?

Basic Reporting

Teams who require significant analytics and in-depth progress reports may find Trello’s reporting options insufficient.

Complexity Check 

Trello can manage a variety of projects, but it may not be as effective when dealing with elaborate tasks and complex projects.

Security Concerns

For businesses handling sensitive data, Trello’s free plan may not offer the robust security features it requires.

Cost for Advanced Features

While Trello’s free plan is a great place to start, additional capabilities and integrations have a price tag that may not be in line with the budgets of small teams.

If you have more complex projects to manage and have a team, then the Trello free plan may be a challenge.

For example, on the free plan, you cannot assign checklist tasks to team members.

Trello is a really great tool for more simple projects, but if you have a team of people and need more detailed tasks mapped out we would recommend that you look at using ClickUp, as you can achieve a great deal more than Trello, on its free plan.

You can also check out our blog here on how to get started with ClickUp.

how to use clickup

Basics of Trello

It’s important to become familiar with Trello’s basic features in order to organise your workflow effectively. Here are some of the basics to get you started.


Trello is not simply for planning. It’s a hub for collaboration.  Invite the members of your team to your Trello board so they may view and, with your permission, edit it.

Assigning tasks to individual team members will help you be more clear about your objectives and promote teamwork.


Use comments to improve communication within your team. You can leave feedback, ask questions, and engage in discussions directly within the task card.

This keeps everyone informed and makes it simple to refer back to previous conversations if necessary.

Attachments and Descriptions

Use attachments and descriptions to provide detailed information and record post-completion results.

Important information such as files, task descriptions, relevant data and important links are neatly stored within the card. This means, you won’t have to spend time looking for them and can access them anytime you need to. 

Best Way to Use Trello for Project Management


Checklists provide more detailed information. This is particularly helpful for tasks that must be done in a number of steps before the task can be completed.

Each person working on the assignment is fully aware of the numerous parts that make up their work when these steps are included in a checklist. 


Deadlines are important in managing tasks and projects. Trello allows you to add start and end dates to cards, making it easy to track upcoming deadlines.


Labels provide additional visual cues. It comes in different colours and can be customised with names.

Labels add extra context to the card, such as the type of activity, the client you’re working for, the responsible department (i.e. Marketing, Admin, etc.), task status, and more.

This is one feature of Trello that we love and will help you stay on track with your tasks.


To keep your board from getting cluttered, you can either move completed tasks to the “Done” list or archive them altogether.

Archiving hides the card from your immediate view, but you can restore it later if needed.

Use the search feature to move between cards with ease. You can use it to filter cards based on different factors or you can just start typing the card name to find what you’re looking for.

Understanding these basic features of Trello is the key to making the most of this powerful project management tool.

It gives you and your team the ability to work together productively, organise your work, and streamline processes.

Best Way to Use Trello for Project Management

When it comes to managing projects from start to finish, Trello is your go-to tool.

Here’s how it works and how it streamlines every step of the project management process:

Planning Phase

The first step begins by doing research, identifying your goals, and making a plan on how to get there. Together, you and your team come up with a plan after establishing clear targets.

Getting Organised

Once you have your plan in place, it’s time to get everyone on the same page. You might share your project strategy during a meeting, either in person or online. 

You discuss responsibilities, respond to inquiries, and if necessary, make adjustments. Your team’s involvement can help your plan become even better at this point.

Making it Happen

This is when your plans turn into action. You put in the work, go to meetings, monitor the progress, and provide reports to those who ask them.

Your small steps will help you get closer to your bigger goals. 


As your project gets closer to being done, it’s time to add those finishing touches. But keep in mind, it’s not quite over yet. 

The final stage before crossing the finish line is self-evaluation. It will help you do even better if you take some time to reflect on what went well and what didn’t.

Free Trello Account

Get Started With Trello 

How to Create a Trello Account

Create an account with trello

Step 1: Go to Trello’s Website

With Trello, getting started is easy and simple. You can access it for free by clicking here and choosing the “get Trello for free” icon in the upper right corner of the page. After this, you’ll be asked to enter your email address.

Create an account with trello

Step 2: Fill in Your Details

Next, give your workspace a name and invite your team members to join the board.

The good thing about Trello’s free account is that it allows an unlimited number of team members.

Next, select “Create your workspace” from the menu. Trello might offer a trial of their Premium plan. If they do, you can accept the free trial of Trello’s Premium subscription if you want to be able to take those for a test drive.

Create an account with trello

Step 3: Create Your Board

Trello boards are where you’ll do your work. Click the “Create your first board” button, give it a title, and choose whether it will be a private board (just for you), a public board (for everyone to see), or a workspace for your entire team.

You can choose not to use the Trello board template, just click “new” and select a background that matches your branding or style.

Customising Your Trello Board

Next you can customise your Trello board if Trello’s default blue background isn’t your style.

Here’s how to change the board’s look and feel.

Best Way to Use Trello for Project Management

Step 1: Open the Menu

If you’ve created a board and later decided you don’t like it (which happens to the best of us), changing it is super easy.

Simply look for the overflow menu (represented by three dots) at the top-right corner. Click on it and a menu will pop out. 

Best Way to Use Trello for Project Management

Step 2: Pick Your Favourite Look

You can choose from a variety of options in the menu, including images, different colours, gradients, and even your own image that you can upload as a background.

To do this, simply choose your desired background, close the menu, and you’re good to go. 

Creating Lists & Cards

Lists and cards are the heart of your Kanban board as they represent your projects and tasks. Creating lists and cards is quite simple with Trello. To get started, follow these steps:

Best Way to Use Trello for Project Management

Step 1: Make Your First List

Let’s get started making your lists and cards. Normally, Kanban lists are categorised into four stages- “To do”, “In Progress”, “For Review” and “Completed”.

Each Kanban list contains cards that represent specific activities in your project. The Trello workflow is simple.

Just move a card from left to right through the lists as you progress. To create a new list, click “add another list.”

Best Way to Use Trello for Project Management

Step 2: Name and Place Your List

Next, you’ll be asked to give the list a title. Once you have named your list, click “add list” to add it to the board.

Once done, click and hold on the card and then drag and drop the list into the correct place on your board.

Best Way to Use Trello for Project Management

Step 3: Create a Trello Card

Now, let’s talk about Trello cards. Each list has an “add a card” button. Click it in the list where you want the card to go, and you’ll be asked to give the card a title.

Enter the title and click “add card.” Keep repeating these steps until all your project tasks are on the board.

Best Way to Use Trello for Project Management

Step 4: Explore Your Card

Once a new card is created, click on it to open it up. You’ll find options like members, dates, labels, checklists, and more on the right side of the card. 

To assign jobs, set deadlines, add different labels (for simple card filtering), and access other important information, click on these options. You can even attach files and images relevant to the task.

Best Way to Use Trello for Project Management

Step 5: Adding Comments

You can write task descriptions and use “@mentions” to interact with team members. Type “@” and the team member’s name, or simply click on their name in the list that appears, to mention them.

To leave new comments, add your comment in the designated “comment box” and click “save”. Trello is an efficient tool for team collaboration because of its commenting and attachment features.

Our Top Trello Features

We’ve put together a list of our favourite Trello features that we absolutely love. These suggestions can help you make the most of your boards.

Boards, Cards, and Lists

Trello’s main functionality is the simple use of boards, cards, and lists. These are tools that will help you organise tasks and projects visually.

Boards serve as your workspace, cards represent tasks, and lists are like columns where cards move as you work on them.

Think of it as a digital whiteboard and sticky notes for managing projects.

Checklists for Subtasks

In Trello, you can add checklists inside the cards. This is super handy because it lets you break down big tasks into smaller, manageable pieces.

As you tick off these smaller tasks, you’ll feel like you’re making real progress towards your bigger goals.

Task Assignment

Trello was designed with collaboration in mind. You can assign tasks to your team members, making it crystal clear who’s responsible for what.

And as tasks move along, your team gets notifications, which keeps everyone accountable and in the loop.

Deadlines and Due Dates

Trello makes sure you don’t forget important dates. You can set due dates for your tasks and cards, which helps you prioritise tasks that are urgent.

Plus, you get visual reminders when deadlines are approaching, ensuring that nothing important slips through the cracks.

Activity Log

Keeping your team informed is important for effective teamwork. The great thing about Trello is that it keeps track of all changes and communications made to a board.

So, even if you’ve been away for some time, you’ll be able to catch up on what happened in the project.


It’s essential to manage your project materials effectively. Trello makes this easier by allowing you to attach files and documents to task cards.

Everything you require is conveniently arranged on Trello, so there’s no need to waste time searching through clogged email or file folders.

Butler Automation

Trello’s great feature is Butler, an integrated automation tool. It streamlines repetitive processes like making cards or sending notifications by automating them.

It’s like having a helpful assistant who sees to it that everything goes according to plan.

Trello Power-Ups and Integrations

Trello is incredibly adaptable and can be integrated with lots of other apps. This means you can bring your favourite apps into Trello, making it a central hub for your work.

Some popular ones include Slack, Microsoft Teams, Google Drive, GitHub, Telegram, Salesforce, IBM Connect, and Twitter. These integrations make teamwork easier and boost productivity.

Best Way to Use Trello for Project Management

Trello vs. Clickup: Which Project Management Tool is Better for Your Business?

When choosing between Trello and ClickUp, your decision mainly depends on your specific needs and how big your projects are.

Trello is a wonderful choice if you’re a solo entrepreneur, have a small team, or just need a project management tool for personal tasks. It’s easy for beginners and has a simple layout.

However, Trello has some limits, especially for more complicated tasks and projects. 

It isn’t very customisable and doesn’t have robust built-in reports. So, properly managing large projects can be challenging.

On the other hand, if you want a single tool that can perform different tasks and you don’t want to spend a lot of money on other capabilities, ClickUp can be a great Trello alternative., especially on its free plan.

ClickUp is excellent for teams who want to keep everything in one place because it has more functionality. And if you love Kanban boards, ClickUp has you covered as well with their Board feature.

Yet compared to Trello, it can be more difficult to learn. But, the effort is worthwhile because it enables you to manage multiple projects, organise your workload, and keep track of tasks.

By the way, we have a blog that talks about ClickUp, its advantages and disadvantages, and our favourite features – a complete beginners’ guide.

If you want to learn more about it, visit our blog here.


To sum it up, Trello stands out as one of the top project management systems that utilise Kanban boards.

Compared to software that uses complex Gantt charts, such as Asana, Monday, and ClickUp, it is simpler and easier to use and one we recommend to many of our clients.

It’s a fantastic option for smaller teams who are just beginning to use digital tools for task planning, organisation, and monitoring.

Trello is a user-friendly tool thanks to its clear layout and adaptable functionality. It really is a great stand out product to get you organised in your business.

Next Steps

As you use Trello more, you’ll discover how this amazingly simple tool can transform your business and life!

It can improve your project management, team collaboration, and goals.

Remember choosing the right project management tool for you and your business is about keeping things simple and choosing a tool that meets your skill set.

So, the key question is, are you ready to get started with Trello? Click here to sign up for your free account today.

We’d love to know what features of Trello intrigue you the most and how you intend to use it to increase productivity and project management.

Share your thoughts in the comments below.

Need help setting up your project management tool or managing the day to day operations of your business?

Be sure to reach out to us for help, as we offer online business management to help you stay on top of your business the right way.

Click here to book your free discovery call.

Happy planning and organising!

Disclosure: Some of the links in this post are ‘affiliate links.’ This means if you click on the link and purchase the item, we will receive an affiliate commission.


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