Welcome again, fellow power arrangers. This is the third episode in a series of blog posts focused on software tools that will make your life as an event planner easier. My name is Jessica Small, Senior Program Manager at Elastic Communications & Events. I am a Power Arranger, and your host for this series!
In Episode 1, we introduced you to Trello, a virtual shared whiteboard and post-it notes application. Episode 2 covered Slack, a modern communications application for teams. For this episode, we are going to return to Trello, and dive deeper into some of the features and functions available to you and your team.
It’s Lonely In Here
While you can use Trello as a individual organisation tool, it becomes much more powerful when you use it as a team. To do that, you have to add your colleagues to your Trello board. This is straightforward to do, and instead of repeating instructions here, you can look at the official Trello help page for adding members to your board.
Now that we have a board and a team, we can really start collaborating!
Remember our “Mighty Morphin Conference Critical Path” board from our first installment? Let’s start working on that.
Let’s look more closely at “Create, Review & Approve Menus” card.
Walker, Texas Arranger is our culinary expert, and we need his help on this card activity. There is a lot to do!
Assigning A Card To Someone
First, we want to let Walker know he is being assigned a card, and make sure everyone else knows that Walker is taking control; we need to add him as a member to that card. To do that, we click the card to open it, click the “Members” button and then select Walker from the list of board members. Walker will be notified that he has been added; the “bell” icon at the top of the screen will go red, and he will also receive an email.
Creating a Checklist
Walker decides he needs to track some of the work separately and the card title items “Create”, “Review” and “Approve” have some distinct steps which need to be completed. What he needs are checklists for each item.
He starts with a checklist for “Create”. While viewing the card, he presses the Checklist button. He types “Create” as the name of the new checklist and presses “Add”. Now he has a new checklist called “Create” and he can add as many items as he wants to the list. In this case, he adds (5) tasks.
He repeats this process, creating a checklist for “Review” with (3) tasks and one for “Approve” with (1) task.
When Walker is finished with the tasks, now he can check them off as complete. He can also see how many items are complete from the main board view of the card.
As you well know, meeting planning to-dos can be more than a (1) person job and this is about collaboration, right? More than one member can be assigned to a card. See below to view the full Mighty Morphin Conference Critical Path card assignments.
When viewing the entire board, the checklist feature is one which is included in the main ‘at a glance view’. For our “Create, Review & Approve” card you can see Walker has completed 5 of the 9 task he created.
Probably the most vital feature of cards is the ability to add Due Dates. These can be added by any member of the board regardless of if they are a member of the card or not.
Keeping with our Menu card example, Walker decided to add a due date in which to complete the menus. With the card open, select “Due Date” and use the date and time pickers to set the deadline. Walker will get a notification 24 hours before the card is due to remind him to complete the checklists and items included in the card.
Due dates are also included in the main ‘at a glance view’ and coloured to visually see which deadlines are most urgent. Green indicates the card is complete. Yellow indicates an upcoming deadline and Red is past due.
Hopefully you are starting to see the power of Trello, and the amazing capabilities it has to help you organise yourself and your team. Next time, we’ll return to Slack, and examine a features that will help you get the most out of your message based collaboration!