A simple process for team task automation with Trello and Zapier

Everyday operations for businesses are ripe with opportunities for team task automation. Though it is usually not possible to completely automate most tasks with software, using processes can allow you to delegate tasks and get predictable results.

In this post we’ll discuss how to use Trello and Zapier to automatically delegate tasks to your team and some examples of where we use this tactic in our business.

“How to use Trello and Zapier to automatically delegate tasks to your team” (CLICK TO TWEET)

How to automate processes

For these tasks, we use Zapier to automatically create and assign cards in Trello. Each card is linked to a process we have created in Google Docs.

Step 1 – Set up a Trello board for your team

Kyle Lists

To ensure accountability you need to have 1 or more Trello boards set up with lists that specific people are responsible for. Once you have your Zapier account integrated with Trello, you can create reminders that will automatically appear in the team member’s list. I recommend having the team member subscribe to their list so they can get email notifications when a card is added to their list.

Related: How we effectively use Trello for project management

If you don’t use Trello, Zapier has integrations with hundreds of other apps and project management systems as well.

Step 2 – Integrate Trello and Zapier

Integrating Trello and Zapier only takes a few clicks and can be contained in a single GIF.

  • Log into Zapier and go to the Connected Accounts page.
  • Search Trello in the apps
  • Give Zapier permission to use your account

connect

Step 3 –  Create a zap

We use this zap template for all of our processes that we use with Trello.

You can set this zap to repeat on a daily, weekly or monthly basis.

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You should include some basic instructions in the description of the card to get started with, but keep most of the process housed in a Google Doc. Leave a link to the doc with the process in the description or in the attachments sections below the description box.

Description

You can assign this card to a specific person and add labels to the card.

This 1-2 punch with Zapier and Trello is a versatile framework that can be applied to many areas of our business. Below are some examples of how we use this system.

“This 1-2 punch with Zapier and Trello is a versatile system that can automate to many areas of your business” (CLICK TO TWEET)

Related: The practical guide to creating bulletproof processes to scale your business

Accounting:

Failed payments check – Failed payments are poison to a recurring revenue business; it’s wasted revenue and unfair to customers who are paying.

We send a daily reminder to our admin team to look for failed payments and reach out to the customer.

We use Hookfeed and Stripe to check for failed payments. If we find any, we record them on a spreadsheet and begin sending them emails notifying them that their payment has failed. If they don’t respond to any of our emails, we cancel their accounts.

If the customer responds and updates their card, we have a check to make sure the new card works properly.

Reconcile Xero accounts – We have a weekly process that instructs our admin team to log into our Xero account and reconcile our accounts. It includes common statements that appear on our accounts and how to classify them. This keeps our books tight without much demand on time.

Process payroll – Processing payroll can be a huge tax on time and most of it is highly repetitive. We have a process that includes instructions on how to calculate first pay, check for overtime and days off, and make sure we have enough in the Paypal account to complete the transaction.

Reporting:

We have important business data coming in from many different sources. The time spent logging into 5 or 6 accounts and pulling reports can add up quickly. We have an automated process where our admin team will pull critical data from Hookfeed, HelpScout, Infusionsoft and Google Analytics, and paste the report into our Slack channels.

Customer experience reporting – We share our happiness score in HelpScout on a daily basis with our entire team. We search for any “great” feedback and paste the comment in the report as well. This is a great morale booster and gives kudos to our top performers.

We also take this opportunity to search for any bad customer experiences. We have email templates ready for any bad feedback that apologizes and asks how we can make their experience better next time.

Related: How to revolutionize your team communication with Slack

Communication:

Update data in your emails – With processes in place, you can add a human touch to your automation and get important data to your customers.

Response times are a very important part of our service. We want to make sure we appropriately set expectations with our customers when they open up a ticket with us.

We have an email that automatically gets sent out when a customer opens a new ticket. We have an automated process in place where one of our team members will go into Help Scout, look up yesterday’s average response time and update the email we send out.

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Conclusion

With team task automation, your small business will appear to have an army of project managers under the hood. This should free up a tremendous amount of time and allow you to focus on moving the business forward.

“With team task automation, your small business will appear to have an army of project managers.” (CLICK TO TWEET)

If you’re interested in getting started with processes and automation, we have a toolkit download with processes and Trello boards that we have used to scale and automate our content marketing. You can download the tools for scaling content marketing here.

About

Kyle is the founder of Conversion Cake . He is the author of "The College Entrepreneur" A book for students who want to break into entrepreneurship. Follow him @kylethegray

7 responses to “A simple process for team task automation with Trello and Zapier”

  1. Kerwin McKenzie says:

    It’s good stuff, but I have read a few more times 🙂

    Thanks.

  2. Hugh Culver says:

    My head hurts (a little) after reading this. I get the gist, now I have to look at some zapier tests to get comfortable with it. I can see other applications – like from G. Docs to reminders. Thanks Kyle!

  3. Russ Perry says:

    Hey guys, on the failed payments, I thought you used Churnbuster.io – right? If so, it seems like you’re not anymore, how come?

  4. Kyle Gray says:

    Hey Kerwin,

    I’m glad you found the article helpful! Let me know if there’s anything else that’s still not clear on this post or if you have any questions.

    Cheers,
    Kyle

  5. Kyle Gray says:

    Hey Hugh!

    I’m glad you enjoyed the article! Let me know if you still have questions or if there’s anywhere I can be more clear on this post.

    I would love to hear back from you once you have experimented with some of these tactics and what results you get form them!

  6. Drew Sanocki says:

    Or you could just use Teamwork — allows for recurring tasks.

  7. Kyle Gray says:

    Hey Russ, We have not used Churnbuster before. I think we have looked at it though. Do you use it?

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