How we effectively use Trello for project management

Trello is an incredibly versatile tool for project management. It’s flexibility allows for it to be a simple tool for personal organization or a powerful engine for product development with large teams. In this article we share how we use Trello, along other interesting use cases from different startups.

How WPCurve effectively uses Trello for project management. Click To Tweet

Basic Trello overview

Trello is a task management app that gives you a visual overview of what is being worked on and who is working on it. It used the Kanban system, which was developed in Toyota as a system to keep production levels high and maintain flexibility. It is best represented as a whiteboard filled with post-it notes. Each post-it represents different tasks involved in the project.

Here’s what doing the same thing in Trello would look like:

Trello is a system of boards, lists and cards. This creates a system that allows for individuals or teams to track a project and collaborate or contribute where they can be most useful or where it is most needed.


A board is typically a project or product that is under development or consistently being worked on.

A board has specific members that can see it and control the creation and flow of cards between the lists. They can add themselves or others to cards, begin conversations on the cards, add attachments and create checklists.


A list is a way to divide a board into different categories. Typically a list represents a stage of progress (to do, in progress, finished).

For David Allen (Getting Things Done) fans, lists are a great for setting up different “buckets” to organize your tasks.


A card is the most basic and flexible part of the system. It represents a specific element of a project (A new feature, a software bug, research for a post). Cards can be moved between lists as they progress through the project. Depending on what works best for you and your team, an individual task could be a card or it could be an item on a checklist within a card, or an image.

You can attach images and files, assign members, comment, add checklists, colored labels and deadlines to cards. Depending on the what’s best for you and the task at hand, you can keep your cards very simple, or highly detailed and elaborate.

Related: The best of WP Curve – productivity

How we use Trello

We use Trello for project management and to track most of our operations at WP Curve.

Here’s how we organize our Trello:


We use boards for different categories of high level operations. Each of these boards have their own “personalities” and work in different ways.



Lists belong to a specific person, and / or represent different phases in a project or a time frame.

Having a single name attached to the list helps with accountability and points to who is ultimately responsible for the completion of the task.

It is important to separate the “doing” list from the “to do” because it provides a better visualization for the team instead of having an ever changing and vague list of “to do” where you can’t tell where the current efforts are focused.

Note you don’t have to use Trello this way. If you prefer, you can drag a person’s profile pic onto a card to signify who is working on which task.


Cards are our post-it notes, we generally use them to represent an individual task. However since they can also include comments and images and even checklists, you could have the task as an overall group and have individual tasks included inside the card.

Personally, I like cards to be as simple as possible. I make a descriptive and specific title that encompasses the whole task. The title is the most visible part of the card and should give a clear idea of what the card is about. Often if the title of a card is unclear, different team members will create two or three different versions of the same card or task and work on them separately. I have even managed to make this mistake without team members.

When I am collaborating on a card or leaving a comment that I would like someone to see I always use @mention. With hundreds of cards moving around the board, it is difficult to keep track of everything, and you can’t expect your team members to look inside every single card for updates if they are not assigned to them. Since you need to click into a card to see details, it is good to mention the person you want to take a look at the card, this will create a notification for them in their dashboard and an email notification.

Use cases for Trello

Like I mentioned above, our Trello boards serve different purposes and therefore behave differently. Below are some different ways you can use Trello for different projects and management styles.

Ongoing workflow

These boards involve projects that are ongoing in our operations.

Admin and Management

Kyle Lists

Our admin and management board is fairly straightforward. Each team member has three lists. We can assign cards to ourselves or to each other as well as converse about issues involved in any of those tasks.

  • To do list – Cards are placed here to assign new tasks
  • Doing –  The tasks that the person is currently working on.
  • Done list – Completed tasks, archived at the end of each month.

Content marketing planning

Content Lists

Our content marketing board has three types of lists:

  • Content Ideas – This is just where we store all of our content ideas and a place we can look through if we want to start on a new post.
  • Upcoming posts for the month – These are ideas for posts that we want to move forward with on the month.
  • Content published for the month –  This includes both on and off site content
  • Guest ideas for the podcast – A bucket for potential guests where we log some brief notes on why we think they would be a good person to reach out to.

This is where we go for inspiration for content or write down an idea for later. We can use this list of content ideas or podcast guests get some ideas for content and look back over the past few months to see if we have done something similar on that topic already.

The system allows us to to keep track of our goal of 15 pieces of content each month. For podcast interviews that we do off site we log them when they are recorded, not published. Otherwise it would be too hard to track and follow up with.

I often have the problem of discussing tasks or good ideas for content in email and then losing track of the email as other things pile up in the inbox. To keep ideas or tasks from getting buried in your email you can create a card via email and seamlessly send it to your Trello board.

email to board

Each Trello board has an email address that you can find in the board settings, you can also choose which list the card will appear. When you send an email to that address you will create a card. You can specify in the settings which list you want the card to appear in when it is emailed. The subject of the email will be the title of the card and the body will be the description. Attachments will automatically be added to the card.

Editorial Calendar

edit calendar

Trello has recently added an editorial calendar feature that is popular tool for content management and planning with top news sites like Mashable, ReadWrite, and the Changlog. They use this calendar internally as well to plan out and create content for their blog. They use colored labels to represent idea topics and have 9 lists to track the status of the article and allowing different team members to contribute when they are needed. You can check out a detailed post on this process here.

  • Article Ideas
  • Researching
  • On hold
  • Writing
  • Editing and graphics
  • Scheduled
  • Promotion
  • Ready to publish
  • Published

Managing guest writers

We have a workflow to track and communicate with our guest writers. When working with a diverse team of guest writers, it helps to have an overview of what each writer is working on and where they are in the process. Instead of being focused on time frame like our content planning board it is optimized to make communicating with out guest writers easy and centralized.

  • Ideas up for grabs – Any of our guest writers can pick up these ideas. We try and keep this list populated with a few different themes. Most of the ideas in this list a more generalized ideas and themes, which gives the guest writer a little bit of space to add their own expertise or creativity, which typically makes for better content.
  • Articles in progress – We assign a card to a specific writer and communicate with them on the card as they progress. Our writers use google docs so it is easy to attach and link their articles right in the card giving us quick access.
  • Completed articles – Once the articles are approved and uploaded to wordpress we place them in this list.
  • Resources – This is a static list with links to our processes and procedures relevant to the guest writers. I also keep a checklist here for when the guest post is ready to be uploaded into WordPress I copy this card and assign it to them so they can have the expectations for what a completed post will look like for us, and save a lot of back and fourth.

We have all of these boards available for you to download free as a part of our Trello quick start kit.

Pub Checklist

Task Automation

We use Zapier to create automatic reminders for recurring tasks.

We have a library of processes in Google Drive that give granular instructions on completing the required task. Each card that we create in Zapier is automatically linked to a Google Doc that has precise instructions on how to carry that task out.

We use this to create recurring tasks for our admin team:

  • Checking email inboxes for spam
  • Daily bookkeeping
  • Checking for overtime and processing payroll
  • Checking PayPal balances and making transfers if necessary
  • Paying affiliates monthly
  • Drafting our performance updates to staff

Using zaps to automate card creation keeps us on track for these processes and frees up time and energy to focus on higher level tasks and projects.

Related article: Our exact hands off process for hiring developers offshore

Big Projects

Dan used Trello to collect and categorize his ideas for The 7 Day Startup. He would add ideas that he wanted to include into the book as cards then create lists for themes or chapters in the book.

As the lists continued to grow he used it as an outline for creating his book. Since he already had a lot of the content written as blog posts before, this Trello board helped him map it out and get through the actual writing of the book quickly.

Dans first business book | Trello 2015-01-19 11-03-22

Once all the ideas were categorized, Dan pulled them into a list of chapters to write in a new board. In that board he had lists for each step of the process (i.e. write rough draft, self-review, peer review, send to editor). This made it a more motivating way of working on the book so he could see each chapter progress as he completed the book.

Product Development

Trello and User Voice use Trello to track bugs and new feature development.


Trello likes to keep things simple and only maintain one internal board, so there is only one place to keep track of things.

  • Incoming Bugs – The collect bug reports from twitter, email or something that employees identify.
  • Bugs for this week – The top priority bugs move to this list to be fixed as quickly as possible.
  • Planning – This list is for new features that need addition planning, research or general figuring out how it will work.
  • Doing – Bugs or features devs are currently working on.
  • Waiting for test/review – Features and bugs awaiting code testing and QA.
  • Ready for merge – These are moved to a staging server and tested to see if it works well live or causes problems elsewhere in the app.
  • Unshippable – If a new bug is discovered that makes the card unfit for release.

User Voice

User Voice has a series of boards that all feed into a single board labeled current development.

Cards are created on four boards:

  • Product roadmap – Major projects for each quarter.
  • Inbox – Tickets from helpdesk or feedback forums.
  • Engineering – Ideas of currently existing areas that could be improved.
  • Bugs – Bugs are collected, vetted, and determined in they are critical here.

user voice boards

Image source: User Voice – How we use Trello & Google Docs to make UserVoice better every day

They only add cards to their priority “next up” list once a week. This has the added benefit of creating a sense of progress throughout the week for their team. This also prevents creating what they refer to as a “shifting sand dune” of tasks appearing at any time can make it difficult to stay organized because you need to constantly re-prioritize the tasks.

They meet on Fridays to present and discuss new cards created in these boards. If you create a card, you are expected to attend the meetings and make a case for why the card needs attention. Cards are then chosen to be moved to the singly priority list “Next up” on the current development board.

The cards are also estimate the difficulty of the cards moving into the “next up” list at this meeting. They add stars to the title *(easy)  **(medium) ***(hard). This is rated by past experience and a company, not on an individual basis which allows for some consistency for the rating system.

User Voice has a fantastic post that goes into much more detail on this process.

Public Trello Boards

The team at Trello use a public board to interact with customers, give a high level view of what they are working on, and allow for voting and commenting on new features.

Similar to our content marketing board, they list the new features and updates that go live each month and keep a history of each month.

Trello Development

Trello pro tips

There are a few simple hotkeys that can make Trello even easier and faster for you and your team.

Open the boards menu – “b” – This will give you quick access to your Trello boards menu. Once the menu is open, keep typing the first few letters of the board you are looking for and press enter before you know it you’re jumping between boards like a ninja on RedBull.

Filter cards – “f” –  Pressing f will and typing the first few letters of a card title work like a search engine for the card. You can also type the name of the person the card is assigned to filter only cards assigned to that person.

Navigate between cards – “j / k” – You can move up and down through cards faster with these hotkeys then clicking in and out of cards.

Full hotkey menu – “?” – This will display all of the available hotkeys.

Checklists – The team at Tint have outlawed the use of checklists in their cards, Tint has a much more collaborative approach than most of what we do at WP Curve and have multiple people working on projects and tasks. Checklists were hindering collaboration which was a priority for Tint. Checklists are not visible unless you open up the individual card, and it is not effective to assume your team members will be opening up each of your cards to see progress.


Trello’s simplistic design and open-ended interface may leave a new user unsure where to start. Hopefully some of these use cases will help you find a way to harness this great tool to help you manage your next project. It’s not necessary to use every feature in Trello for it to be an effective tool. Find what works for your and your team. Once you get a good method work to establish processes and consistency to get the best results.

If you would like some sample Trello boards to use for your own business, our Trello quick start kit is perfect for getting started and is free to download.

Grab the free Trello quick start kit

We'll email you three boards that we use everyday in our business. The boards include everything you need to get started with Trello.

You'll get:

  • Team management board
  • Editorial calendar template
  • Guest writer management board

How do you use Trello? What are your favorite features? Let us know in the comments below.


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

76 responses to “How we effectively use Trello for project management”

  1. Mel Richards says:

    Thanks for sharing this. I would have liked to see how you use this for managing your employee’s projects/tasks. Or are you using something else? I love Trello, just wish it had more features for project management.

  2. Sandra says:

    Thanks for this post. I found it very informative. I’ve been looking at Trello, Gather Content and BaseCamp for managing a large amount of content and a writing team. I’d dismissed Trello but I’ll take another look. Thanks for lifting the veil.

  3. Kyle Gray says:

    Thanks Sandra! Try the editorial calendar power up in trello, it makes visualizing the cards and how they will fit in with content much easier than just lists.

  4. Kyle Gray says:

    Another tool we have been experimenting with that you might find interesting is

  5. Kyle Gray says:

    Hey Mel, I’m not sure I understand the question. Any specific features you are looking for?

    We don’t do many large projects with our dev team and when we do it’s just a google doc and a list of tasks in trello.

    But for our assistants they have lists on our admin and management board, and we automate most of those tasks with Zapier and processes in google docs.

  6. Jeff Madsen says:

    Hey Kyle – great writeup! I use Trello for all my freelance projects.

    The one thing I found it to be lacking was good reporting, so I’m creating to make a weekly report of changes to the boards and send out an automated email to the client each week, without making them create an account and have access to my Trello boards. Keeps them in the loop without adding more work for me each week, which is always nice.

  7. Kyle Gray says:

    Jeff, That’s a very cool way to automate reporting to your clients. Thanks for sharing! Do you find you need to change the way you create you cards or tasks knowing that it will be sent in a report? Do your clients find the reports easy to interpret?

  8. Dave Hecker says:

    I love trello, and use it all the time. But, it’s not really kanban aside from the fact that it uses a sort of card/column system to keep organized. Kanban is a lot more than that 🙂

  9. Jeff Madsen says:

    Still in development, though almost ready to go. The reports are non-technical, meant for anyone to read. The user will be able to specify which boards, lists (& considering which labels) to include, so no difference in how you have to work with Trello – except you need to write things more clearly & completely so they make sense to anyone 🙂

  10. Kyle Gray says:

    Thanks for reading Dave! Do you use a true Kanban system in your business or projects? Do you think Trello would be better if it were more like Kanban?

  11. Excellent post ! This will really help me out in setting a strategic use for trello!

  12. Kyle Gray says:

    Thanks Ahmed! are you using it for personal management or for a team?

  13. Richard says:

    I appreciate the flexibility of Trello. I have renamed done to Done and Discarded. It is useful for me to keep track of everything that made the list. I also add additional columns such as Maybe Later. That helps keep the main columns clear by preserves the wild hare ideas.

  14. Chloé says:

    Great Article Kyle, really insightful, Trello confused me up until reading this! One question for you guys, do you use a different boards for each of your customers then seperate the cards into To Do, Doing, Done? Does that equate to ALOT of boards?! I was hoping for some more information on this in the article, I know you guys are good with answering comments so hopefully I will get some clarification here.

    Thanks again for the brilliant write up.

  15. Kyle Gray says:

    I like those list ideas Richard. It reminds me of some of the organization that David Allen talks about in Getting Things Done. It helps keep things clearer, and prevents a bunch of half baked to-do ideas from clogging up the lists.

  16. Kyle Gray says:

    Hey Chloé, I’m glad this was helpful. We don’t use Trello Boards with our customers, just our internal team. But for example in our Managment and Admin Board I have three lists To Do, Doing, Done, and Julie has three lists Do, Doing, Done and our Assistants have those three lists as well, but they are all located in the same board so we can keep track of where all of the tasks relevant to the board are.

    I hope that helps with your question, let me know if you need more clarification.

  17. Dan Norris says:

    Hi Chloe we don’t use Trello for customers, it’s just internal use. We have other tools we use for Customers you can see the details for those in this post



  18. Chloé says:

    Brilliant, will give this a read, thanks Dan!


  19. Chloé says:

    Yes this helps – thanks again Kyle.


  20. Dave Hecker says:

    We use a lightweight agile approach for software with traditional stacks (backlog, icebox, etc.). For operations, we use trello in a way that’s similar to what you are doing.

    The term ‘kanban’ does refer to the ‘card/column’ technique of keeping organized, but it also has a bunch of themes like continuous improvement and JIT manufacturing practices, etc.

    As a process engineer/consultant for 20+ years I would say that what you guys are doing is absolutely perfect – there is no value to adopting some named process like agile/kanban/xp/scrum outright as opposed to taking best practices from applicable methods and adapting them to your needs.

    One of the strengths of trello is it’s flexibility – make the tool model your workflow rather than dictate how you do things. It sounds like it’s really working for you! We also like pipedrive as a similarly flexible program in the CRM space.

  21. Kyle Gray says:

    Thanks for the explanation and detail Dave! It’s cool to have feedback from a process consultant on our work and to get some insight into what you use.

  22. This is a great post, thank you. I currently use Trello but you have given me some ideas on how to do it better – thanks! 🙂

  23. Kyle Gray says:

    Thanks Kristy! I’m glad you found it helpful. Let me know what you change and if you notice results in your productivity.

  24. Awesome post Dan!

    How do you make the animated gif in the 4th image?


  25. Kyle Gray says:

    Thanks Valentin, I used photoshop CS6 to make the GIF. I recorded a video first using quicktime, then imported it into photoshop and saved it as a GIF. Here’s a good tutorial on how to do it with CS6 or older versions of photoshop.

  26. Kyle Gray says:

    That sounds like it could be very useful for freelancers. I used to use type up weekly reports to send weekly updates to my clients and to track my progress. Something like this would have been very useful to have. Let me know when you have it working!

  27. Trello is amazing. I would have never thought a simple task management program could be used in so many different ways.

  28. Kyle Gray says:

    Thanks for reading Craig, I feel the same way. I was very impressed when researching the different use cases and learning all the unique ways people were using Trello.

  29. Do you use Slack too? If so how is it used differently or in parallel with Trello?

  30. Kyle Gray says:

    We use both Slack and Trello. Slack is for day to day communication, It’s easier to discuss what we plan to do for the day, chat with the team about an issue, or simply say “good morning” to everyone.

    Trello is for managing tasks and projects, usually the comments and communication are specific to the project and card.

  31. Alger Beck says:

    No doubt trello is amazing but trello didn’t help me a lot to manage my projects. I have just started using proofhub and It seems to be more feature rich then trello.

  32. VerKl says:

    “Trello likes to get things simple” – hmm.. really? In my opinion it is not the most user friendly software for Kanban purposes. Me and my team switched to other Kanban board: and it turned out to be very smart and efficient.

  33. Jeff Madsen says:

    It’s the Big Day!
    Thanks for your encouragement here – it really helped push through that final 20%. We’re ready to go, and hope you’ll all come pay a visit.

  34. Kyle Gray says:

    I like it! It will be interesting to see how your early customers use it.

    I think it would be cool to see some graphics and animations to support your copy.

  35. Jeff Madsen says:

    added some helpful screenshots

  36. Tim Goodell says:

    I am currently trying to “get my feet wet” with Trello, but I could use some help wrapping my head around how best to use it for managing multiple projects.

    I love the idea of using cards as a visual means to manage and track the daily progress of tasks from a single project; however, how is this supposed to work across multiple projects without losing the continuity of each project? Do I have to maintain a separate “To Do”, “In Progress”, and “Done” list for each individual project, or would I use only one set of lists for all projects?

    TIA, Tim

  37. Sahil Parikh says:

    Have you tried – kanban + planning + organisation + marketing 🙂

  38. fiatjaf says:

    Trello is not for “project management”. It is for organizing _anything_, even personal websites or blogs (which you can publish directly to the web with

  39. I’m using it for personal management. After 2 months, i can say that its really effective!

  40. Kyle Gray says:

    That’s good to hear! I have been experimenting with a few board for personal management as well. I have mostly been using it with the WP Curve team, but having a personal board for other projects is very useful.

  41. Kyle Gray says:

    Hey Tim, sorry for the late reply.

    For big projects I would consider creating a single board and have “To Do”, “In Progress”, and “Done” for that board. Or use lists or categorize different activities then use colored labels to represent the progress.

    For day to day work I would use “To Do”, “In Progress”, and “Done” for each person or team.

  42. Kyle Gray says:

    Thanks for sharing this tool, I had not thought of publishing directly from Trello before.

  43. Kyle Gray says:

    Yeah, the tool is not perfect for everyone. I’m glad you found something that worked better. Thanks for sharing!

  44. Kyle Gray says:

    Hey Alger,

    Thanks for sharing! What are some of the features that you like in Proofhub that are missing form Trello?

  45. fiatjaf says:

    Sorry for the pedantic tone of my commentary. I didn’t mean to be an a jerk.

  46. Kyle Gray says:

    No worries, I did not interpret it like that.

  47. Kyle Gray says:

    Very cool, I have also been experimenting with it for some personal projects as well. I use if very differently than I do with a team, but it is still great!

  48. Alger Beck says:

    I mainly like it’s native proofing tool and group chat.

  49. Simon Green says:

    Kyle, thanks for the article. I have been playing with Trello trying to get a good rhythm with it.

    My problem thus far is I’ve created separate boards for different projects, and these projects have cards with due dates in them. I find myself clicking around from board to board, checking due dates, which is not efficient. So my first thought is I should keep all projects on one board and just color code by project.

    Do you have any thoughts on that, mainly – what’s the best way to manage multiple projects, and due dates, within Trello?

  50. Kyle Gray says:

    Hey Simon,

    Great questions.

    I think having individual boards is good for really big projects that you can divide up into little pieces.

    For smaller projects, or things that are recurring, I think it’s better to have all in one board.

    A third option would be take the approach User Voice uses and have a few different boards that feed into one “master” board.

    You also may benefit from automation. You could use zapier to send a card to your master board when a due date on a card is triggered. Or if you use a tool like Slack, you can have updates from Trello feed into your chat channels in real time.

    I hope that helps, let me know if you need more detail.

  51. Justin Oneill says:

    I think it’s perfect! Especially with chrome extensions like

    Trello Card Dependencies

  52. Waqar says:

    I like (and use) trello for organizing of tasks.
    But where I need full scale project management and collaboration, I find useful, it’s something like basecamp but with a bit more cool features.

  53. Kyle Gray says:

    What are some of the cool features that you like Waqar?

  54. Waqar says:

    It is very similar to Basecamp like calendar, todos, files, discussions, so I like that 🙂 but some additional features, for exampe, I see a progress % completed for each project, who’s currently online, simple “recent activity” unlike basecamp’s summary which takes alot of space (although their UI for that summary is good but I need to do lot of scrolling in basecamp if I have lots of activities going on), and so on. Moreover, the pricing of is quite reasonable compared to some other tools out there, specially when you’re getting almost all things like basecamp 😉

  55. Thomas says:

    Trello also works great for web development projects. It allows you to keep track of all design and development related tasks. We therefore have set up Trello with a couple of great integrations:

    * Usersnap (

    * Slack (

    * GitHub (

    * Harvest (

    You can find further great integrations in this blog post:

  56. Andy Willis says:

    Hey Kyle
    I’m becoming a fan of yours, you use all my favourite tools and better still you know how to explain the best uses in a simple but comprehensive way.
    I like Trello because it is very simple, visual and user friendly, I now use it for day to day tasks as well as a project I am working on with a partner that is based in a different country to me.
    We use a combination of Trello and Slack, Trello for the workflow, ideas and task management and Slack for the day to day brainstorming and other topic related discussions.
    I like your idea of using mentions @ when you need someone to look at a card or comment, much better than hoping they happen to open the said card. The one challenge with Trello is having separate boards for separate projects/items, this actually has positives and negatives, the positive is you get to focus on the board you are looking at and the negative (if any) is you need to decide which board to look at next. By using the mentions method at least you will be notified of any team member needs.
    Also love your content marketing board, just happen to be discussing a strategy and a method for planning content with my business partner, I think we will go with your idea, thanks for that.
    This is exactly the type of information we want to be sharing at our WFA Conference next year, you might have to join us in Australia for the event.
    “Carpe Diem”

  57. Kyle Gray says:

    Hey Andy!

    Thanks for all the kind words and sharing our content! I’m thrilled you are finidng so much value in it.

    WP Curve uses a very similar system of Slack and Trello to keep our admin and management team running smoothly. It’s a great pair of tools.

    I would be honored to join you at your conference! Keep me posted as the event develops. I would be happy to put some of the written content on this blog into a presentation.

  58. Andy Willis says:

    Thanks Kyle
    We are in the early stages of putting the program together, identifying topics, workshops and potential speakers/presenters.
    I’ll keep you posted.

  59. ARMSabaduquia says:

    Hey, I’m eager about this now! I was truly stimulated with your kindling ideas on discussing how we effectively use Trello for project management. It helped me a lot because I really wanted to have a system that will work for managing all my projects and I think Trello has all the features I need to keep all my documents tidy and neat. Also, it’d be great if you could take a look at my viewpoints on this matter, “Killer Tips for Managing Workflow with Checklists” managing-workflow-checklists.html) as well.

    I really find this kind of posts relevant in keeping all the department of business in a well-systematize manner and this kind of post should be read in a daily basis.

    Keep posting!

  60. Patrick Ingle says:

    Usersnap is a screen capture sharing tool, free trial requires a subscription.
    Slack is a messaging tool, free subscription –
    GitHub is a source code repository – free for public, paid for private, bitbucket is the free alternative for free private repositories–bitbucket has trello integration using zapier,
    Harvest is time tracking tool, initial 14 day free trial, requires subscriptions

  61. Simon, this is exactly my question too.

    I am currently project managing several site builds, and of course each have several ‘To Dos’ waiting to be done (deadline pending at any one time).

    I don’t want to be clicking around checking several boards to see what to do next.

    I also don’t really want all the client’s sites together on one board.

    Kyle had some great suggestions, but I am wondering if you found a good solution yourself.


  62. veteran222 says:

    The link works but adds in the ‘)’ – would remove

  63. Mike says:

    Great post! Have you looked into yet?I assume if you’re a fan of trello you might like that one as well

  64. Kim Gabriel Manzano Marfil says:

    Good share Kyle! We also use Trello in Hubstaff in managing our projects/tasks. We also support a third party integration with Hubstaff and Trello for you to be able to track your time while working on your projects/tasks. You can check it out here:

  65. Hi Kyle, Thanks for sharing some information about Trello. I work as a remote employee for Hubstaff and our team also uses Trello in managing our projects even for organizing support tickets from. Hubstaff also allows third party integration with Trello that allows you to track your time while working on your tasks from your Trello cards and works on Windows, Mac and Linux operating systems. You can try it and see if it might help you. 🙂

  66. Hi Simon,

    You can search all boards at once for cards by due date. Type due:day into the search bar at the very top of the trello screen, and it will return a list of cars that are due during the next 24 hours. Similarly you can use due:week or due:month to see cards due in the next week or month. You can also use due:overdue, to see overdue cards.

    Here’s the relevant documentation:

    You can also limit the search to certain boards or lists, or exlude boards or lists based on their name.

    Hope that helps!

  67. Eliejulz2 says:

    Thoughtful blog post ! Just to add my thoughts , if your company are searching for a service to merge PDF or PNG files , my family saw a tool here altomerge.

  68. Nelson Maldonado says:

    Hey Kyle. Does trello have a way for you to see the workload for any individual? What if I have 2 boards and I need to see which employee has the most bandwidth to complete the card?

  69. Kyle Gray says:

    Hey Nelson, If you have a small team, I recommend you use the colored label

    system for each team members, that way you can see by label how much certain people are working on.

  70. Gary Gaspar says:

    I use Marker ( to take screenshot and send them immediately to my Trello Boards. It’s a great tool!

  71. Snyper says:

    Trello is FREEEEEE unlike that Kanban tool (free for 2 people, what kinda team is that)

  72. Jason Rogers says:

    Says who? Many projects, large and small are managed via Trello; some entirely, others with the help of additional apps. Ryan Carson manages projects with 60 people across 7 countries with Trello.

  73. Kath Cherry says:

    Can’t seem to get your trello starter kit from any of the links I’ve tried. Have you taken it down?

  74. Leankor says:

    Yeah Trello have all the feature and work good for managing project but not so much user friendly as other project management apps and tools.

  75. Sharon Thomson says:

    Great list. I’d like to add ProofHub in this list. ProofHub brings your projects, remote teams and clients under one roof, empowering you to keep things always under your ultimate control. With ProofHub, you can easily manage tasks with Workflows, Kanban and Boards by creating task list and task stages. Move tasks between different stages to keep an eye on the progress made and ensure steady flow of work.

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