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[2020] Ultimate User guide for Trello

Updated: Oct 30, 2020


Project is the broad term for a series of tasks and activities, which need to be performed in a streamlined manner for desired outcomes. If you are working on several projects simultaneously then project management becomes difficult due to the volume of tasks involved. This is where you may need Trello, which is a popular project and task management tool offered by Atlassian. The tool is used by startups, mid-sized businesses, and enterprises like Google, Red Cross, and so on. Trello allows people to make lists of to-do tasks and schedule activities in Kanban-style.


1. In 2019, Trello declared that the platform is today used by more than 50 million users across the globe.

2. There are more than 1 million active Trello teams worldwide.

3. According to a report, 150,000 new users join Trello every week.

4. As of 2020, Trello is available in 21 languages.

5. Trello was reported as flexible by PC Magazine 2017 with a rating of 3.5/5.


1. Trello offers a brilliant visual representation of tasks and projects.

2. The Kanban-style project management system is user-friendly and users can use boards, lists, and cards to organize their projects.

3. Users can use the boards for self-tracking or they can share it with their team.

4. The cards and lists are easy to use and users can move them to the new board.

5. Trello can be paired with more than 87 productivity apps, which are known as Power-Ups.

How to Set Up a Trello Account

1. Sign Up

To start with a Trello, all you have to do is visit: Here you can create a Trello account using your Google, Microsoft, or Apple accounts.

If you do not want to use any of these accounts, you can enter the official email id or any other id you want to use and click on Create New Account.

2. Create Your First Board

The Trello Board is the place where the actual activity happens. This is here you will create the lists of tasks and steps to be taken to complete them. If you are using a free account you can use lots of personal boards for free. Here, you can create up to 10 boards for your team. You can create unlimited team boards in the Enterprise or Business Class version.

Here you will get assistance for setting up the board through a set-up wizard.

As you enter the name of your board, the dropdown will highlight prompting you to click.

You will see a screen where you can create structured lists. The lists are a collection of tasks that you can perform at various stages of the project and they are listed under - Things to Do, Doing, and Done.

By clicking on the dropdown, you can add cards to the first list of Things to Do. As you go on adding the Things to Do list, you can a description, attachments, checklist, and comments against each item on the list.

Next, you will see a Board of all tasks, here can you see information about a project.

You will see Lists on this board, which represent the stages of progress - Things to Do, Doing, and Done. You can create an umpteen number of lists to document your ideas, add project-related information, and to track their progress.

You can add a Card under the List, which may represent any specific task within the project. The cards can be re-arranged within the list or moved between lists. You can fill these Cards with information such as the description of notes, checklists, and also label them for easy reference.

3. Choosing the Best Template for Your Project

Trello allows you to choose from a variety of templates. You can click on Home Icon on the Board to above to see the templates.

You can “Choose a Category” of your business. Currently, Trello offers templates for the following categories:

Ø Small Business

Ø Design

Ø Education

Ø Engineering - IT

Ø Marketing

Ø Human Resources

Ø Operations

Ø Sales CRM

You can easily select from a large number of templates available on the website. Each template will give you an overview of your prospective board. For example, here we have chosen a Marketing Template from left side dropdown. You can see a basic view and enlarged view of this template by clicking on see this template.

Going back to the basic view, you will see the Power-Ups below the template.

Power-Ups allow you to improve the features of your board by integrating it with your favorite apps. If you are using the free version, you will get only one Power-Up. You can utilize unlimited Power-ups in the Enterprise Class or Business Class.

(Image Courtesy - Nine-Five Freedom)

Google Drive, Slack, Card Repeater, Calendar, CloudApp are a few popular Power-Ups used by project managers and users worldwide.

4. Create a Team

Click on Create a Team if you wish to share the Board with the team.

Here you can add the Team Name, Team Type, and Team Description.

l Team Name: This is the name of your organization, team, or company.

l Team Type: Here, you can enter the team type from the several options provided in a dropdown.

l Team Description: You can invite your team members to the board by adding a brief description of their roles.

Click on Continue after filling the above information. Next, you can invite your team members to share the board.

Here you can individually add or copy paste email addresses of all your team members. You can paste as many email address as you can. Once you are done, click on Invite to Team.

How to Use Templates Creatively to Track Your Project Goals

The Trello templates can be used in the following ways effectively for desired project outcomes.

1. To Organize and Manage Your Project Tasks Every Day

A project may involve several small and big tasks, which must be performed meticulously. You can organize these tasks based on the time taken to complete them such as 1 hour, 2 hour, or 30 minutes; or time block such as early morning ( 5 AM), pre-work ( 8 -9), post-lunch ( 2-3), and so on. This is how Ross Rojek, CTO of GoLocalApps organizes his tasks by day.

(Image Courtesy - Medium.Com)

2. To Organize and Manage Your Tasks for a Week

Deadlines are important for any project. Every day, week, and month counts in a project. So, if you are working on several projects, it may be a little tedious to remember all to-dos in a week. At times, you may miss on some important tasks unintentionally, which may have a negative impact on the project. You can use Trello to organize your week creatively. While doing so, you can mark the set of tasks that you may want to work on each day, along with the time.

(Image Courtesy - Nine to Five Freedom)

3. To Manage Your Project Flow

Be it a small or a big project, managing a project flow is never easy due to a set of tasks, activities, and checkpoints involved. You can schedule all these easily using Trello. For instance, if you are working on a content marketing project - the tasks may be content writing and editing; activities may be keyword research, keyword optimization, and interlinking; and checkpoints would be seeking approval from the client for keywords, edits, and content.

4. To Schedule Your Tasks for a Month

Many people plan their tasks for a month or maintain a week-wise activity calendar. For instance, people working on content marketing tasks may follow a particular schedule or an activity calender for a month, where an average calendar may look like:

l Week 1: Social media posts for ABC, DEF, and XYZ projects ( 3 posts each).

l Week 2: Ideation, creation, and uploading a video blog for ABC Project.

l Week 3: Creating blogs for submission to a third-party website for projects XYZ and DEF ( 2 Posts Each)

l Week 4: Creating a press release for the project ABC announcing their new website and sharing reports with the client.

A user can create a calendar using cards for dates, time of writing and scheduling posts, and so on, for the above mentioned task.

5. To Plan Event-Related Tasks

Today, businesses understand the importance of participating in industry events and tradeshows. These tradeshows not only brings them several opportunities of networking but also helps them position their business in the public mind. Thus, businesses allot a considerable time for tradeshow planning. They can easily utilize Trello for tradeshow planning. The planning and execution may require at least two or three months of preparation. The day-wise, week-wise, and month-wise tasks can be easily broken down and scheduled using the calender.

Trello Pricing - What is Best Your Business

Trello is currently offered in three versions - Free, Business Class, and Enterprise.

1. Free: If you own a start-up business and wish to save on big investments. Then you can use Trello for free, and take advantage of unlimited cards, lists, checklists, as well as attachments that it offers. You can attach up to 10 MB files. The Free version offers one power-up per board.

2. Business Class: This pricing structure suits growing businesses. Business Class offers you the advantage of unlimited Power-Ups, supports files up to 250 MB, allows you organize your team’s boards, create and control public and private boards.

3. Enterprise Class: This pricing structure is designed for enterprises and offers much more features than Free and Business Class versions. Users can receive personalized assistance during onboarding, quick email and phone support, file encryption, custom security reviews, and so on.


Trello is one of the most popular project collaboration tools available today. You can use it to list the information on the project. This information can be easily shared among members of the team ensuring their participation for a project completion. With remote working gaining popularity, Trello is gaining momentum and it is here to stay for long.

About the Author

Saas-Expansion is a leading sales as a service (Saas) company in Singapore. Our clients can leverage our expertise in sales, telesales, partnerships and account management, clients, and revenues to fast-track their growth in Southeast Asia. Since, inception, we have helped our clients to test waters in Malaysia, Indonesia, Philippines, Thailand, & Singapore with minimal investment.

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