Post on 03-Oct-2020
transcript
T H E O F F I C I A L S M EM B E R S H I P H Q C O U R S E
TRELLO FORPRODUCTIVITY
Hey Official !
It 's Trello Time ! Trello is an application that can help you stay on top of your To Do
list , projects and ideas . It starts off with a very simple interface and by adding
additional functionality one step at a time you can build a robust solution that helps
you be more productive and in control .
You may have seen a TEDx video posted in HQ of a talk by Mike Cannon-Brookes , co-
founder of Atlassian which owns Trello (see Videos section of this course). Not only is
Trello a fabulous tool but Mike 's story resonates with assistants . He 's a BILLIONAIRE
and yet he still feels Imposter Syndrome all the time . He expresses it beautifully in
his TEDx talk and it 's nice to see someone who is a leader be humble and passionate
about creating products that help others .
Don 't forget to check out the Slack channel #course_trelloforproductivity to ask
questions and chat with other Officials who are going through the course . If you are
interested in a more advanced course please comment there and I 'll get it on the
schedule !
WELCOME
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TRELLO IS. . ."A collaboration tool that organizes
your projects into boards . In one
glance , Trello tel ls you what ’s being
worked on , who ’s working on what ,
and where something is in a process , "
as described on the Trello website .
There are a few programs out that are
similar to Trello including Asana and
Monday .com . I l ike Trello for two
main reasons :
Trello starts you off with a Board to
which you can add Lists. Trellotypically starts you off with 3 l ists :
From there you can add Cards toeach l ist . A card is typically a task , as
part of a workflow . But i t could be an
idea , contact details , etc .
TRELLO
When you click on a card you will
then see the Card Back where you
can f i l l in details on that card . The
details can include the description ,
attached documents , a checklist ,
deadlines , assigned team members ,
any recorded activity on that task and
more .
You can then add Power-ups and
automations to enhance your boards .
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Check out the Videos section of
this course to learn about how to
get started with Trello.
The free version is fab
It starts off with a very easy to use
basic interface and can get as
complex as you wish with add-ons
Things to Do
Doing
Done
Below you will f ind a video that
describes the two common styles of
Agile planning as well as some t ips
on how you can use the system that
developers have used for years to
keep projects moving forward . Trellois the perfect tool to util ize these
methods .
SCRUM + KANBANI f you 've been around your IT
department long enough you may
have heard the terms Scrum , Scrum
Master or Kanban . Scrum and Kanban
are essential ly boards with l ists that
in their simplest forms includes To
Do , Doing and Done . In the Videossection of this course you will f ind a
video that I think explains the Agile
methodology very well . Once you
have watched the video give the
Agile methodology a go on the
Personal Scrum board provided on
the next page .
THE AGILE ASSISTANT
AGILEAgile is the abil ity to create and
respond to change . It is a way of
dealing with , and ultimately
succeeding in , an uncertain and
turbulent environment .
Software development teams have
implemented Agile since 2001 when
the Manifesto for Software
Development was released
advocating Agile . Today Agile has
been adopted worldwide for general
management as our workplaces
become increasingly complex .
Admin teams and software
development teams are not dissimilar
in that they are often inundated with
requests (t ickets ) and are constantly
improving important systems . Some
requests are simple and immediate
fixes , some are issues with the system
such as a software bug , and some are
long term projects that need to be
kept on the radar .
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Check out the Videos section
of this course to find more
valuable tips and tricks.
PER
SO
NA
L S
CR
UM
To D
oDO
ING
Done
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PROJECT MANAGEMENT 101
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IN ITIATION+ CONCEPTION
PLANNING LAUNCH+ EXECUTION
MONITORING+ CONTROL
PROJECT CLOSURE
Define Project
Goals
Create Project
Brief
Project Scope +
Budget
Deadlines
Team Roles
Communication
Plan
Milestones
Budget
Management
Resource
Planning
Status Reports
Project Goals
Quality of
Deliverables
Team
Performance
Celebrate!
Retrospective
Meeting
Project Closure
Report
1 INITIATION + CONCEPTIONThis is the earliest stage of a project where
you are defining why the project is needed,
the goals of the project and creating a brief
on these findings. You are essentially
defining the project.
2 PLANNINGThe planning stage is crucial. At this stage
you are creating a Scope of Work (SOW),
defining deadlines, milestones, budget,
resources and risks. You should also
determine a communication plan.
3 LAUNCH + EXECUTIONNow it's time to get down to business and
kick the project off. This is the actual
"doing" of the project.
Trello is a great tool for project management . Admins and assistants get involved in
lots of projects but you don 't need a PMP Certification to utilize the principles of
project management in your role . Let 's go over a few basics .
4 MONITORING + CONTROLDuring the project it is imperative that
all resources are closely monitored - is
the project on time , is the spending on
track , are those related to the project
delivering their work as needed?
5 PROJECT CLOSUREClosure is making sure that you have
met all the deliverables , the team has
properly been recognized for their
efforts , and that you have completed a
post-mortem to discuss lessons learned ,
feedback and project success .
Process Mapping is a great way to document a process before putting it into
Trello. If you want to learn more about process mapping and the symbols, look in
the Downloadables section of this course.
I personally prefer the Post-it note method. I use Post-it notes for each stage of the
process and arrange the workflow physically.
DOCUMENTING A PROCESS
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FROM THIS TO THIS TO THIS
Then I use the Post-it app to capture the info and put it in Trello as cards. Check
out the Videos section of this course to see how the Post-It note app interacts with
Trello. It's awesome!
POWER-UPSPower-ups are add-on features that
bring additional functionality to your
Trello boards .
The free version comes with one Power-
Up , while Gold comes with three .
CALENDARThis is a must to me .
Not only does this Power-up let you see
any cards with a due date in a weekly
and monthly calendar view but you can
also use the iCal l ink to bring it into
whatever calendar you use (Google
Calendar , Outlook , Mac) .
BIGPICTUREIf you are used to traditional Gantt
Charts for project management then get
this Power-up ! It allows you to schedule
tasks with drag and drop as well as see
dependency l inks .
POWER-UPS
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CUSTOM FIELDSThis is an awesome Power-up to use if
you are a VA and want to use a Trello
board as a Customer Relationship
Manager (CRM) . For example you can
add custom fields for name , contact
number , email address , etc . for contacts .
SLACKYou know at The Officials we love Slack .
The Slack Power-up allows you to set-up
alerts to designated Slack channels
when there are changes on a Trello
board .
Increase collaboration by sharing cards
in Slack and asking for feedback .
You must install the Trello for Slack app
into Slack for even more crossover
functionality .
Check out the Videos section to learn
more about Power-ups.
BUTLER FOR TRELLO
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AUTOMATION POWER-UPButler is a baked in feature of Trello
that allows you to set up
automations based on your
workflow needs .
It basically uses I f /Then statement
to tel l Trello what to do . This is
especial ly helpful for repeating
tasks and workflows /routines .
GETTING STARTEDAs we learned in the section on
Project Management , planning is an
important part to any project .
Implementing Trello into your work
is a project with stages .
STAGE 1 - Get your To do l ist into
Trello
STAGE 2 - Automate systems with
Butler
1 .
2 .
The free version of Trello only
allows one command per category .
The categories are :
When you click on Butler i t will
actually give you some AutomationTips based on how you have been
using the board .
Rules
Card Button
Board Button
Calendar
Due Date
Check out the
Videos section of
this course to find
more about Butler.
BOARD TEMPLATES
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There are so many great sample and
inspiration boards on the Trello
website. Luckily, Trello has two places
where you can find sample boards and
inspiration from other Trello users.
Go to the Trello Board Templates section
of the course and you will find links to the
"Official" favs including:
IMAGINATIONYour imagination is really the l imit with
Trello .
You can create boards that track your to
do l ists or a project . Or you can track a
process such as Onboarding .
Why not plan your next big party or
holiday meal? You can even invite others
and assign them dishes and recipes !
Onboarding
Project Management
Life Goals
Staff Handbook
Job Search
CRM
Simple To Do List
Bonus! Assistant To Do List
COMPLIMENTARY PROGRAMS
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Power-ups are not the only way that you
can add functionality to your Trello boards.
There are many companies out there that
have created programs to integration with
Trello. Here are the "Official" favs...
CARD COLOR CHROME EXTENSIONThis extension for Chrome browser will fill
your Trello cards with the color of the
selected label.
CLOCKIFY CHROME EXTENSION If you are a VA and need to track your time
per project, per client, then this integration
between Trello and Clockify is perfect for
you.
ZAPIERZapier takes automation to the next level
for Trello. It allows you Zaps between
countless apps such as Trello and Slack, or
Trello and Google Docs. In fact, it allows
you to connect Trello with 1,500+ apps to
automate your work and find productivity
super powers.
The free version of Zapier will give you 5
Zaps and 100 tasks a month.
Check out the Videos section to
learn more about ComplimentaryPrograms + Card Color
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NOTES
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NOTES