Your guide to getting work done without losing track of it.
What Is Trello, Really?
Think of Trello as a whiteboard with sticky notes on it — except the whiteboard is on your computer and anyone on the team can see it.
Each sticky note is a card. Each section of the whiteboard is a list. The whole whiteboard is a board.
That's it. Everything else is just details.
Why Trello and Not Something More Powerful?
Short answer: more powerful tools create more problems.
We tried other tools. The issue wasn't the features — it was that managing the tool started taking more time than managing the actual work. Trello is simple enough that it stays out of your way. It's a tool that works for you, not the other way around.
The Five Lists You Need to Know
Every board is organized into these lists. Think of them as lanes on a road — every task lives in exactly one lane at a time.
| List | What it means |
|---|---|
| Resources | Reference materials you'll come back to repeatedly — playbooks, trackers, links. |
| Pending | Tasks waiting for you to pick up and start. Check this at least twice a day. |
| Working | Tasks you've actively started. |
| In Review | Tasks you've finished and submitted for approval. |
| On Hold | Tasks blocked by something outside your control — missing info, a dependency, a decision that hasn't been made yet. |
When a task moves from one list to another, everyone on the board can see it. No need to send an update message every time — the board tells the story.
What's Inside a Card
A card is more than just a task name. Here's what each part does:
Members — who is working on this task. You can add yourself to watch a card even if it's not assigned to you.
Labels — tags that categorize the task by client and type of work (e.g., Administration, Planning, Content, Outreach). These matter for reporting and automation later, so apply them when you can.
Due Date — the deadline. If a task gets blocked and goes On Hold, remove the due date so it doesn't sit there turning red.
Checklist — for tasks with multiple steps. Add one when the steps are clear and repeatable. It helps the next person understand exactly what "done" looks like.
Description — context and instructions for whoever picks up the task.
Attachments — drag and drop files, screenshots, or anything relevant right into the card. Don't make people go hunting for what they need.
Comments — how you communicate about a specific task. Tag someone with @theirname to notify them directly.
Remember to save your work inside a card. If you don't save, your changes won't be visible to the rest of the team. You'll see a warning that says "unsaved changes" — that's your reminder.
How Tasks Move Around
Anyone on the board can assign a task to anyone else. This isn't a top-down system — tasks flow in all directions. If you need something from a colleague, create a card and assign it to them.
If you're worried a task will get lost, copy the card link and paste it in Discord with a quick note. Belt and suspenders.
"Setting the Table"
Before you assign a task to someone, set it up properly. This means:
- Link to the relevant Google Doc, spreadsheet, or website inside the card
- Attach any files they'll need — logos, briefs, screenshots
- Add a checklist if the steps are clear
The goal is for whoever picks up that card to have everything they need without asking. Don't make people go hunting.
When You're Done
When you think a task is complete, mark it as Complete inside the card. This signals to the reviewer that it's ready to be looked at. The reviewer (usually your manager) will then archive the card, which removes it from the board.
Archiving isn't deleting — you can always recover archived cards if you need to find something again.
Quick Reference
- Check Pending at least twice a day. That's where your work lives until you grab it.
- Update your card's list as you move through the work. Pending → Working → In Review.
- Comment on the card instead of sending a separate message about it — keeps everything in one place.
- If a task is blocked, move it to On Hold and remove the due date.
- If something's urgent, drop the card link in Discord with a note.
The One Thing to Remember
Trello only works if everyone keeps their cards current. A board full of stale cards is just noise. A board that reflects real work in real time is the closest thing to everyone being in the same room.
Do your part and it works for everyone.