Streamlined Task Management with Trello
Context: Why and How
Why do we use this?
We value efficiency over complexity. While we have tried robust project management tools (like ClickUp), we found them too heavy for our daily needs. We use Trello to simplify the assignment and tracking of tasks. The goal is clear accountability and a simple way to visualize where a piece of work stands.
How does it work?
We use a Kanban view. This means we treat tasks as "Cards" that move from left to right across specific lists (columns) on a Board. Each team member has their own Board. You move a card to a different column to signal its current status to the rest of the team.
The Workflow: Column by Column
Here is the breakdown of the specific columns (buckets) we use and the rules for each.
A. Resources (The Project Context)
This is the home for long-term items and reference materials.
- What goes here: Links to Google Sheets, project folders, image assets, or website trackers (e.g., Medmatch).
- Concept: While "Tasks" are short-term and discrete, "Projects" live here in the Resources column to be referenced while you work.
B. Pending (The Inbox)
These are tasks assigned to you that you haven't started yet.
- Time-Bound: These cards usually have a deadline.
- Action: These wait here until you are ready to pick them up.
C. Working (Active Mode)
- Action: When you start a task, move the card from Pending to Working.
- Purpose: This signals to the manager and team that you are actively focusing on this item right now.
D. Review (The Hand-off)
When you believe the task is complete, move it here.
- Crucial Step: You must annotate the card. Leave a comment saying, "@Name, here is my work" or link the deliverable.
- Notification: You can also ping the manager on Discord to let them know it's ready.
- The Feedback Loop:
- Approved: It moves to "Closed."
- Revisions Needed: If instructions weren't clear or changes are needed, the manager will move it back to Working.
E. Closed & Archived
- Closed: The task is approved and finished.
- Archived: Once a week, the manager clears the "Closed" column into the "Archive." These live forever if we ever need to reference old work or commentary.
F. On Hold (The Waiting Room)
Use this column when a task cannot be completed due to outside factors.
- When to use: The task was ill-conceived, we are waiting for client assets, or we hit a blocker we can't solve yet.
- Benefit: It keeps the task visible but removes it from your immediate attention so you can focus on what can be done.
Process Summary
Success in this workflow means keeping your Board accurate in real-time.
- Grab a task from Pending (watch the dates!).
- Move it to Working while you execute.
- Submit it to Review with a comment/tag.
- Park it in "On Hold" only if you are truly blocked.
This system is designed to create a visual flow of work without getting bogged down in complicated software.