Whether you’re a coach, creator, solopreneur, business owner, or just someone striving to build a thriving online passive income business – efficiency and organization are your best allies; which make Trello automations your best friend!
Time is our most valuable resource, and when you can waste less of it on trivial, tedious, or repetitive tasks – the more time you have for performing the higher value ones.
This article builds on my previous article about Trello, an exceptional tool for smashing procrastination and skyrocketing productivity.
In my previous article, How I Destroyed My Procrastination Using Trello: An INSANE (Free) Productivity Tool, I explained how Trello, with its boards, lists, and cards, can be a game-changer for task management and goal setting, especially for those juggling multiple projects or working as a solopreneur.
It’s a versatile project management tool that can be invaluable for solopreneurs, content creators, and those interested in online passive income and using content creation as a business model.
Trello uses a visual interface that enables users to track progress, manage deadlines, and collaborate with teams or clients.
It’s especially useful for content planning, tracking business goals, and managing the various aspects of online entrepreneurship, making it easier to organize tasks, prioritize work, and maintain productivity.
In this article, we’re diving a bit deeper into setting up Trello automations, in combination with templates and power-ups, to maximize your productivity, streamline your workflow, and get into flow state faster and easier than ever before!
Power-Ups: Supercharging Your Trello Boards
Trello Power-Ups are additional features that extend the functionality of Trello boards.
They allow for integration with other tools and services, such as Google Drive, Slack, or Calendar apps, and can add new features like advanced reporting, custom fields, automation, and more.
Power-Ups help customize Trello to better suit specific needs, making it a more powerful tool for project management, collaboration, and productivity, especially useful for solopreneurs and content creators.
There are 3 power-ups that I personally use in my Trello boards:
- Calendar Power-Up
- Google Drive
- Card Repeater
The Calendar Power-Up integrates a calendar view with your Trello board, allowing you to see cards with due dates in a calendar format. It’s great for visualizing deadlines and scheduling content.
The Google Drive Power-Up lets you attach Google Drive files directly to Trello cards. It streamlines access to documents, spreadsheets, and other resources, making it easier to manage and share project materials.
The Card Repeater Power-Up automates the creation of recurring Trello cards. Ideal for tasks that need to be done regularly (like weekly content publishing), it saves time and ensures consistency in routine tasks.
How to Install Power-Ups On Your Trello Boards
Adding power-ups to your Trello boards is quick and easy! To install Power-Ups in your Trello board, follow these steps:
1. Open your Trello board.
2. Click the “Show Menu” button on the top right side of the board.
3. In the menu, click on “Power-Ups.”
4. Find the Power-Up you want to add (e.g., Calendar, Google Drive, Card Repeater) using the search bar or by browsing categories.
5. Click on “Add” next to the Power-Up.
6. Follow any additional instructions to integrate the Power-Up with your board, like linking accounts or configuring settings.
These steps will help you enhance your Trello board with additional functionality tailored to your project management needs.
Templates: Your Productivity Blueprint
Templates in Trello can be a lifesaver, especially when you have a lot of tasks that need to be completed on a regular basis.
Trello templates are pre-configured boards or cards designed for specific projects or workflows. They can be used as a starting point for a variety of tasks, reducing the time spent on setting up new boards.
These templates are designed to help users quickly set up various types of projects or tasks without having to start from scratch. They offer a predefined structure with lists and cards, making it easier to organize and manage work.
Key aspects of Trello templates are things such as:
- Predefined Structure: Templates come with a set of lists and cards that are tailored for specific types of projects or workflows. This can include things like a content calendar, a product roadmap, or a to-do list.
- Customizability: While they provide a basic structure, templates are fully customizable. Users can add, delete, or modify lists and cards to suit their specific needs.
- Variety of Use Cases: There are templates for a wide range of applications, such as business planning, education, marketing, software development, and personal organization.
- Time-Saving: By providing a starting point, templates save time that would otherwise be spent on setting up a board from the ground up.
- Best Practices: They often incorporate best practices for a given task or project type, which can be particularly useful for those who are new to a certain domain or to project management in general.
In summary, Trello templates are a useful feature for anyone looking to streamline the process of setting up and managing projects in Trello, offering a balance between predefined structure and flexibility.
Set up recurring tasks and checklists to automate routine aspects of your business, freeing up time for strategic planning and content creation.
How to Create Templates in Trello
Creating templates in Trello, both for boards and cards, can significantly streamline your workflow, especially if you frequently handle similar types of projects or tasks. Here’s a step-by-step guide for creating both board and card templates in Trello:
Creating a Trello Board Template
- Create a New Board:
- Log into your Trello account.
- Click the “+” button in the top-right corner of the Trello interface.
- Select “Create Board.”
- Name your board, choose a background, and set the visibility (private, team, or public).
- Set Up Your Lists:
- Create lists that represent the stages or categories of your workflow (e.g., “To Do,” “Doing,” “Done”).
- Add Cards:
- Within each list, add cards for specific tasks or items. For a template, these can be generic placeholders that represent typical tasks.
- Customize Cards:
- Add descriptions, checklists, labels, due dates, or attachments to your cards as needed.
- Use Power-Ups (Optional):
- If you need additional functionality, like calendar views or automation, add Power-Ups to your board.
- Invite Team Members (Optional):
- If this board will be used by a team, you can invite members to collaborate.
- Turn Board into a Template:
- Once your board is set up, click on the board’s name in the top-left corner.
- Select “More” and then “Make Template.”
- Trello will prompt you to confirm this action. Click “Yes” to convert it into a template.
- Edit Template Details (Optional):
- After making it a template, you can edit the template’s name and description, giving users information about how to use the template.
Creating a Trello Card Template
- Select or Create a Board:
- Go to an existing board where you want the card template, or create a new board following steps 1-2 from above.
- Create a New Card:
- Click on a list to add a card.
- Enter a title for your card template (e.g., “Meeting Notes Template”).
- Customize the Card:
- Add a detailed description, checklists, labels, due dates, or attachments, similar to how you would for a regular card.
- Convert the Card to a Template:
- Open the card.
- Click on the “Actions” menu on the right side.
- Select “Make Template.”
- Using Your Card Template:
- To use the card template, go to the list where you want a new card.
- Click on “Create from template” and select the template you created.
Tips for Effective Trello Template Use
- Keep It Generic: Templates should be generic enough to apply to a variety of similar tasks or projects.
- Update Regularly: Periodically review and update your templates to ensure they remain relevant and useful.
- Encourage Team Feedback: If you’re working in a team, get feedback on the templates to make sure they meet everyone’s needs.
By following these steps, you can create effective and efficient board and card templates in Trello to enhance your project management process.
Trello Automations: The Key to Ultimate Productivity
Automations in Trello can transform the way you work. With a few clicks, you can set up rules that automatically handle tasks, such as moving cards between lists or scheduling reminders. This section will provide a step-by-step guide to harnessing these powerful features.
Trello automations, powered by a feature called “Butler,” enable you to automate common tasks and processes within your Trello boards.
This automation tool helps to reduce repetitive manual tasks, allowing you to focus on more important aspects of your work.
Butler uses rules, buttons, and commands to automate actions in Trello.
Key Components of Trello Automations:
Rules: Rules are triggered automatically when certain predefined conditions are met. For example, you can set a rule to move a card to a “Done” list when a task is marked complete.
Buttons: Buttons are manual triggers for specific actions. They can be board buttons or card buttons. For instance, a card button might add a checklist to a card, while a board button might archive all cards in a specific list.
Due Date Commands: These commands are executed in relation to the due dates on cards. For example, you might have a command that sends a reminder to team members a day before a card’s due date.
Calendar Commands: Similar to due date commands, but these are based on calendar events. They are useful for tasks related to scheduling and time management.
Card & Board Commands: These commands perform actions automatically on cards or boards. For example, creating a new card at a scheduled time each week.
Examples of Automation:
- Task Assignment: Automatically assign a member to a card when it’s moved to a specific list.
- Card Movement: Automatically moving a card from one list to another after a certain checklist has been marked complete.
- Labeling: Automatically add labels to cards based on keywords in the card title.
- Notification: Send a notification or email when a card is overdue.
- Archiving: Archive all cards in a list at the end of each month.
Setting Up Trello Automations:
1. Access Butler: Click on the Butler icon in the Trello board menu.
2. Create a Command: Choose the type of automation (Rule, Button, Due Date, or Calendar).
3. Define the Trigger and the Action(s): For example, “When a card is added to list ‘BIG Content (Micro Course) Outlines’, add a specific member to the card.”
4. Activate and Test: Activate the command and test it to ensure it works as expected.
5. Monitor and Adjust: Keep an eye on automated tasks, especially in the beginning, to ensure they perform correctly. Adjust as needed.
Benefits of Using Trello Automations:
- Efficiency: Saves time by reducing manual repetitive tasks.
- Consistency: Ensures certain actions are performed consistently across the board.
- Improved Workflow: Streamlines project management and workflow processes.
- Customization: Offers a high degree of customization to fit specific workflow needs.
Trello automations offer a powerful way to streamline workflows, reduce manual tasks, and ensure consistency in how boards and cards are managed.
The Possibilities with Trello Are Endless
Trello isn’t just about organizing tasks; it’s about setting up a system that works tirelessly for you, giving you more time to focus on what truly matters – growing your business and creating content that resonates with your audience.
Start implementing these strategies today and watch your productivity soar!
And if you want to dive even further, learn how you can 37x your productivity and content creation output in my free exclusive content creation automation workshop!
You can find the link to the free workshop on the Zyler Kade homepage!