How to use Trello for project management


  • Age: Any
  • Time: Ongoing
  • Skills: Organisational ability
  • Materials: Computer, tablet or phone with internet access
  • Outcomes: Easily plan, coordinate and run a project start to finish



Trello [] is a free, easy-to-use site that helps you coordinate people and run projects smoothly. There’s a website, desktop app, and mobile app so you can easily communicate with people and check up on a project in real time.

Trello lets you organise projects in a series of steps. First, each project should have its own board so that you can keep everything separate. Once you have a board, you can create lists. These should be the large chunks that need to be done to finish the project, things like “Organising a Concert” and “Promo Materials.” On each list you can add cards, which could be smaller tasks like “Booking a venue” and “Photoshoot.” Within each card, you can add individual checklists for the most basic steps, such as “Finding photoshoot location” and “Transportation to photoshoot.” By breaking down massive projects into these small, manageable chunks, you can make sure that individual pieces of the project aren’t overlooked and try to minimise confusion.

After you’ve made a board, made lists, made cards, and filled out the checklists, you should try and add as much additional information as you can. You can add coloured labels to specific tasks that are important, or that are time sensitive, or will cost money. You can add due dates on specific tasks or links on others to more information (for example, linking the step on music videos to []. Once you have everything how you want, add people. If they already have a Trello account you can add through their username, if they don’t just send them an email invite. When you’ve added people to your project, you can assign them individual tasks by clicking on the list/card/checklist and the members or @ symbol. They can check off a task once it’s done, and anyone involved can easily post comments if there’s questions or updates.

Trello also makes it easy to update the project as you go. If something new pops up, just add it in, if something isn’t relevant, remove it. You can change who’s assigned to what, and if everyone leaves comments as they go you will have a full record of what happened, what went right, what needs improvement, and so on.