all about trello - pmi westchester2019/05/14 · dan johnson –all about trello –westchester pmi...

All About TrelloWestchester PMI

Dan Johnson

May 14th, 2019

2Dan Johnson – All About Trello – Westchester PMI 5/14/19

Agenda

What is Trello?

Where does it Fit?

Overview of Features

Power-Ups/Chrome

Extensions

Functionality/Pricing Tiers

Best Practices/ Getting

Started


What is Trello?

Web-based, Kanban tool for tracking projects and

activities

Primary purpose is to facilitate team communication

Webpage front end, and is also available as an app

(Apple, Android)

Created in 2011, was purchased by Atlassian (who also

owns Jira and Confluence) in January 2017


First Impressions

Simple, intuitive interface that just

about anyone can use

FREE (I’m cheap)

Impressive capabilities out of the box

Easy to learn and use more powerful

functionality as you work your way up

the learning curve

Rich features are available through

Power-Ups, Chrome Extentions, and

Automations


Comparison with MS ProjectMS Project Desktop Trello

Type of Solution Desktop Web or App-Based

Complexity High Low

Audit Trail Version Tracking in

SharePoint

History captured at card

level

Alerts Report-Based Email alerts

Issue, Risk, and CR

Tracking

Typically tracked in

another tool

Can be tracked on the

same board

Ability for Users to Self-

Report Status

Difficult, challenges with

version tracking and

corruption when used by

multiple people

Relatively simple, designed

for collaboration from

multiple users

Dependencies & Critical

Path

Built-In Add-on


Where Does it Fit? - Sample Use Cases

Teams in a Matrix organization

Agile Project Teams

Application Development Projects/Programs

Volunteer Organizations/Charities

Job Search / Personal Development

Home Projects (home improvement, buying/selling a

home)

Household Management (Bills, Follow-Ups)

Remote or Global Teams

Help Desk Ticket Tracking


What Trello is Not

Heavy-duty project management tool

Program/Portfolio Management tool

Strong budgeting tool

A place to manage robust dependencies

A tool for calculating advanced Earned Value

Solution for heavily regulated industries (pharma, etc.)


Overview of Key Features – Lists & Cards

Set up lists:

Add cards


Overview of Key Features – Card View


Overview of Key Features – Comments

Ability to create/view comments on a card

Can mention someone, which will send them an email

letting them know they were mentioned on a card

Eliminates the need for sending a separate email


Overview of Key Features – Activity Log

Activity Log is

helpful for seeing the history of a card

Tracks movement

across lists, people

being assigned to

the card, creation

of checklists, due

dates being added,

and the card being

marked complete


Overview of Key Features – Members

You can invite members to your

board directly or share a link to your

board

Once other people join you board,

they’ll be able to see the cards on

the board, and can be added to

individual cards


Overview of Key Features – Labels

Labels give you

the ability to

categorize your

cards, which is

important later on

in filtering

Can have multiple

labels per card

Labels are

whatever you

want them to be


Overview of Key Features – Checklist

Ability to create lists of sub-tasks and/or dependencies

on a card

Can convert

checklist items

to a card


Overview of Key Features – Due Dates

Due dates enable configurable

email notifications as cards are

coming due

Board color codes cards based

on their proximity to a due date


Overview of Key Features – Actions

Move – move card to another

list or board

Copy –option to create a

similar card

Watch – receive email

notifications on any updates to

the card

Archive – hide the card while

retaining the ability to search

Share – give others the ability to

view or contribute


Overview of Key Features – Filters

Filtering based on:

Search

Labels

Members

Due Dates

Complete &

Incomplete


Overview of Key Features – List Options

Several options are available within lists

The ability to sort the list (by Due Date)

is the one I use most often


Overview of Key Features – Extra Features

Create multiple cards from a

list in MS Excel

Create cards via email (send

an email to an address to

create a card)


Overview of Key Features – Card Details


What is a Power-Up?

Power-Ups are board-level features available through

Trello and third-party vendors

Some are free, and some require extra payment

Many Power-Ups offer integration between Trello and

other applications, such as Jira, Slack, cloud storage

services, etc.

Certain versions of Trello have limits on the number of

Power-Ups you can apply at one time (Free version only

allows one Power-Up per board)


Popular Power-Ups

Butler – allows powerful automations and workflow

within Trello

Calendar – provides a calendar view of your board

Card Aging – cards fade out over time when you don’t

interact with them

Card Repeater – allows you to easily set up repeating

tasks

Custom Fields – allows you to create up to five

additional fields within Trello


Chrome Extensions

In addition to Power-Ups, you

can also leverage Chrome

Extensions to create additional

functionality

Many are available,

recommending checking them

out and seeing what helps you

Collapsible Trello Lists – allows

you to collapse lists horizontally



Four Tiers, Free, Gold, Business Class, Enterprise

Detailed overview is here: https://trello.com/pricing

Free Gold Business Enterprise

Pricing Free $5/month,

$45/year

$9.99 per user

per month

$20.83 per user

per month

Power Ups 1 per board 3 per board Unlimited Unlimited

Attachment

Size

10 MB 250 MB 250 MB 250 MB

Support Standard Standard Priority Priority

# of Team

Boards

10 10 Unlimited Unlimited

Automation Simple Standard Standard Advanced

Export JSON or .CSV JSON or .CSV

https://trello.com/pricing


Best Practices – How to Begin

Start small and simple, build in training as you roll it out

Try to use a single board per subject area, use labels and filters to make the list manageable

Don’t “help” people by updating their cards, empower them to make their own updates (empowerment is a key agile principle)

Share lessons learned or best practices within your team

Reference files that are stored locally (i.e. in SharePoint), NEVER store personal or sensitive corporate data in the cloud w/o prior approval

Get more sophisticated over time as needs dictate


Best Practices – Sample Boards

Backlog May

Release

Doing Waiting Dev Unit

Test

QA UAT Release Post

Release

Support

To Do Doing Waiting Done Week

Ending

05/17

Week

Ending

05/10

Risks/

Issues

Design

Decisions


Best Practices - Security

Set up 2FA (two factor authentication) from the get-go

Keep teams private

Keep boards private


Review

What is Trello?

Where does it Fit?

Overview of Features

Power-Ups/Chrome

Extensions


Best Practices/ Getting

Started


Questions & Contact Info

[email protected]

https://www.linkedin.com/in/danjohnsonpmp/

mailto:[email protected]

https://www.linkedin.com/in/danjohnsonpmp/

all about trello - pmi westchester2019/05/14 · dan johnson –all about trello –westchester pmi...

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