My new project management system … Trello

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Trello Project Management System from Gemma Went on Vimeo.


This video is a quick overview on a new project management system that I’ve created for myself that I really wanted to share. I’ve struggled to find the right project management system that I stick to and is simple enough for me to see everything that I need at a glance. I’ve tried Trello before, but in a slightly different format to the one that I’ve created.

The reason I’ve created this actually comes from the analogue system the Bullet Journal, which I tried for a couple of weeks. I think the reason I couldn’t stick to this system was so many pages to flip through to find anything, it was too hard to keep up with everything.

I need to see everything at a glance, otherwise I’ll forget about something. I took what I learned from the Bullet Journal and thought, okay, how can I create a digital version of this that I can keep on my screen and view it all the time? Enter stage left: Trello.

I use two screens at work and what I tend to do is keep the things up that I need to look at during the day on my larger screen. I have Slack up so that I can speak to my team or my clients, I have my calendar up so I can view my appointments, and I now have this project management system up on my screen.

It’s a really handy little system and there is a free and paid for version. I have the paid for version and I’ll be honest, the only reason I wanted that was I wanted to be able to change the backgrounds on my boards to beautiful inspiring pictures. I’m a very visual person and it helps me to look at beautiful things while I’m doing all this stuff.

Once you sign in you have a dashboard and you can create various boards for different activities. My main board is called Activities and is where everything sits that I need to see every day. I’ve also got Goals and Dreams board which is my digital vision board. Rather than a visual vision board which I do use as well, this is more specific with specific goals, I have things I want to achieve personally, my gratitude list and there’s a list of things I want to upgrade in my life. It’s basically all the stuff I want to manifest for myself.

I have a board for ideas, and this is where I pop any product and package ideas for my business. I’ve also got ideas in there for anything that pops into my head that I don’t want to be active yet.

I finally have one called Tools and Systems, and this is because I am desperately trying to improve my systems. My business is doing really well and I had a fantastic year last year. My goals for 2016 are big, and for me to achieve those, I need the right tools and systems to make my business flow. What I’m currently doing is putting down ideas for those tools and systems and putting down processes that I need to systemise or automate, and that’s all in that board.

What I wanted to do with my system is make sure that my goals for the year are there for me to see What I have found in the past is that I tend to get lost in tactics and activities, which can mean I often lose sight of my original goals. This way, every time I’m creating a new activity, I can think, hang on, does that fit with any of these goals? If not, I don’t do it.

My first list is Goals and my next is the month we’re working in, where I dump all my activities in there and assign them to the appropriate day. Days are updated daily, and once tasks are complete I will either archive, or I’ll take it over to my ‘done’ list, if I need to keep a record of it.

I then have a list of my client work, so I can see exactly what I’m working on. I do a lot of content for what I do in my business, so I have a list of content ideas and content in production.

I doing a lot of work on myself at the moment, so I have a list for the courses I’m on.

As you can see in the video, there’s a complete  dashboard of all the things you’re working on, in one place. Within each list you then have these cards, and each card for me is an activity.

The beauty for me of Trello is that you can drag and drop cards and boards, so you can move cards from list to list and rearrange the order of the lists.

My love of this is that it’s simple and I can see everything at a glance. I can move stuff around, play around with it a little bit and not lose sight of what I’m doing. I really hope this is as useful for you and would love to hear your thoughts in the comments below.



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