Keeping track of team tasks

The video below is a recording of the live stream which took place on Friday 27th March 2020 at 13:00 GMT.

On this page you will find the notes that were showcased on this stream


1) Introducing Kanban boards

Kanban boards visually show work at various stages of a process.

They use cards (or post it notes!) to represent work items and columns (aka lists) to represent each stage of the process.

Cards/notes can be moved from left to right to show progress and to help coordinate teams performing the work.

A Kanban board may be divided into horizontal "swimlanes" representing different kinds of work or different teams performing the work.

2) How Kanban Boards can help

Due to the Coronavirus (Covid-19) outbreak many people are working from home, making face for face project management impossible. This can be especially difficult for a team where each individual is responsible for one or more project tasks that form part of a greater whole.

Kanban boards allow you to create an easy to understand visual "snapshot" of where your project currently is, allowing everyone in the team to see what's been done, who did the work and what still needs to be done.

In short, video conferencing can help your business remain operational, allowing you to operate as normally as possible during this challenging time.

3) Introducing Trello

There are a number of great free & paid options which you may wish to consider using to create internet based Kaban boards that you and your team mates can access, however the tool we are going to consider today is called Trello.

3.1) Trello Terminology

Before you start using Trello there are some terms that it's good to know the meaning of:

  • Teams - A group of people who each have their own individual Trello account which they can log into to use the Trello system.
  • Boards - These are the Kaban boards that Trello lets people create and edit. These can be assigned to a team to allow team members to work on them. Typically each project that a team works on will have it's own board.
  • Lists - These are the vertical columns that are contained in each board. Typically each list/column will have a heading that makes it clear what stage of the project the list is about.
  • Cards - Each item in the list is called a card. Each card contains the specific details of a specific task that's been done to progress the stage of the work that is described in the list it currently sits in.

3.2) Examples

Below you can see 3 examples of how business can use Trello.

To see event more examples, please click here.

3.3) Pricing

Trello offers a free version alongside multiple paid for plans which provide greater functionality and features.

Today though, we are focusing on the free version.

3.4) Key Features

Key Features

    • Unlimited Personal Boards
    • Unlimited Cards
    • Unlimited Lists
    • 10MB per File Attachment
    • 10 Team Boards

3.5) Sign Up Options

If you want to start using Trello, you will need to create an account.

This is easy to do by logging into the app using your Google credentials.

3.6) Getting started

A free an comprehensive guide to making use of Trello can be found by clicking the link below.

Alternatively, you can watch the video on the right to get started.

4) Summary

The purpose of the live-stream and these notes is not to tell you which Kaban board tool is best for you, but rather make you aware of a free tool which you may consider using.

It's also worth noting that these are not the only options, there are many other tools which you might also wish to consider.

The best thing to do now would be to try some of these tools, see which ones work best for you, and then go from there.