Trello: the Ultimate Behind-the-Scenes Organization Tool

First and foremost, it must be said that I do not work for Trello, nor am I getting compensated in any way for what I'm about to share with you. Unlike traditional influencers who make money wearing designer clothes and using new products while they rave about a specific brand, I am a whole new kind of influencer... the kind with approximately 3 followers (all of which I know personally), no advertisers and a whopping $0 coming my way for the information I'm about to share with you. I could tell you that it's because I'm above all that and don't feel the need to be compensated for my opinion, but the truth is that I simply haven't found anyone willing to pay me for my opinion. Yet :) Until I do, the thoughts and feelings expressed here on my blog remain 100% my own.

I digress...

If you're looking for organization tips on closets and pantries and toy rooms, this isn't the post for you. Today we're going to talk about all of the behind-the-scenes stuff that no one else can see: the calendar, appointments, sports schedules, home maintenance... you know... the crap we all wish we had a personal assistant to handle.

I stumbled upon Trello several years ago in my search for a task management tool for work. A few things immediately stood out as beneficial: as a nonprofit organization, the price of zero dollars was incredibly appealing; the ability for multiple staff members to connect in one space to collaborate on projects was particularly useful given my remote work status; and, last but certainly not least, with a never ending opportunity to create checklists, I knew I'd found a tool that would make my heart happy day after day. While there is a cost to their upgraded version, I can assure you from personal experience that their free features are perfect for keeping track of a wide range of household and business tasks.

As you know from my previous post, I love making lists! Trello has provided me with the ultimate tool for keeping all of my lists in one place and, if you like lists even a little bit, I highly recommend giving it a try for yourself.

Today, I thought I'd dive into the basics of Trello for anyone that wants to see what it's all about. Certainly, you can visit their website to learn more, but since I, myself, am a skeptic when it comes to most things on the internet, I thought it might be more effective to share directly from my personal experience rather than telling you it's great and sending you off to their site.

Let's start with the signup - it's easy-peasy-lemon-squeezy - I used my google account for simple future sign-ins, but there are several ways to set up an account using minimal information (I hate when creating an account on a new site feels like applying for a mortgage). Once your account is created, you'll name your workspace. I got really creative and used the default "Trello Workspace." Fortunately for me, I can go back and rename this whenever something more original comes to mind (like a good comeback, I'm no good in the moment, but within a few days something witty should come to mind).

Before getting too far ahead of myself, I think it's important to understand the basic structure of Trello. Your WORKSPACE is the overarching umbrella that things fall under. For example, I have a workspace specifically for my work as an employee of a nonprofit organization. I work there part time and that work is completely separate from anything I do personally, so that workspace is kept separate from my personal workspace. My work workspace has several boards (2 of which are mine and another 4 that I share with other members of the staff) and are designed to cover the big picture parts of my job (i.e. marketing, 5K planning, etc.). My personal workspace (for my free account) can have up to 10 boards, although I only use a few. 

Each BOARD can have a theme (color or background image) to suit your needs and/or your mood and can be changed anytime. As you can see from my screenshots below, I went with a calming flower theme for my Home Management board. On that board you'll see several default LISTS, which can (and should) be changed to fit your needs.

You can certainly keep as many lists as you want on a board, but I would caution you against using too many as it creates a need to scroll endlessly to find what you're looking for. If you're going to have so many lists, it might be worth creating additional boards.

Under each list you'll find your CARDS. Think of these like digital post-it notes that can be sorted into lists and moved around freely. There is nothing permanent about how you set up your Trello board, so move things around until you find what you like.

Now that my Home Management board has some lists that I find useful and some cards in each list, I can start playing around with some of the more effective features. Let's start with the Summer 2023 card in my Vacation Planning list. When I click on that card, it opens to provide several different ways to add details about this trip. The description section is a place for open text and the checklist section makes it easy to create and edit your to do list specifically related to this trip. You can also add due dates, attachments & members (more on those later).

You can also add colored labels to cards if you want certain things to stand out. In my Home Projects list you'll see that each card is tagged with a different color label. I've chosen to name those labels so that I don't have to remember them. These labels would also be easy to utilize for my Recurring Appointments list, or I could simply create additional labels for other purposes depending on my needs for each list. Added bonus to using labels: if you click on 'filter' you can filter your entire board by a variety of things, including labels, so if you use them well, they'll come in very handy as your board fills up over time.

Each card can also have its own cover photo which could be used for a wide range of purposes. For this board, I elected to highlight the different sports that I have cards for so they stand out. You can also use your own personal photos as cover photos. For work, we use sponsor logos so that, when scrolling through a list of sponsors, it's easy to find the card for the sponsor we're looking for without having to read each card's name.

As mentioned earlier, one of my favorite things about Trello is how easy it is to move the cards around on the board. They can move from one list to another or be archived completely. Whenever my cards have dates (like doctor appointments for example), I like to reorder them so they're in order by date. My floating Pediatrician card here shows how easy it is to drag and drop the card to a new location, up or down the same list or to another list entirely.

Once I add dates for my next scheduled appointments, it's easy to see what's coming up without having to scroll through my calendar on my phone.

Here I've created another card in my Home Projects list where I can save info about the projects I want to do but am not quite ready to plan. In this example, I've also added a note about how I want to work towards that goal by saving money from each paycheck and I've renamed my Checklist to better describe what this list is. And what's really cool about this is, once I'm ready to move forward with planning for any one of these projects, I can hover over that checklist item and an ellipses appears (you know... those three dots that indicate there's more...). If you click on the ellipses and select "convert to card" it automatically removes this task from this checklist and creates a new card on your Trello board. I've circled the spot where the ellipses appears even though it's not shown here.

A few additional features that make Trello even more awesome:

Due dates: If you're someone that needs to keep track of a whole lot of things, each card can be set to send you reminders at different intervals based off the due date. For example, if you have a dentist appointment, you can set a reminder for 2 days beforehand and you'll receive a notification 48 hours before that due date to remind you of that appointment. The reminder setting can be different for each card, so you can pick and choose what you want to be reminded of.

Attachments: Maybe you want to keep scanned documents handy for some reason (insurance cards, vehicle registration, birth certificates, business cards). You can attach them to cards in Trello so that everything is easily accessed in one place.

Members: If you have other members of your household or colleagues that need to access the same information, all you need to do is add them to your board or your workspace using their email address. Adding them to your workspace gives them access to all of your boards, or you can add them to just one board. They'll have to set up their own Trello account (also free), but your workspace or board will be shared with them so they can view and make edits as well. Updates are made real-time, so if you're both in Trello at the same time, the updates will appear as they're saved. Additionally, you can utilize the feature of adding members to cards so that you can use the filter feature to see only what's important to one person and or be alerted to changes made to your cards.

The app: Possibly one of the very best things about Trello is that it's not only amazing on a computer, but is also extremely user friendly through the app. Everything appears the same in both formats making it easy to switch between the two seamlessly. Using the app means you can also get notifications about upcoming due dates and card changes right on your phone (rather than just email) and you can easily access any card info, checklists and attachments on the go.

I think it's pretty clear that I'm a huge fan of Trello. There are countless ways that it can be used to keep track of things and this example is just one way that Trello can help bring calm to life's chaos. What could you use Trello for in your everyday life? If you're looking for help, I'd be thrilled to assist you in customizing your own workspace to fit your needs!

Happy Trello-ing :)

Making a List, Checking it Thrice

It's that time of year again. The holidays are fast approaching and, for me, that means it's the season of list-making. And while I'm certainly not the only person that utilizes lists more frequently this time of year, I imagine I'm probably one of the most neurotic list makers you might encounter in your lifetime. Don't believe me? Read on, dear friends.

For a little background, I learned years ago that I can easily become overwhelmed when there's a lot to do and that a great way to keep the anxiety from taking over my entire life is to make a list. I discovered that, more often than not, it wasn't the amount of things on my list that caused me stress, but the fear of something falling through the cracks. As I write things down, my brain no longer feels the need to retain ALL the details and, while things certainly pop in my mind that need to be remembered, as long as I add them to my list, it doesn't add to my stress level. I can handle pages and pages of tasks... what I can't handle, apparently, is the fear of forgetting something entirely.

I'm not sure about anyone else, but my stress hits me in two very distinct ways. The first is physical pain in my neck and shoulders. The second is that I don't sleep well and have crazy dreams... and I mean CRAZY.

When it comes to neck and shoulder pain, I like to use it as an opportnity to treat myself to a massage. It literally does nothing for my stress level, but it sure does feel good. When it comes to having bad dreams about really odd things, however, the only solution is to sit down and make a list of everything I need to do. Once it's all on paper, I find I'm no longer worried about missing something... if it's on my list, it'll get done.

So, last night was one of those crazy dream nights. And I'm not talking about scary nightmares of monsters under my bed... it's so much weirder than that. Get ready for a glimpse into an unhinged brain...

In last night's dream, I found myself running incredibly late to get my son to school (I don't take him to school and I'm literally never late for anything, so we're off to a good start). We finally get in the car so I can take him to some random place on a hill where the bus picks him up, but I realize that, even though I've made the trip a million times, I suddenly can't remember how to get there (okay, this detail checks out... I use GPS to get everywhere!). I miss a turn, I panic, my son panics, we're all a hot panicky mess. Somehow I manage to find my way back on the right road and we make it to our destination, miraculously with time to spare. As we wait for the bus, I set down a plastic bag of incredibly important papers (because who doesn't keep their important documents in an old plastic grocery bag... and why I didn't just leave it in my car is a mystery). Once the bus arrives, I turn around to pick up my bag and find that it's nowhere to be seen. I'm once again in a panic, turning around in circles and looking all over for my missing bag. Next thing I know, I'm surrounded on all sides with a plethora of plastic bags of all shapes and sizes and, try as I might, I cannot find the one that belongs to me. The bags seem to duplicate as if I'm in some kind of cartoonish garbage dump and I discover there are strangers all around trying to keep me calm and help me find my bag. They're asking reasonable questions like "What was in your bag?" and "What kind of bag was it?" in an effort to help me locate it, but I find them all to be frustrating and useless. I suddenly realize that I don't remember exactly what was in the bag other than the clear understanding that the contents are super important. I'm crying and frustrated and losing my ever-loving mind. And then I wake up. 

I'm no dream analyst, but I do have a pretty clear picture of what I'm dealing with here: important things I can't remember, a whole lot of baggage, and time as a stressor... you don't need Scooby and his friends at Mystery, Inc. to solve this one. I know myself well enough to know that, unless I want to revisit this delightful trash heap again tonight, it's time for me to update my To Do list: schedule holiday gatherings, update address list, finish writing blog post... check, check, check.

While I'm a lover of lists all year round, I have several that are essential this time of year:

There's the obvious holiday shopping list. If you have kids, it's a wish list of every high quality (insert eye roll here) gadget they see on tv... oh, how I loathe toy commercials. If you have a large family, your list may be all of the people you need to remember to find a gift for. Whether it's gift cards for your mailman and hairstylist or making Aunt Trudy her annual fruitcake, there are always people you need to remember this time of year.

Then there's the mailing list. Whether you spend time with them regularly or only see them once a decade, every single person you've ever met is set to receive some kind of holiday card. I skip this one every couple of years because, let's face it, it's just a lot of work. And with the cost of stamps these days... good grief!

Don't forget the grocery list. If you're hosting a gathering during the holiday season, this is likely a lengthy one. With any luck, you're fortunate enough to just be attending someone else's gathering and all you need to bring is a dish to share. Either way, the grocery store is always a fun place to hang out during the holidays (more eye rolling here).

And somewhere in there is a 'don't-forget-before-the-end-of-the-year' list. This one may be my least favorite because it's all the annoying things we don't want to deal with during an already busy time. Things like reviewing your insurance records to see if you've met your deductible... because, if you have, you need be sure to schedule every doctor's appointment you can into this 4-week window. Going on a road trip to visit family? Don't forget to get your oil changed. Want to support your favorite charity so you can claim a deduction in 4 months? Be sure to make your charitable donations by December 31st.

The point is, there is no shortage of lists in my house. The real question, however, isn't WHETHER you keep a list (because is there anyone that doesn't?!?), but HOW do you keep your list? 

There are so many options available, it's hard to keep track. In times like these, I find it's best to make a list (you see what I did there?!?). The trick, however, isn't just to make a list... it's to find the best list for YOU. For me, I've actually found that different kinds of lists work better for different things. Don't hesitate to try them all until you find the ones that make the most sense for how you live your life.

Whether you're a fan of Post-Its, Pinterest or the basic punch list, there's a list option out there that's right for everyone!

Written Lists: This is the most straightforward and basic way to keep track of all your to-dos. For myself, I've found this option works best for short-term things like groceries or what I need to remember for that specific day. The main reason for this is that it's too easy to lose a piece of paper. Post-its are great for reminders I can keep on my desk and a grocery list can be put in my purse and get tossed once the task is accomplished, but unless the list is going to generally stay in one place for  short-term purposes, I don't find it to be an effective way to keep track of too many things. 

Digital Lists: If you're the kind of person that has their phone with them every second of the day, there are tons of apps that provide list-making solutions. I've tried a few, but found the most comprehensive to be the Alexa app, which connects to any Alexa device and an Amazon account. While it includes tons of automated options for placing Amazon orders, I find the most useful tool to be its Shopping List. We keep an Amazon Echo in our kitchen and regularly give it verbal commands to add items to our shopping list. Then, when we're at the store, we simply open the shopping list on the app and everything is there, already sorted by category, making it easy to find what we need. As items are added to your cart, you click the checkbox next to the item and it moves to the bottom of your list and out of the way.

Wish Lists: While there's no shortage of to-do lists in my life, some of my favorite lists are those that aren't essential, but are instead for fun and creativity. On my Alexa app, I also keep a list of home projects. They're not necessarily things we 'need' to do, but rather things we'd like to do if and when our circumstances permit. Whether we plan to get started soon or need to save up for a few years, it's fun to start putting together ideas so that, when you're ready, you have everything in order. This is where apps like Pinterest and Houzz come into play. These kinds of apps allow you to collect links and images into idea boards for easy access at a later time. For example, on Pinterest, I have boards for vacation ideas, recipes, haircuts I like, home remodeling projects, and so much more. Houzz is great too, but is designed specifically for home and design projects while Pinterest can be for literally anything.

Vision Boards: Speaking of creativity... while not exactly the same as a list, it can certainly accomplish the same goal if you're more of a visual person. While it's not something you'd use for daily tasks, this is a great way to visualize a bigger project. For example, let's say you're redecorating a room. You could certainly make a list of all the the things you need to get: curtains, paint, rug, décor, couches, tables, etc.), but if you're more of a visual person, a vision board could be a better solution. Find images of things you like, paint swatches from your local hardware store for color palette ideas and pictures of rooms you want to use for inspiration. Seeing it all come together allows you to visualize the finished room more clearly and help you when it comes to deciding exactly what to purchase.

List of Lists: Okay, I know this one sounds a little crazy, but stick with me for a moment. When it comes to my personal lists, I use a combination of all of the above. When it comes to work, however, I find that the digital lists work best. But even my digital lists need to stay organized. I have to-do lists related to several different categories of my job and I bounce between them multiple times throughout my day. I have found that, rather than trying to combine everything into one list or having several separate lists, my best option has been, essentially, a list of lists. There are several options out there, but I loved Trello from the moment I found it and have never looked back. Basically, it's all online, works on a computer and smartphone, and feels like the best possible combination of checklists, post-it notes and a paper calendar. It even works for collaborating with others. And because this is my favorite kind of list, I'm going to provide a little deep-dive in a future post about how you can use Trello for any household list you can think of. Stay tuned for that one! (UPDATE: you can find it here!)

The hard thing about lists is that there's no right or wrong way to make them... they just need to work for you. I'd encourage you to try different kinds of lists for different tasks and see what makes the most sense for your lifestyle. Here are some pointers to get you started:

1. Consider each of your lists separately as you may find, like me, that not every list type fits every situation. Pick one to start with and consider all of the different ways you can create that list. For example, your mailing list might be able to be kept as a written address book or a digital address book, but it probably won't work well utilizing post-it notes or a dry erase board. Likewise, creating a digital file for a simple list of tasks you hope to accomplish in a day (i.e. shop for groceries, wash the bed sheets and take the dog for a walk) may not be the most effective. 

2. Pick one list to start with and create a starter list using each format that you think will be most effective. When I say 'starter list' I simply mean you do not have to create the fully finished list in multiple formats... it really depends on how detailed that list will end up. Using the mailing list example, if you have more than 100 contacts, it would not be a very good use of your time to create both a paper and digital address book with all of those contacts. You could start with just a small section of the alphabet so that you can see how each would come together and, after some time of using both, determine which format better suits your needs. If you're working with something smaller like a grocery list, you may want to take each list format for a test drive, utilizing a written list one week and a list in an app another. Test out all options, maybe more than once, to see which one you like best. Side note: if more than one person does the shopping in your household, consider an app that allows multi-person access so that you can both add and check off items.

3. Take your time to truly consider your options before deciding on one. You can most certainly change your mind on simple things like daily to-do lists without much effort. But if you decide to invest in an adorable address book and spend hours writing in all of your contacts, you don't want to change your mind three months down the road and have to enter them all into a digital file of some kind. 

Now, for a few TO DO LIST pro tips:

1. Don't be afraid to add items to your list just so you can check them off. It's essential in any project to be able to track progress... the crossing off of any item on a list is good for your mental health.

2. On busy days, don't hesitate to leave your completed TO DO LIST out for others to see. It's good for your ego for others to see how hard you work.

3. On days when it doesn't feel like you accomplished much at all, feel free to toss that list and start over the next day. Life is hard and we all deserve a break. And if you simply must have a list, pour yourself a glass of wine and take some time to make a list of all you have to be thankful for.

Cheers, friends, to a wonderful list-making... I mean holiday... season.