Gerome Anivado

GETTING STARTED WITH TRELLO Trello ​is a task management app that gives you a visual overview of what is being worked on and who is working on it. This is an effective tool for project management. It is like an online cork board where people who work together put notes, projects, shared files and anything that helps the team work together. The image below is an example of a Trello board. A typical Trello workflow includes creating the following: - Team Space - Board - Lists - Cards TEAM SPACES A Team Space is a working unit or group in Trello. It could be a group working on the same project, members of the family, a class etc. You need to create a team to effectively manage a project. You can have as many team spaces as you want. For Whim, we work only in 1 Team Space. BOARD After creating or joining a team, the Board is the main working unit. The board works like an actual cork board or whiteboard where you put sticky notes, write new notes, move notes around or archive them. Boards can be dedicated to a particular activity or project. Several boards can be created for different activities. This helps in managing different tasks for a specific activity. Boards can also mean that it is a new project or a new Client, and all requests for that specific project or client are placed inside that board. You can add all or specific members of the team to the board, depending if they are directly involved in the tasks associated to the board. LISTS Lists classify the different activities within a board. In most cases, lists can be a way of grouping tasks within a group - like if tasks are pending, on-going, done/archived etc. CARDS Simply put, cards are where you put specific instructions so tasks gets done. This is where you can put comments, attachments, upload images from Google Docs or any online storage. Cards can be moved from one list to another to be sure that they will be classified properly on what particular stage the task are (on going, delayed, completed etc). You can add all or specific members of the team to the card, depending if they are directly involved to the specific task. You can also tag the member who will be directly working on the task by putting an “@”before the member’s name. Since at Whim, we all work under one Team Space, we will just focus on creating boards up to creating cards. CREATING A TRELLO BOARD At the Trello Homepage, click on the “+” sign at the upper right portion of the screen to show the menu. Select “Create Board” to start a new Board. A small box pops out in the top-middle portion of the page and this is where you put the Board Title, and the background color (or photo) of your board. For Whim, we already set our boards to “Private”. This is how the new Board looks like. You add members to the board. These members are the people who will work on the project, or people who will monitor the progress of the project like the supervisor or the manager. To add members to the Board, click “Invite” and an invitation box appears where you type the name of the person who will be working on the project. The initials of the members of the board will appear on the upper-middle portion of the screen. CREATING A LIST On you new Board, click on “Add a List” and that field will automatically allow you to type something. At Whim, we use the following List Titles/Heading: Backlog ​- are the tasks admin has created. Please don't move the backlog tasks to other lists. Only the admin or the authorized person should move tasks from Backlog to other lists. To do - are the tasks which should be started whom ever the task is assigned. Tasks that are placed in “To do” should be moved out from this classification within 48 hours. In progress - are the tasks where somebody is currently working on. These could be tasks that are waiting for responses from other team members or from customers. Tasks that are under “In Progress” come from the “To do” List. Tested/Done - these are tasks that were already completed. This can be tasks where testers have tested your changes to a web design, or a customer request has been completed and the customer was informed that the request was done. Tasks from “In progress” is moved to “Tested/Done”. The team member who is to perform the final step for the task will move this from “In progress” to “Tests/Done”. This is how the Trello Board will look like once all Lists are created. CREATING A CARD Cards, also known as tasks, are created under a specific list. Remember that at Whim, we only use a few list titles corresponding to the status of a particular task. Make sure that before creating a card, you need to be under the correct list. To create a card, click the “+” and it expands where you can write the title of the card (as shown in the picture) - which is typically the specific task that needs to be completed (example: Create a landing page or Cancel the booking for Costa Rica). You can create multiple cards under 1 column/List like the example below. If you want to change the title of the card, click the pencil icon and write the new title. Click the title to show the contents of the card and add a description. The description should give details what the task is all about, what the specific tasks are. The next image shows where you put the description after you click the title of the card. After adding the description, members needs to be added to the card. These members are the people who will be working on the card, or will oversee the progress of the task like the supervisor or the manager. To add members, click the “Members” at the right side of the screen. A search bar should appear where you write the team member’s name who will part of the working group - this could be yourself, another team member, the supervisor, the checker/auditor. The initials of the members of the card will appear on the upper-left side of the screen. Only members of the specific Board can become members of the card that it falls under. So, if you want to assign a task to someone who is not part of the project, you need to invite him/her to the Project Board first before adding him/her to the card. To assign a task to the member - mention/tag The comment box is where you usually put in specific instructions or requests to any of the members of the card. This is also the place where you can put the status of the task assigned to you. Put a “@” sign before the name of the person you want to mention in the comment, then you write the specific instruction that you want for that member to do. Trello will send an email notification once your name is mentioned in the card. It works like the examples below: Adding attachments to cards Attachments include screenshots of emails, websites, notes, codes etc. that help in processing the task as indicated in the Card. These attachments also serve as proof that something is done. It is a must to put attachments to requests or tasks when applicable. To attach a file or screenshot, you can click on the paper clip icon at the side menu of the card, or the paper clip icon when you add a comment to the Card. In certain cases, you can also copy an image or a snip of a screen to the Card and paste it in the card, and it will automatically upload. You can also drag and drop files from your storage to the card, and it will also be uploaded. IMPORTANT NOTES Steps to Finish a Task ● Always look at the TO DO list ● Start with the task in the TO DO list that is assigned to you ○ If you have questions, ALWAYS ask questions to the person who tagged/mentioned you ● Move the Card from TO DO to IN PROGRESS when you start working on a task ● Work with 1 task at a time ● Monitor the card if your questions were answered or there are new instructions ● If a task is still pending and waiting for a question to be answered, always look at tasks in the TO DO list to check very urgent requests ● If a task is relatively completed immediately, always tag the person who needs to do the final steps li​ke ema​iling the customer or client etc. ● Member assigned to do the final task above adds a note that the task is done and will move the Card to TESTED/DONE. ● When moving a card to TESTED/DONE, be sure to drag the card to the top of that list, so that the most recently completed tasks are in order on the DONE list. ● ● ● For teams that need testing Once you have completed the task, add the “Tester” to the member list of the task and remove yourself from being a member of the card (see how to add members) (The Goal is to try to have only 1 person on the card so there is no confusion on who is assigned to it) When testers complete the tests, they need to put notes on the completion/clearance of the task. After giving a clearance, Testers move the card to the DONE/TESTED list