You are a manager extraordinaire. You’ve got a productive team and a clear plan for getting more things done better and faster. It’s time to take your team’s productivity to the next level with a transition to Trello’s Business Class.
This isn’t just a pep talk. It’s a commitment to helping you get the most out of your investment in Trello’s robust team features. If you’re making the move to Business Class, or are thinking about it, here are some top-level strategic items to consider when setting up your team.
Design Your Trello Team Structure
In Trello, working with perspective means you can stay up-to-date on the boards and projects that are most important to your team. Trello teams are the core of Business Class. In fact, you’ll need to set a up a team before upgrading. Then, you’ll want to add any and all colleagues who you want as members of your Trello team. (You can find these instructions and more in our Getting Started guide.)
At this point you will do your team a huge favor by thinking about how you want to organize all those boards and projects. Since Business Class provides your team with unlimited board creation, soon you'll have enough boards that an established, intuitive sorting order will save you a lot of time and energy finding the right ones.
Your team page is where all your boards will be visible. This is where you’ll want to develop a strategy for organizing them in order to help your members locate the right boards, as well as facilitate at-a-glance visibility of board activity. Custom sorting is done with Collections:
Collections can be organized by department or groups of employees working on shared boards. Duplicating your corporate structure in collection names is an easy way to make board groupings intuitive for team members.
Another way to structure board collections is by major projects, like Android app development or Hiring, for example.
Pro tip: You can even decide on a standard naming structure for key boards. For example, many of our Marketing team boards start with “Marketing: [Name]” so that we can easily locate them at a glance.
Another very important aspect of designing your Trello team structure is deciding on permission levels and administrative privileges for members inside and outside of your company. For example, you can grant observer-only access to collaborators outside of your team, or restrict member invitations and board visibility so that people don’t accidentally invite the wrong contacts into your internal data.
Finally, you may want to assign certain admins to control privacy settings, and have an off-boarding plan for removing exiting employees from your Trello team. The nice thing about Business Class is that you can deactivate former members from all their boards (in one click!) without losing any history of their work. You can also easily reassign their outstanding cards or tasks to someone else, so your team’s progress doesn’t skip a beat!
Taking a little time at the front end to decide how your Trello team is organized and kept secure will save you a lot of headache down the road when you’ve got hundreds of boards and equally as many members to manage.
Collaborating With External Stakeholders
It's always important to get the right people involved in any project. Sometimes, this means including people that are outside of your company or team. Trello Business Class makes it easy for you to add external collaborators to your team's boards. Simply invite to join the board and start getting work done right away!
If an external collaborator is involved in multiple projects (i.e. they are a guest member of more than one board), these Multi-Board Guests will be charged the same as team members. So make sure that they need to be on the boards to which they are added. Business Class Team admins have the additional ability to approve all Multi-Board Guests, to control how information is shared with external parties.
Plan to Power-Up Specific Workflows
Arguably the best feature of Business Class is the ability to integrate all of your favorite tools by using Power-Ups. Context switching is one of the worst destroyers of productivity, and moving between different programs to complete a task is a surefire way of interrupting concentration on the task at hand.
Think about parts of your current work process where required info or tasks slow you down the most, and outline the ways that your team should be using Power-Ups to overcome those roadblocks:
- Avoid losing momentum: On any card, choose “Remind me about this card in 1 hour” to have a Slack reminder ping you to complete your task without risking the distractions of busy channels in Slack itself:
- Skip meeting confusion: Enable the Google Hangouts, appear.in or join.me Power-Ups to have a persistent meeting link attached to the associated boards so that everyone knows where to go.
- Save valuable search time: Power-ups like Package Tracker, Github and Zendesk all update in real-time so that you can see the latest status fast.
And, while you may clearly see the benefits of adopting these new workflows, others may have a harder time getting used to the flow. That’s why we like to have “How to use this board” cards on each board to guide members on workflows and best practices.
Providing easy access to reference material and instructions right in Trello is what avoiding context switching is all about!
Make Trello Intuitive For Your Team
While you’re getting ready to move to Business Class, it’s a worthwhile step to think about the onboarding process. After all, this is an investment you’re making in your team, and you’ll want to get the most out of it. Here are three major areas of Trello onboarding to plan for:
- Education: We have a pile of on-demand webinars that you can set up for your teams to watch (preferably with snacks), or you may even want to grant power users from within your company a lunch session or tutorial time to teach others how to get the best from Trello. A lot of people like to use Trello for personal planning, too, so that might be a fun place to start with introducing the tool to new users.
- Creativity: Business Class gives all members the creative license to choose board backgrounds, attach stickers to cards and lists, as well as integrate GIFs. We think you should always have a little fun while you work! The most important creative aspect of Trello, however, is that it is a horizontal tool, meaning that projects and workflows can be designed any way you like. By giving your team members a blank canvas, you are giving them the opportunity to accomplish goals in the way that is intuitive for them.
- Easy Access: Team use of Trello is easiest when it’s accessible. Apps for Android and iOS move work to mobile. The Chrome extension allows you to search boards, create cards and attach web pages without leaving your current browser window. There are also many third-party apps and extensions that enhance the use of Trello for specific purposes. Take stock of how your team likes to interact with their technology, and provide recommendations for how Trello fits into their workflow.
Of course, your shiny new Business Class Trello team gets priority email support, so you can always get advice and information when you need it. You might also find this Business Class User Guide helpful when designing your Trello team strategy, and consider a demo for a detailed look at Business Class.
Tell us: What planning and/or tactics have been most useful for getting your teams on Trello productively?