Across The Board

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7 Ways To Track Important Tasks In Trello

How To Track Tasks In Trello

No matter how hard you try to stay on top of everything, deadlines still come up faster than you’d like, and your job title often pales in comparison to what you actually tackle day to day. Staying on top of your important tasks is not only necessary for your sanity, but it also prevents holdups for the entire team and unneeded stress for your boss (or boss’ boss).

To help make sure that everything in your mental To Do list winds up on your board’s Done list, let’s take a look at seven ways that you can help make sure your important tasks don’t slip through the cracks.

All Your Cards, Together

Ever want to see all of your assigned cards, from all of your boards, across all of your teams in one convenient location? You can! It’s called the Cards page. To access it, click your avatar in the top right corner of Trello and select “Cards” from the menu, or bookmark this handy link.

Trello My Cards Page

On the Cards page, your assigned cards (aka the ones with your avatar on them) can be sorted by board or due date. You can choose to show cards from all of your teams or just a selected team, and filter for when the cards were last active – last day, week, month, year, or all (which might invoke the Ghost of Forgotten Projects Past.)

Sort Cards In Trello

The great thing about having the option to sort cards based on board or due date is that they provide two different ways to view your work. If a lot of your work does not involve the use of due dates, then viewing your cards by board is a scannable way to see everything relevant to you at a glance.

Trello Cards Sort By Due Date

If your work is more time sensitive and you rely on due dates, then sorting your cards based on due date will quickly surface the cards that are overdue, followed by upcoming due dates. Following that are all the cards marked done whose due dates have been met (congrats!), and then all of your cards without due dates.

Need to hop into a card to start getting things done? Click on the card to jump right in, or use Command-Click to open the card in a new browser tab. Now there are no more excuses for an overlooked card!

Stay In The Know

Sometimes you want to keep up-to-speed with what’s going on with a card that isn’t necessarily a task assigned to you. Adding yourself to the card will keep you notified, but it also means your Cards page might start to get cluttered, and it can make it unclear who is working on what.

Subscribe To Trello Card

This is where subscribing to cards comes into play. Click the Subscribe button on a card to get notifications for any important actions performed, and stay informed on the cards that you need to follow. For those that want even more awareness, subscribe to lists or entire boards, but be wary because that might mean a whole slew of notifications.

Get Your Lists Sorted Out

Sort Trello List By Due Date

Are your lists getting long and you’re worried about losing track of overdue cards that are lurking below the fold? Easily surface and automatically sort cards with due dates on a list by clicking the list menu icon and selecting Sort By Date. Watch as the cards on that lucky list magically organize themselves, cascading by due date. (Cards marked done and cards without dates appear at the bottom.)  This will sort the cards for everyone on the list, but everyone being aware of upcoming deadlines is what a shared perspective is all about.

A New View On What’s Due

While surfacing due dates on an individual list can be super helpful, visualizing due dates across your entire board is priceless. Enable the Calendar Power-Up to bring a new view to what’s due and see all of the cards on the board in a weekly or monthly timeline, allowing you to see the order of cards that might be spread across different lists.

Trello Calendar Power-Up

If a due date needs to change, just drag and drop a card on the calendar to a different date, and the due date on the card will update automatically, notifying everyone on the card that there’s been a change. Plus, the Calendar Power-Up works in Trello on your mobile devices, so you can stay up to date no matter where you are.

Q Is Just For You

The ‘q’ shortcut is another way to quickly surface the most important cards—yours—while scanning a Trello board. Tap ‘q’ on your keyboard and instantly remove from view any card of which you are not a member.

Trello Q Keyboard Shortcut

This comes in handy not only when you need to bring some focus to a busy board, but it’s also great for 1:1 meetings with your boss. Before the meeting, filter your board with the ‘q’ shortcut and then copy and paste the board link in your browser and send that to your boss. They will be able to see only your cards as well, making for a more focused (and hopefully shorter) meeting. Pro tip: this is best utilized when you have a lot of completed work to show off.

A Power-Up For The Ages

We always talk about how Trello makes it so easy to see who’s doing what and the work getting done, but what we don’t often see is the work not getting done.  Whether it’s because a card has gone cold, been deprioritized, or simply ignored, at first glance it can be hard to tell when a card was last active.

Trello Card Aging Power-Up

The Card Aging Power-Up changes all of that by visually “aging” or fading cards as time passes without any activity, so that you can check in on tasks before they become obsolete. Plus, you can choose between two exciting flavors of card aging: regular mode or pirate mode. Arghh!

Set It And Forget It

Ever have those days where you walk into work and you just can’t even? Maybe Mondays weren’t made for filing TPS reports and you just need to focus. Luckily, just like your favorite feature on your least favorite device, the alarm clock, the Card Snooze Power-Up lets you cast away cards until a time that is more suitable for you.

Trello Card Snooze Power-Up

Simply set a date and time, hit the snooze button, and Trello will make sure to send it back to your board when you are ready. Kiss goodbye to all of that digital clutter for the time being, and rest assured you won’t lose track of it later.

What are your tips and tricks for managing tasks and making sure that nothing gets lost in the cracks? Let us know in the comments!

Next: The GTD Approach To Maximizing Productivity With Trello

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