Your organization’s IT team does more than reset passwords and make sure employees’ printers are configured properly. Today’s IT teams have an array of modern responsibilities on their plates. And with new responsibilities come new challenges.
Security is an issue for any company—but especially those that are cloud-based. You’ve got employees working from all sorts of devices and unsecured connections. Plus, onboarding and offboarding employees on a large scale can leave organizations vulnerable to security breaches if access to your collaboration tools is compromised. Organizations need a single location—like Trello’s Enterprise Admin Dashboard—to monitor and adjust security settings safely.
With the transformation to an increasingly digital work environment, IT professionals need centralized management of their IT infrastructure more than ever. Without a dedicated space to manage workflow, support ticket processes, and internal knowledge bases—among other tasks—your IT project management isn’t living up to its potential. But it can with Trello Enterprise.
Improve IT project management workflow
IT project managers can use Trello to improve their team’s workflow and efficiency, regardless of their methodology: Kanban, Scrum, or whatever works best for the project at hand.
For straightforward projects, PMs can use a Simple Project Board to brainstorm and move tasks from “To Do” to “Doing” to “Done.” Trello also offers team-specific boards for project management, software development and engineering, and team management, to name a few.
Try an Agile Sprint board template from our Engineering template collection to manage complex IT projects.
For more nuanced IT projects—like optimizing company-wide IT infrastructure for increased productivity—it may benefit your team to use an Agile approach like a sprint. This approach helps to keep individual team members—who are often working asynchronously—aligned toward one overarching goal. In this case, team members are working in short bursts of one to two weeks to deliver components of the overall project.
Regardless of the structure you decide on, you can use Trello’s Workflows Power-Ups to guarantee that cards can only be pulled through to the next step in your process—moved to the next section of your workflow board—if they meet the criteria you outline, so nothing falls through the cracks.
Workflows for Trello lets you define powerful rules and frameworks for IT projects.
Manage incoming IT requests
If you’re in IT, you’re probably bombarded with a slew of incoming support requests every day. IT requests can come from other internal teams or external customers—so there’s bound to be some context-switching and loss of productivity among team members. Trello can help you stay on track (check out this Support Ticket Management board) and reach a resolution quickly.
Trello’s Support Ticket Management board template can help you establish your IT support ticket flow.
Set your IT pros up for success by using a Trello card template to make sure your team members are receiving complete, consistent information and don’t have to waste time asking ticket submitters to add anything or clarify their requests. These templates can include space to add the description of an IT issue or customer information, the name of the person who should own the card, a checklist of any relevant processes, and other custom fields.
Use labels to prioritize support tickets, display ownership of tasks, or catalog requests by subject. Labels not only give your team an added layer of information but also allow them to filter and search cards with more accuracy and ease.
For more complex IT support requests, Trello’s no-code automation tool, Butler, allows users to create rules, buttons, and commands—like assigning specific support tickets to an individual team member. Butler helps IT teams automate tasks and knock out support requests more efficiently. It can also automatically sort tasks, send alerts, and help teams save time and energy. With Trello Enterprise, enjoy unlimited automation commands!
Onboard new IT employees
Your IT team may be onboarding multiple employees at once, and each employee has obligations that are unique to their position or department. All these moving parts can make it difficult for team members to stay on track. Add advanced checklists to your Trello board for onboarding IT tasks (e.g., setting up laptops, providing access to organizational software, etc.), and you won’t have to worry about skipping important onboarding steps.
Trello’s New Hire Onboarding board provides a user-friendly space to organize all onboarding resources.
A Trello board can also serve as a centralized work management tool that can help organize all the moving parts of onboarding new team members, such as:
- Useful onboarding links
- Company- and product-specific information
- Business software downloads or installation instructions
- Shipping and tracking numbers for new hires’ laptops
- Passwords and security tool information
- VPN software resources
With Trello Enterprise, IT administrators can take advantage of the Trello Admin portal to easily set permissions for onboarding employees. Admins can determine what team members are able to see, access, and create within their organizations’ workspaces. Enterprise IT leaders can also gain an understanding of how their team members are using Trello, so they can develop more efficient onboarding processes in the future.
Easy access to these important materials and accounts can help mitigate those first-day questions and requests your IT team is otherwise likely to receive. This frees up your IT team to focus on more complex onboarding tasks and big-picture tech needs. All in all, onboarding with Trello Enterprise helps new hires get up and running quickly and processes operating smoothly.
See work from every angle
While working in IT or as an IT admin, you might’ve noticed that the number of projects you’re involved in or managing and the milestones or due dates to hit are endless. Whether it be assigning sprint owners and due dates, balancing the number of support tickets, or estimating software implementation project timelines, you can see the work that lies ahead from every angle with Views (available on Trello Premium and Trello Enterprise).
IT teams can use different Views like Calendar, Timeline, Table and more to organize and visualize their work in ways they see fit to stay productive.
For instance, let’s put the use cases mentioned above into different views:
- Optimizing company-wide IT infrastructure comes with clear project ORKs and due dates. In this case, IT teams can use Calendar view to see the progression of the project with tasks, task owners and due dates clearly mapped in a month, week or day calendar.
- Incoming IT support requests never stop and are usually organized and completed in sprints of 1 to 4 weeks. With Timeline view, teams can view where each IT support request lies between a specific time frame.
- Onboarding new employees comes with many tasks and keeping track of all the tasks along with other responsibilities can hinge productivity. Get a quick glance of all assigned tasks and due dates in a list format with Table view.
Create an IT knowledge base
Gone are the days of searching through countless email threads for the nugget of information you need. Whether it’s for company FAQs or customer data, Trello provides the tools to create a one-stop shop for information seekers. When all relevant information is in one place, team members spend less time searching for answers, which ultimately improves productivity across the board (and saves your company money).
Coveo’s 2022 Workplace Relevance Report shows that the average employee spends 3.6 hours per day looking for work-related information. That’s nearly half a typical work day spent solely on searching for answers. If you’re thinking, “there has to be a better way,” you’re right.
Trello Enterprise empowers IT project management teams to centralize information with user-friendly internal knowledge base boards.
With Trello’s Team Organization Central board, you can create a knowledge base that lets team members easily search for internal or external resources and information.
IT knowledge bases can simplify anything, from troubleshooting technical issues to discovering how to submit time-off requests. They serve as a “single source of truth” for teams, and contributors can take advantage of Trello’s Power-Ups to aggregate and display information from different sources.
Let Trello show you what IT can do
Using Trello Enterprise to facilitate IT tasks makes it simple to organize and build out each component and responsibility of your department. Not only do we help make IT project management painless, we do it while maintaining the type of security that IT teams love. Discover what else Trello has in store for IT teams.
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