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How to delegate like a boss (without losing control)

By | Published on | 6 min read
<span id="hs_cos_wrapper_name" class="hs_cos_wrapper hs_cos_wrapper_meta_field hs_cos_wrapper_type_text" style="" data-hs-cos-general-type="meta_field" data-hs-cos-type="text" >How to delegate like a boss (without losing control)</span>

Want to grow your business? Learning how to delegate is a must. Here's how to empower your team so you can focus on scaling.

Are you struggling to keep your team productive and competitive as you scale your business and operations? Do you feel you're at risk of sacrificing quality as you take on more and bigger projects? Are you becoming overwhelmed?

Delegating tasks and empowering other colleagues could lighten your load and free you up to focus on expanding your business, but sharing responsibilities is easier said than done.

To scale effectively, you need to create a sense of ownership among your team members, while still retaining full visibility into outcomes, progress, and results. 

The choice of the right tools is another key piece of the project management puzzle. With Trello Premium, you can take planning, tracking, and reporting to the next level so you can focus on growing your business.

1. Avoid micromanagement and increase self-accountability with advanced checklists

When you're sifting through a big project with lots of people working remotely, tasks can easily slip through the cracks if there is a lack of ownership. But when team members feel accountable for their work, they're more likely to stay on track and meet their goals. 

Create a culture of accountability by creating a checklists with Trello Premium. Adding members and due dates to subtasks will take self-accountability to another level. 

There’s no need to worry about missing due dates, because advanced-checklist due dates appear on Trello’s Calendar view and you’ll get notifications with the due date is near.  Best of all, you can configure these features with Trello’s automation.

Gif showing how to create custom checklists in Trello

2. Keep critical project information front and center with Custom Fields

Adding Custom Fields to Trello cards allows you to keep more important information at the forefront of your work, which can help you standardize your team’s processes and build more robust workflows.

Whether it’s a due date for reviewing a task, a checkbox to indicate that the task has been signed off on, or a drop-down menu to evaluate the risk, this essential project information can appear both on the back and the front of your cards.

Gif showing how due dates appear on Trello card

3. Automate routine tasks and free up time for creativity

Automation is like your robo-sidekick for team productivity, helping you create custom automations and rules to streamline your workflow and free up time for other activities. 

Automation can handle a variety of tasks, such as moving cards, adding labels, and setting due dates. Plus, it works with Custom Fields and advanced checklists–all without you having to write a line of code.

All Trello users can automate tasks and workflows at the board or card level, but with Trello Premium you don't have to worry about running out of command runs for your automations.

This means that you can improve accuracy and consistency, and team members can focus on more important and creative tasks, rather than spending their time on tedious or routine duties. This can ultimately lead to increased productivity and job satisfaction. 

Gif showing how to automate tasks in Trello

4. Get all your moving parts in line with Timeline view

Planning a project that involves multiple tasks and deadlines, not to mention different teams, requires an elevated perspective.

Timeline view makes it easy to see how all the different elements of your project work together:

  • Add a start date or due date to view your card within the project timeline.
  • Click on any card in Timeline view to add more details.
  • Drag and drop cards to make adjustments on the fly. 
  • View projects in monthly, quarterly, or yearly overviews.
  • Focus on specific aspects of the project by sorting by list, member, or label. 

Having a visual of how all the moving parts piece together makes identifying and managing roadblocks whole lot easier.

5. Don't let a due date slip by–let Calendar view keep you on track

Calendar view allows you to see cards in a date-forward format to more easily visualize when things need to get done. So it allows you to track scheduled work and manage deadlines, but it can also be used for individual task management. 

Any task that has a due date assigned to it will appear on the calendar.  By using filters you can easily check out what’s overdue.   You will also see checklist items from the advanced checklist that have due dates assigned to them.

Sync with Google Calendar or iCal, and access your calendar on the road with the mobile app.

Gif showing Calendar view in Trello

6. Speed up work with Table view

With Table view, managing tasks and cards in a list format lets you get a quick overview and also generate useful insights for your team. Sort by due dates to evaluate the progress of your project and enjoy a single view at the work in the pipeline.

Zoom in on due dates to get a granular look at specific items. From there, you can open any of the cards and alter or add information as you wish. And with filtering, you can track workload by seeing what items team members have been assigned to.

7. Make space for location-based jobs with Map view

For your projects where location is key, all of your important data with geographical context, such as  field sales, service teams on the road, and events, can be tracked with Map view. 

Cards that have location-based information will automatically appear on the Map view.  From there, you can see the cards and do some quick edits if you wish, such as adding a label. Add new locations or cards with location-based information straight from the Map view as well.

If you’re on the go, use Map view the mobile app.

Gif showing Map view in Trello

8. Optimize your team’s performance with Dashboard view

When you need to manage workloads and visualize key metrics, such as due dates or assigned cards, Dashboard view can provide workload insights, insight into potential bottlenecks, and other key project info. You’ll be presented with a bar chart, pie charts, and more that you can customize and use at any time during the project. 

The bar charts come with coloring to help you differentiate upcoming and overdue tasks. You can add as many charts as you need to represent the work in different ways or over a time period that you specify. 

9. Increase oversight without losing track of details with Workspace views

Whether you need a high-level overview or you need to manage the details your entire work portfolio, Workspace views can provide the visibility you require. 

From  people management to goal tracking across disparate teams, Workspace view allows you to create custom views that incorporate projects from multiple Trello boards.

  • Track go-to-market launch deadlines across multiple boards with Workspace Calendar.
  • Manage team member to-do’s from different 1:1 boards with Workspace Table.
  • Customize your view by using filters. 
  • Save custom sets of Calendar and Table muli-board views to bring more clarity to tasks and projects. You can go back to them at anytime.

Gif showing different workspace views in Trello

10. Stay on top of changes with Dashcards

Why not let Trello track changes in real-time and alert you when something needs your attention? Wouldn't it be great if you could do this from a Trello card on a board you already use daily? 

Using the Dashcard Power-Up, you can view and retrieve pertinent data from multiple boards at the same time. Create filters for custom sets of data across your entire Workspace for any work you want to track, such as "all my cards," "all overdue cards," or "all blocked cards.”

In the example below, if a card number exceeds a certain threshold, Trello Premium  will send an email or Slack message to notify everyone tagged on the card. 

Gif showing Dashcards in Trello

Learn more about Trello Premium

Are you ready to take your team to the next level? Learn how Trello Premium can unlock your team’s potential today. 

Try Trello Premium now


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