Having the right systems in place can make all the difference to how you grow your business. There’s no shortage of online tools and systems out there but a staple of mine is Trello. I am quite literally on Trello every single day.
As a free online tool, it is simple-to-use and very easy to customise so that it fits in with you, and your business processes. You can create as many boards as you like and invite your team to join these boards so they can move your projects along. You don’t need to be tech-savvy to use it, and the free version gives you everything you need.
If you’re coming in cold, I’d recommend reading a previous post I wrote introducing the Trello basics. But if you’re already a happy camper in the Trello environment, here are three Trello boards that can help you get more out of the tool.
Trello Board #1: The Company Overview Board
As you grow, it becomes important to create a birds-eye view of your entire business, your big priorities and the different projects relating to each priority.
What I Love About It:
- This board starts with the bigger picture on the left and narrows down to smaller projects to the right.
- It offers links to project-specific Trello boards, Slack channels, etc. so that everyone knows where to find that next level of detail information if their role requires this.
Trello Board #2: The Sales Pipeline Board
Ever wish you had a clear view of your entire sales pipeline, including lead source, status, conversation history and outcome?
With Trello, you get a real-time visual that makes it easier to keep on top of and even in its simplest form, a Trello board is a gazillion times better than handwritten post-it reminders, and emails being filed in separate folders.
But really, while it’s great to be organised, the real driver behind using a board such as this one is the optimised workflows and long-term business performance that comes out of being organised and having a business system in place.
What I Love About It:
- It’s very straightforward. Each client is represented by a card. There are three coloured labels, each one denoting whether a lead is hot, warm or cold. And cards get moved across each of the seven lists, one for each stage of the sales pipeline.
- You could use this board as a central spot for all your sales scripts, presentation slides and lead/client info. Even better, encourage a culture where your team can add new email templates and such resources that help everyone do their jobs better, faster. Over time, the information you capture on this board can also inform your overall business strategy.
- You can very easily extend the use of this board by using it to flow through into a client onboarding board. You could also adapt this board to use it for any contact management system you need. Examples of similar systems that I have created in the past include podcast guest management and affiliate member management systems.
Trello Board #3: Blogging Plan
When planning your blog content for the year, you’ll need a system that allows you to do more than just list topics, keywords, and links. Trello is a great choice for creating a blog content calendar that is as savvy as you are.
So I’m going to show you two ways of doing this. Here’s the first:
What I Love About It:
- I love how this board is driven by all the steps in the process that it takes to get from idea to published + promoted. It’s clean and there’s just something about physically being able to move a card across the board.
Now, here’s how I prefer to structure my blog content calendar:
Why This Works For Me:
- This board is the perfect blend of high-level strategic thought processes and the nitty gritty of getting each content piece out there.
- I have a full view of monthly content themes and the corresponding blog post topics. I have access to my Google Analytics reports and keyword research in the one spot. I know exactly what the next 12 months look like, but I also have a view of the big deadlines in front of me right now. Also, the template checklist I use keeps me on the straight and narrow!
Tip: You can use Trello to manage your content ideas too. As an example, if you have content ideas for blog posts, ebooks, videos, and podcasts, create a list for each type of content. Then have one list for In Progress, another list for For Review, and a final list for Published & Promoted.
When it comes to using a particular Trello system, you could do one of three things:
- You could simply copy one of these systems and use it as is.
- You could copy one of these systems and make it yours with small tweaks that better suit you and your setup.
- Then obviously, you could create a board from scratch using these as your source of inspiration.
All are good options and really, there are no rules. It’s just a matter of finding a setup that makes the most sense for you and your team, so that it eases the process of managing an aspect of your business, not burdens it.