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© 2015 Copyright ISC Ltd.
How I use to
support client projects
Ian J Seath
Start from the client’s perspective
 Sometimes, if a client is
relatively “immature” in
their approach to project
management the last
thing they want or need is
lots of project templates
and Gantt charts
 I use Trello as a simple
tool to help me (and them)
© 2015 Copyright ISC Ltd.
Boards, columns and cards
 Trello has its origins in
agile project management
and comprises three core
components: boards,
columns and cards
 I create a new Board for
each programme or project
 Columns capture when
work needs to be done
(week or month)
 Cards then capture what
needs to be done and by
whom, with specific
deadlines
© 2015 Copyright ISC Ltd.
First: define Trello’s columns
 A “conventional” (simple) agile board would
have columns for “To Do”, “In Progress” and
“Done”
 I find that columns for months or weeks
works better for me, for most client projects
© 2015 Copyright ISC Ltd.
To do
• Activity F
• Activity G
In progress
• Activity C
• Activity D
• Activity E
Done
• Activity A
• Activity B
Use Trello’s labels for RAG status
 My column headings might be “week commencing” for shorter
projects or “month” for longer ones and for programmes
 In the case of weekly columns, I use cards to capture activities: the
work that needs to be started or finished in that week
 Each card is colour-coded with a status such as “On track”,
“Concerns”, “Problems” or “Done”
© 2015 Copyright ISC Ltd.
Not yet started and Due Dates
 I have sometimes colour-coded Trello labels blue for “not
yet started”, but found it’s more efficient just to leave off
any colour-coding
 Any uncoloured card is therefore “not yet started” in a
particular time period; everything else is underway
 Trello also enables me to put specific due dates on each
activity, if needed, and lower levels of detail for tasks can
be added by using a checklist on any card
© 2015 Copyright ISC Ltd.
Due Date
Status:
“Done”
Multi-week activities
 If an activity spans several weeks I create a card for the
first week which says “start doing xyz” and show the Due
Date on that card
 In the week when the activity is due to end, I create a
“complete xyz” card and repeat the Due Date
 Everybody then knows exactly what is due to be started
and completed each week.
© 2015 Copyright ISC Ltd.
Longer projects and programmes
 For projects where I use the
monthly column headings, I
tend to use cards to define the
milestones and deliverables
due in each month
 I use the same colour-codes
for monthly status as for my
weekly boards
 The reason I don’t put detailed
activity descriptions on the
monthly cards is that there is
more time available in the
project for me to have one-to-
one discussions with the
people who will be doing the
work
© 2015 Copyright ISC Ltd.
Trello is a collaboration tool, but…
 Sometimes, I share the
Trello board with my
clients
 More often, I just want
them to focus on doing
what’s required and not
be distracted by having to
log into a system they’ve
not seen before (and
won’t want to update
themselves)
© 2015 Copyright ISC Ltd.
Useful Trello Extensions
 To help with reporting progress I use a Chrome
extension called Export for Trello which enables
me to export the Trello board to an Excel file
 Projects for Trello enables me to label each
card with the activity owner’s initials
 Putting their initials in {parentheses} shows up as a
label on the card and I can then filter the Excel
spreadsheet reports by person
© 2015 Copyright ISC Ltd.
In summary…
 As project manager I get all the benefits of
visual management of the project when I
work in Trello, while the client gets clear,
simple communication on what needs to be
done next and how things are progressing
 Trello’s flexibility means there is no one “right
way” to use it and it can be configured to
meet a wide range of needs (not just project
management)
© 2015 Copyright ISC Ltd.
I’m a Trello fan!
 I already use Trello to share my Project Management
resources via my blog
 Trello is such a flexible tool that it’s easy to configure it in
a way that will work for many different types of project
 Oh, by the way, it’s free! [trello.com]
© 2015 Copyright ISC Ltd.
© 2015 Copyright ISC Ltd.
• ian.seath@improvement-skills.co.uk
• 07850 728506
• @ianjseath
• www.improvement-skills.co.uk
Read more of my Project Management articles here.

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How I use Trello to help client Project Management

  • 1. © 2015 Copyright ISC Ltd. How I use to support client projects Ian J Seath
  • 2. Start from the client’s perspective  Sometimes, if a client is relatively “immature” in their approach to project management the last thing they want or need is lots of project templates and Gantt charts  I use Trello as a simple tool to help me (and them) © 2015 Copyright ISC Ltd.
  • 3. Boards, columns and cards  Trello has its origins in agile project management and comprises three core components: boards, columns and cards  I create a new Board for each programme or project  Columns capture when work needs to be done (week or month)  Cards then capture what needs to be done and by whom, with specific deadlines © 2015 Copyright ISC Ltd.
  • 4. First: define Trello’s columns  A “conventional” (simple) agile board would have columns for “To Do”, “In Progress” and “Done”  I find that columns for months or weeks works better for me, for most client projects © 2015 Copyright ISC Ltd. To do • Activity F • Activity G In progress • Activity C • Activity D • Activity E Done • Activity A • Activity B
  • 5. Use Trello’s labels for RAG status  My column headings might be “week commencing” for shorter projects or “month” for longer ones and for programmes  In the case of weekly columns, I use cards to capture activities: the work that needs to be started or finished in that week  Each card is colour-coded with a status such as “On track”, “Concerns”, “Problems” or “Done” © 2015 Copyright ISC Ltd.
  • 6. Not yet started and Due Dates  I have sometimes colour-coded Trello labels blue for “not yet started”, but found it’s more efficient just to leave off any colour-coding  Any uncoloured card is therefore “not yet started” in a particular time period; everything else is underway  Trello also enables me to put specific due dates on each activity, if needed, and lower levels of detail for tasks can be added by using a checklist on any card © 2015 Copyright ISC Ltd. Due Date Status: “Done”
  • 7. Multi-week activities  If an activity spans several weeks I create a card for the first week which says “start doing xyz” and show the Due Date on that card  In the week when the activity is due to end, I create a “complete xyz” card and repeat the Due Date  Everybody then knows exactly what is due to be started and completed each week. © 2015 Copyright ISC Ltd.
  • 8. Longer projects and programmes  For projects where I use the monthly column headings, I tend to use cards to define the milestones and deliverables due in each month  I use the same colour-codes for monthly status as for my weekly boards  The reason I don’t put detailed activity descriptions on the monthly cards is that there is more time available in the project for me to have one-to- one discussions with the people who will be doing the work © 2015 Copyright ISC Ltd.
  • 9. Trello is a collaboration tool, but…  Sometimes, I share the Trello board with my clients  More often, I just want them to focus on doing what’s required and not be distracted by having to log into a system they’ve not seen before (and won’t want to update themselves) © 2015 Copyright ISC Ltd.
  • 10. Useful Trello Extensions  To help with reporting progress I use a Chrome extension called Export for Trello which enables me to export the Trello board to an Excel file  Projects for Trello enables me to label each card with the activity owner’s initials  Putting their initials in {parentheses} shows up as a label on the card and I can then filter the Excel spreadsheet reports by person © 2015 Copyright ISC Ltd.
  • 11. In summary…  As project manager I get all the benefits of visual management of the project when I work in Trello, while the client gets clear, simple communication on what needs to be done next and how things are progressing  Trello’s flexibility means there is no one “right way” to use it and it can be configured to meet a wide range of needs (not just project management) © 2015 Copyright ISC Ltd.
  • 12. I’m a Trello fan!  I already use Trello to share my Project Management resources via my blog  Trello is such a flexible tool that it’s easy to configure it in a way that will work for many different types of project  Oh, by the way, it’s free! [trello.com] © 2015 Copyright ISC Ltd.
  • 13. © 2015 Copyright ISC Ltd. • ian.seath@improvement-skills.co.uk • 07850 728506 • @ianjseath • www.improvement-skills.co.uk Read more of my Project Management articles here.