How to Use Trello as a Freelancer

Freelancers are constantly juggling projects in different stages of completion. You probably have a client who wants you to make changes to your work, a prospective client gave you a test project to see whether you are the right fit, you need to send an invoice to another client, and you still need to come up with some brilliant ideas for every job you get. Yet, all these tasks have tight deadlines, which you can’t afford to miss. So what do you do? Enter Trello.

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Trello is a flexible project management application that allows you to carefully track the progress of every project you’re working on. It has a simple and intuitive dashboard, which you can use to organize, plan, prioritize, and visually monitor work status. At a glance, you can see what’s complete, what needs to be done, and the delivery date of each task. To help you get more creative and productive, Trello integrates with other tools.

Why Use Trello?

From proposals to pitches, drafts to deadlines, and quotes to invoices, freelancers have a lot of tasks to juggle. Even if you consider yourself orderly and good at managing your work, it’s a professional practice to have a project management platform to help you document your projects, see how you are investing your time, and learn where you need to improve. With a PM tool like Trello, it becomes easier to keep your clients happy. But why Trello?

One of the biggest advantages of Trello is that it’s very flexible, allowing you to adapt it to take on any project. Whether you are a photographer, programmer, writer, or graphics designer, Trello will work for you. It’s also very visual, helping you to track the status of different tasks at a glance. It divides projects into columns called lists and the lists into tasks called cards. Let’s take a look at some of Trello’s basic features.

Board – Boards are where your lists and cards are housed. They are like file folders as they store all information regarding a project. When a user creates a board, they can invite different members to it, and the members can edit the contents of the board.
Lists – They live on the boards and are like sub-folders. They divide the board into visual sections that represent stages of the work in a project, timelines, days of the week, or anything else that defines a project.
Cards – Cards are the heart and soul of Trello. They can be added inside each list item to represent project-specific tasks, documents, checklists, task instructions, steps in the process, due dates, and others. Cards can be given labels, added checklists, assigned to team members, given start and finish dates, commented on, linked to each other, attached files, and moved from one list to another.

How Freelancers Can Use Trello

Freelancers are their own managers. The good thing about managing your work is that you set your own schedule. However, balancing different clients, schedules, and tasks can be a nightmare. If the wrong work management approach is used, you risk losing a client. Therefore, you should adopt Trello to help you organize work. Due to its simplicity, Trello has almost no learning curve, and you can start using it immediately. The more you use it, the more you realize how powerful and versatile it is.

Getting Started with Trello

Create a New Board for Each Project

Each board represents a specific project.
Boards serve as a central hub for organizing and tracking tasks.

Set Up Lists to Represent Project Stages

Divide your board into lists that reflect the workflow stages.
Examples of list titles:
- ‘To Do’
- ‘Doing’
- ‘Review’
- ‘Client Approval’
- ‘Done’

Add Cards for Individual Tasks

Cards represent specific tasks or subtasks within a project.
Examples for a writer in the ‘To Do’ column:
- ‘Research Topic’
- ‘Compile Resources’
- ‘Write Blog Post’
- ‘Attach Suitable Images’

Enhancing Collaboration and Task Management

Utilize Checklists for Subtasks

Break down complex tasks into smaller, manageable steps with checklists. This method allows you to track progress incrementally and ensures no detail is overlooked. By listing subtasks under a larger task, you can create a clear roadmap for completion. This not only makes the task less daunting but also provides a sense of accomplishment as each subtask is checked off. Checklists are particularly useful for repetitive processes, ensuring consistency and thoroughness in execution.

Track Project Progress Visually

Move cards between lists (e.g., from ‘To Do’ to ‘Done’) to easily monitor the progress of your project at a glance. This visual approach ensures you stay on top of your tasks and identify bottlenecks quickly. By organizing tasks into categories such as ‘In Progress,’ ‘Under Review,’ and ‘Completed,’ you can gain a comprehensive overview of the project’s current state. Visual tracking also facilitates team discussions, enabling everyone to align on priorities and address any delays or obstacles promptly.

Assign Tasks to Team Members

Collaborate effectively by assigning cards to specific individuals within your team directly in Trello. Clear task ownership helps avoid confusion and ensures accountability across the team. Assigning tasks also allows team members to focus on their responsibilities, reducing overlap and improving productivity. Additionally, you can include detailed instructions, attach relevant files, and tag team members to ensure they have all the resources needed to complete their tasks efficiently.

Set Deadlines for Tasks

Add due dates to cards to establish clear timelines, create a sense of urgency, and ensure tasks are completed on schedule. Deadlines also help you prioritize tasks and manage your time more efficiently. By setting reminders and notifications, you can ensure that no task is forgotten or delayed. Deadlines also encourage proactive planning, allowing team members to allocate their time effectively and meet project milestones without last-minute rushes.

Leverage Labels for Quick Organization

Use color-coded labels to categorize cards, making it simple to identify and track task priorities or categories at a glance. Labels provide a visual cue that helps you sort and filter tasks effortlessly. For example, you can use different colors to represent task urgency, project phases, or departments. This system not only enhances organization but also allows you to quickly adapt to changes by reassigning or reprioritizing tasks based on the labels. Labels also improve communication within the team by offering a shared understanding of task status and importance.

Trello Tips for Freelancers

Color Code Cards Using Labels

Assigning colors to your Trello cards based on labels can help you organize your tasks more effectively. For instance, you can use one color for urgent tasks, another for ongoing projects, and a different one for completed work. Closely related cards can share the same color, making it easier to identify their status at a glance. This visual organization allows you to prioritize your work and find tasks faster, saving time and reducing stress.

Include Images in Cards for Visual Cues

Adding relevant images to your cards can make them more engaging and easier to identify. For example, you can attach screenshots, diagrams, or icons that represent the task. This is especially helpful for creative projects or when collaborating with others, as it provides a quick visual reference to the task at hand.

Automate Repetitive Tasks with Power-Ups

Repetitive tasks can consume valuable time and even cause distractions, but Trello’s automation tools can help. The Card Repeater Power-Up allows you to create recurring tasks automatically, while Butler lets you set up custom rules, buttons, and commands to streamline your workflow. For instance, you can configure Butler to move cards to a specific list when a due date is reached or to send reminders for overdue tasks.

Set Your Board to Public for Collaboration

If you want to showcase your projects or collaborate with a broader audience, you can make your Trello board public. This allows you to interact with your community, share updates, and even receive feedback. Public boards are an excellent way to build your personal brand and connect with like-minded individuals.

Sync Trello with Your Email for Notifications

Stay on top of your tasks by linking your Trello account to your email. This ensures you receive notifications whenever there’s activity on the cards you’re watching, such as comments, updates, or changes in due dates. This feature helps you stay informed and respond promptly to any developments.

Activate the Calendar Power-Up for Scheduling

The Calendar Power-Up provides a visual overview of your tasks and deadlines in a calendar format. This is particularly useful for freelancers managing multiple projects with overlapping timelines. You can easily track due dates, plan your schedule, and ensure you meet deadlines without feeling overwhelmed.

Use Filters to Quickly Locate Cards

Trello’s filtering options allow you to search for cards based on labels, due dates, or assigned members. This feature is invaluable when dealing with large boards, as it helps you quickly find what you’re looking for without scrolling through endless lists.

Explore Power-Ups to Enhance Your Workflow

Trello offers a wide range of Power-Ups to cater to different needs. Whether you want to track time spent on tasks, visualize your project progress with charts, or integrate with other tools like Google Drive or Slack, there’s a Power-Up for almost everything. These add-ons significantly expand Trello’s capabilities, making it a versatile tool for freelancers across various industries.

By leveraging these tips and features, you can transform Trello into one of your powerful productivity tools that simplify your workflow, enhance collaboration, and help you stay organized as a freelancer.

Bottom Line

Trello can be used in an infinite number of ways. It not only helps you get organized, but it also allows you to focus on what matters. If you are a freelancer, it’s time to add it to your stack of tools. Just sign up, and you can start using it for free. You can also combine Trello with Bridge24 for Trello if you need to bring some reporting and exporting functionalities to your board.