VA BEGINNER SERIES: How to Use Trello 2023 | Work From Home [CC English Subtitle]

Summary

In this tutorial, Suzie introduces online freelancers to Trello, a project management tool, emphasizing its utility for organizing business and personal tasks. She guides viewers through creating a Trello board, adding lists, and managing tasks with cards, including setting due dates and labels. Suzie also demonstrates how to invite clients to boards for collaboration and provides tips on customizing boards. The video aims to equip virtual assistants with the skills to efficiently manage client projects and enhance their professional profiles.

Takeaways

• 😀 Suzie introduces herself as a content creator focusing on work-from-home, self-development, productivity, and freelancing lifestyle.
• 🛠️ Virtual assistants should be organized to effectively manage their own business and assist clients with organizing their business and personal lives.
• 🔧 Project management tools like Trello and Asana are essential for virtual assistants to handle projects and tasks.
• 🎯 Suzie offers a tutorial on using Trello, a project management tool, to manage client projects and personal tasks.
• 📋 Trello boards are used to represent projects, with lists like 'To Do', 'Doing', 'Done', and 'For Approval' to categorize tasks.
• 👥 Trello allows for team creation and collaboration, enabling the addition of team members to boards for shared project management.
• 📝 Cards within Trello boards represent tasks and can include descriptions, checklists, due dates, and attachments.
• 🏷️ Labels can be added to cards to denote urgency, status, or other categorizations, aiding in task prioritization.
• 📆 Due dates and reminders can be set for tasks to ensure timely completion and to keep projects on track.
• 🔄 Cards can be moved between lists to reflect their progress, from 'To Do' to 'Done', with options for 'For Approval' and 'For Revision' if needed.
• 🗑️ Trello provides options to archive or delete lists and cards, and even close a board if the project is completed or no longer needed.

Q & A

What is the main topic of Suzie's content?

Suzie's content focuses on Work-from-home, Self-development, Productivity, and Freelancing Lifestyle.

What is the purpose of subscribing to Suzie's channel and hitting the bell button?

Subscribing and hitting the bell button ensures that viewers get notified every time Suzie uploads a new video.

Why is organization important for a virtual assistant?

Organization is important for a virtual assistant because clients often hire them to help organize their business and personal life.

What are the two most used project management tools mentioned by Suzie?

The two most used project management tools mentioned by Suzie are Trello and Asana.

What is the significance of updating one's resume and CV after learning new tools like Trello?

Updating one's resume and CV with new tools like Trello showcases the virtual assistant's skills and expertise to potential clients.

How does one create a new board in Trello according to the script?

To create a new board in Trello, one clicks 'Create Board', names it (e.g., 'Client 1'), and sets up lists such as 'To Do', 'Doing', 'Done', and 'For Approval'.

What is the function of the 'For Approval' list in a Trello board?

The 'For Approval' list is used to hold tasks that require client approval before they are marked as 'Done'.

How can a virtual assistant invite a client to a Trello board?

A virtual assistant can invite a client to a Trello board by clicking 'Invite' and entering the client's email address.

What can be done within a card in Trello to manage tasks?

Within a card in Trello, one can add a description, members, labels, checklists, attach files, set due dates, and add comments.

How does the process of moving a card from one list to another work in Trello?

To move a card in Trello, one can either drag and drop it to the desired list or use the 'Move' option within the card menu.

What is the purpose of the 'Get Power-Ups' feature in Trello?

The 'Get Power-Ups' feature in Trello is for advanced automation and integration with other services like Google Drive and Slack.

How can a virtual assistant delete a list or card in Trello?

A virtual assistant can delete a list by archiving it or delete a card by archiving it as well. To delete the entire board, they can go to 'More', then 'Close Board', and finally 'Permanently Delete Board'.

Outlines

00:00

📈 Introduction to Trello for Virtual Assistants

The speaker, Suzie, introduces herself as a content creator focusing on work-from-home, self-development, productivity, and freelancing. She emphasizes the importance of organization for virtual assistants and suggests project management tools like Trello and Asana as essential for managing both business and personal tasks. Suzie decides to create a tutorial on using Trello, starting with signing up for an account and creating a new board. She guides viewers through the process of setting up a board for a client, adding lists like 'To do', 'Doing', 'Done', and 'For Approval', and explains how to add tasks to these lists.

05:04

🔖 Inviting Clients and Managing Tasks in Trello

In this section, Suzie demonstrates how to invite clients to a Trello board via email, allowing them to view and collaborate on tasks. She explains the functionality of cards, where tasks are detailed, and shows how to add members, labels, and checklists to a card. Suzie also covers adding descriptions, attaching files, setting due dates, and reminders. She touches on the customization options available, such as adding a cover photo and changing the board's background. Suzie briefly mentions advanced features like Power-Ups for automation and integration but chooses to focus on the basics to keep the tutorial accessible.

10:05

🗂️ Organizing Workflow and Engaging with Clients

Suzie continues by showing how to move cards between lists to reflect the progress of tasks, such as moving them to 'Doing', 'For Approval', and 'Done'. She also suggests creating a 'For Revision' list for tasks that require changes based on client feedback. The tutorial includes instructions on archiving lists and cards, closing a board, and changing the board's background. Suzie invites viewers to share their Trello boards with her for review and encourages them to join her Facebook group, 'I'm Ready to Boss Up by BritxSui', to be part of her community.

Keywords

💡Work-from-home

Work-from-home refers to a work arrangement where employees perform their work outside of a traditional office environment, typically from home. In the context of the video, this term is central as the content creator, Suzie, discusses tools and strategies for managing work and life effectively from home. The video aims to provide guidance to virtual assistants and freelancers who often work remotely, emphasizing the importance of organization and productivity tools like Trello.

💡Self-development

Self-development is the process of improving one's skills, knowledge, and personal qualities to enhance one's professional and personal life. Suzie's channel focuses on this theme, suggesting that her audience is interested in continuous learning and growth. The tutorial on Trello is an example of self-development content, as it equips viewers with a tool to better manage their tasks and projects, contributing to their professional development.

💡Productivity

Productivity refers to the efficiency of an individual or system in converting inputs into outputs. In the video, Suzie emphasizes the importance of productivity tools like Trello for virtual assistants to manage their tasks effectively. The tutorial on Trello is meant to increase the productivity of the viewers by teaching them how to use the platform to organize and prioritize their work.

💡Freelancing Lifestyle

Freelancing Lifestyle refers to the work and life choices made by individuals who are self-employed and often work for multiple clients or on various projects simultaneously. The video is tailored to this audience, offering insights into how to use Trello to manage the diverse demands of freelancing. Suzie's advice on updating resumes to include proficiency with Trello reflects the need for freelancers to continuously adapt and showcase their skills.

💡Virtual Assistant

A virtual assistant is an independent contractor who provides administrative, technical, or creative support to clients remotely. In the video, Suzie addresses virtual assistants directly, highlighting the need for these professionals to be organized and suggesting Trello as a tool to help manage their clients' projects and personal tasks efficiently.

💡Project Management Tools

Project management tools are software applications or platforms designed to help teams and individuals plan, execute, and track projects. Suzie mentions Trello and Asana as popular project management tools among virtual assistants. The video provides a tutorial on Trello, emphasizing its utility for organizing and overseeing projects, which is crucial for virtual assistants managing multiple tasks for different clients.

💡Trello

Trello is a web-based project management application that allows users to organize projects into boards, lists, and cards. Suzie's tutorial focuses on how to use Trello to handle client projects and personal tasks. The video demonstrates creating boards, lists, and cards, as well as adding members, labels, and due dates, showcasing Trello's versatility in managing various types of work.

💡Boards, Lists, and Cards

In Trello, a 'board' represents a project, 'lists' are categories within a board (e.g., 'To Do', 'Doing', 'Done'), and 'cards' are individual tasks or items within a list. Suzie explains how to create these elements in Trello, using them to structure work and track progress. The script provides a practical demonstration of setting up a board for a client, adding lists for different stages of work, and creating cards for specific tasks.

💡Labels

In Trello, labels are used to categorize and prioritize cards. Suzie demonstrates how to add labels such as 'URGENT', 'SAVE', 'DONE', and 'NEXT IN LINE' to cards, helping to visually distinguish the importance and status of tasks. This feature is crucial for virtual assistants to manage their workload and ensure that high-priority tasks are addressed promptly.

💡Checklists

Checklists in Trello are tools used to break down tasks into smaller, manageable steps. Suzie shows how to create a checklist within a card, such as 'Color Branding' and 'Font Branding', to ensure all aspects of a task are completed. This feature is particularly useful for virtual assistants to ensure thoroughness and detail in their work.

💡Due Dates and Reminders

Setting due dates and reminders in Trello helps users manage their time effectively and ensures that tasks are completed on schedule. Suzie demonstrates how to set a due date for a task and add a reminder to prompt action before the deadline. This functionality is essential for virtual assistants to meet client expectations and maintain a professional reputation.

Highlights

Introduction to Suzie's channel focusing on Work-from-home, Self-development, Productivity, and Freelancing Lifestyle.

Emphasis on the importance of organization for virtual assistants in managing business and personal life.

Recommendation of Trello and Asana as top project management tools for virtual assistants.

Tutorial on using Trello for client project management and personal organization.

Instructions on creating a Trello account and signing in with Google.

Explanation of creating custom boards in Trello tailored to individual needs.

Demonstration of creating a team in Trello for collaborative project management.

Tutorial on setting up lists within a Trello board, such as 'To do', 'Doing', and 'Done'.

Adding a 'For Approval' list to manage tasks requiring client consent before completion.

Invitation process for clients to join a Trello board to monitor project progress.

How to use cards for tasks, including adding descriptions, members, and labels.

Utilizing checklists within cards to break down tasks into smaller, manageable steps.

Setting due dates and reminders for tasks to ensure timely completion.

Customizing the board with a cover photo to enhance visual appeal and branding.

Exploring advanced features like Power-Ups for automation and integration with other tools.

Moving cards between lists to reflect the progress of tasks.

Managing revisions by creating a 'For Revision' list and moving cards as needed.

Instructions on archiving or deleting lists and cards when they are no longer needed.

Closing a Trello board and the option to permanently delete or reopen it later.

Invitation for viewers to invite Suzie to their Trello boards for review and potential feature in upcoming videos.

Promotion of the 'I'm Ready to Boss Up' Spotlight for those interested in joining Suzie's community.

Transcripts

Hello, online freelancers. I'm back again. I'm your girl, Suzie. And I

create contents about Work-from-home, Self-development, Productivity, and

Freelancing Lifestyle. So, if you like those kind of topic, please don't forget to

subscribe to my channel and hit the bell button down below so that you'll get

notified every time I upload a new video. If you are a virtual assistant,

you, yourself, should be organized when it comes to your business or career, and

in your life. Most probably, clients will hire you because he or she

needs help in organizing his or her business side

and personal life side. So, the most useful tools you can use

to organize his business and his personal life, or whatever

projects he wants you to handle, project management tools are the most useful.

There are many project management tools but based on my friends

who are also experienced Virtual Assistants,

and also based on my current and previous clients,

the most used are Trello and Asana.

So, I thought why not make a tutorial for both project management tools?

But on this video, I'm going to share with you how to use the Trello project

management tool to handle the projects of your clients and

to just even use it for yourself. So, after watching this,

please, don't forget to update your resume and your CV that we created last time.

So that you can include Trello in the apps that you know how to use.

So, yeah. Don't forget that every time I teach a tutorial,

don't forget to update your resume and CV. So, let's dive in.

You're currently seeing my screen now. And as you can see, we're on Trello website.

For those who have no Trello account yet, you can sign up by clicking this

button up here and then you can continue with Google.

Since I've already signed up yesterday, using my new Gmail account,

so I will just click "Log In" and then "Log in with Google"

So, right now, we still don't have a board. I really made sure to use new account

so that I can make sure that I teach everything from start. Right here, you can see

the boards. We don't have boards yet.

Board is the project. Maybe we can put here the project of our first client and

another board for another client.

There are also board templates here. Most likely, these are the templates they use.

But I want you to know how to create your own board that is really

customized to your needs. So, here, you can also create a team.

For example, I have my own company. And let's put a name here.

And then here, I'll put the team description, and

"Continue" And after that, they'll ask for the email address of your team

so they can send them an invitation that you want them to be part of your Trello

boards. So, that's that. But I won't do that.

I'm just saying this one for you to know that you can create or

build a team here. Let's start making our first board. So, first board,

"Create Board". Let's say I'm going to create a board for my first client.

"Client 1" So, most likely, these are what we're going to do. And then, usually, it's "To do",

"Doing" and "Done" We call this list. List, list, list. You can add a list here.

For example, "For Approval" I always add this one, especially for my clients.

I put this here. What I did is that I just dragged it. So, before it goes to "Done" list,

I have to ask for my client's approval first. So, for example, I need to "Create Logo Company".

So, this is my first task for my client. The second one is to "Create social media accounts"

The third thing is to "Create Landing Page"

And these are my "To Do's" These are what the client wants me to do.

For the client to see what you're doing, you can invite him or her here. "Invite" and

just enter their email address. For example, I'm just going to put my other

account, my real account. And then, "Send Invitation"

So, I'm already in. And for example, this one, you can click this card,

this is called card. You can click that one and

you can put a description or your client can write the description.

You can do many things on a card. You can add a member.

I'll add "Britx Sui", my other account. And then, I can also add labels.

In the labels, you can put which are urgent. This one is "URGENT", "Save"

This one is "DONE", this one is "NEXT IN LINE"

it's up to you what label you'll put. And I will put this one as

"Urgent" and we already have a member. Then let's put

"Make sure the logo has the same branding with my website." This is just an example, guys.

So, yeah. It can be something like this. Just click "Save" for it to be seen here.

And then, of course, you can also put a checklist.

So, "Branding", it's the name of the checklist. Under it, let's say, "Color Branding", "Font Branding"

to make sure that you are using the same branding. And that's that. That's an example for the

checklist. If you're done with his branding, like the font,

you can just click this checkbox here. You can also attach a file from

your computer, from Google Drive, here. It depends but I'm not attaching

anything. You can also add a due date. For example,

I'm going to put next week, Sunday. It should be done by 8:00 a.m. and then

"Set Reminder, 1 Day Before" That's good. So, this is the due date. It's set

here. You can also put a cover. Let's say "Productivity". Let's see.

What's nice? This one. So, that's it. It has a cover photo now. But you can also put your

own cover if you will just attach a picture here. Just attach a picture here

and then, your cover will be updated to the picture you attached here in the

attach form. For this one "Get Power-Ups", it's more on

advanced. It's more on automation. Like when you move a card, it will automatically do something.

And it's more on integration for Google Drive, for Slack, and such.

I won't include that because I want to focus on the necessary things you really have to know.

And then, you can also move the card from here, which is I'm going to

put it in the "Doing" list and then "Move". If I will do this one, this card will be moved to "Doing".

Can you see it? It got transferred to the

other list. And then, I can also put a comment here, "@britxsui Please

let me know if you have some clarification." then just "Save" it and you

can attach a smiley, and attach a file here, and card here, or a board, whatever

you want to add. And then, "Save". That's that. You can also share this

one by clicking this and copying this card. But we're not going to do that.

That's for the card. But that's not the only way to move here. You can also

drag and drop the card if you're done. Everything is good.

And if it's for approval, you will just move it to the "For Approval" list. And if it's for approval,

of course, your client should've been added here already so that they could be notified that he

or she needs to check your work. And after that, if he or she is okay with it or not,

or if he or she wants you to revise something, you can also create a "For Revision" list.

You can also add another list here, "For Revision" and then drag here if they asked for a revision.

But if none, you'll move it directly here in the "Done" list. And that's it.

That's how easy it is. If ever, is it possible to delete a list?

Yes, you can delete a list. Just "Archive This List"

Can you delete a card? Yes. Just archive it. If you want to delete the board, just go here and then

"More" and then "Close Board" and then "Close" and then "Permanently Delete Board" and you can

also reopen it if you want. In the Settings, "Change Team" if you created one, you can

change it. Since we didn't create, we can't put a team here. You can also

change the background. Since this is for a website for one client, let's say

"Work from home" So, maybe it's cool if we are going to put this one. But

of course, your client should be a female. Your client might get irritated if you put this and he's a male.

It should depend on their taste. Here on the "Boards",

you can see the recent board and the personal board that you have. Yeah, that's that. And I

hope this video gives you clarity on how to use Trello boards, Trello list,

and Trello cards to manage your clients project and your personal project as

well. So, don't forget to invite me here and this email, invite me on this email.

And I'll just look at what you did on your Trello board.

And I might feature you on my next upload. So, yeah. That's that. Bye!

So, if you are done watching my tutorial and you already created your own version of Trello board,

please, don't forget to invite me to the board you created.

Please use this email displayed on the screen and I'm gonna check your work and see if

you followed my instructions and tutorials. So, before I end this video,

please, check this I'm Ready to Boss Up Spotlight.

If you want to join my tribe and want to become a Boss babes and Bosses also, then

please just research "I'm Ready to Boss Up by BritxSui" on the Facebook group or just

click the link down below. And yeah, see you inside.

I hope to see you guys on my next one. Bye!