Project management with trello 101

Agile Project Management with Trello 101Phung Thanh Cuong, Msc, PMP

2All Rights Reserved © Professional Management Academy - 2013

Trello Introduction

• Trello is latest collaboration tool that allow for real-time information sharing and managing your projects in agile way.


Trello login and installation

• https://trello.com/• Other platforms: https://trello.com/platforms

https://trello.com/

https://trello.com/

https://trello.com/platforms





Setting up Trello environment

For admin only:• Creating a new organization• Inviting people to your organization• Adding an admin to an organization• Changing profile photos• Enabling the Power-UP: Voting, Calendar, Card Aging• Setting the first day of the week for the calendar


The Board Sidebar

• The board's sidebar is where all of the settings and controls for the board are located, as well as the members panel and the board's activity feed.

No Sidebar?


Seeing which board members are online

• Green indicates "online now" • Yellow indicates "idle" (haven't touched the mouse on their Trello tab in

over five minutes) • Gray indicates "offline“• The blue icon: means a member is an admin of the board. Admins have

special privileges like the ability to remove members from a board or close a board.


Remind: Roles and Responsibilities

Product Owner Scrum Master

Development Team Stakeholders


Remind: Ground rules (Working Agreement)

• We commit to be honest with each other. If we have a concern, a doubt, a worry, or if we see a problem, we commit to surface it to each other immediately.

• If we are unhappy about something that has happened, or something that the other has done, we commit to surface this immediately to each other.

• We commit not to escalate a problem to upper management without first trying to work it out with each other.

• If an escalation does become necessary, we commit to letting each other know in advance, so it doesn’t catch anyone by surprise.

• We recognize that people make mistakes and have misunderstandings, and that the important thing is to find and fix the mistake or misunderstandings as quickly as we can. For this reason, we commit to each other that there will be no retribution for surfacing a problem or a concern, a mistake or misunderstanding, or for speaking honestly.


Remind: Meetings

Review MeetingDaily meeting

(Status meeting)

PlanningMeeting 1

Planning Meeting 2

Retrospective

1 Iteration


Planning Meeting 1

• Collect requirements– Creating new cards (User Story)

• User story format:• As <who>• I want <what> <when> <where>• Because <why>

– Prioritize User Story• Voting• Adding Label to card• Adding Due Date to card


Creating a new card


Documenting requirements

• User story format:– As <who>– I want <what> <when> <where>– Because <why>


• Adding / Removing a Vote

• Voting on cards can help establish priorities in projects.

• To view a list of voters, click the vote tally box beneath the card title on the card back.

Voting on cards


• Adding labels• A label is a way of categorizing or

prioritizing a card by type, represented by a color

• Removing

Adding labels to cards


• Adding• Add due dates to cards to

complete your tasks on time.

• Editing• You can edit a due date by

clicking the due date on the card back and selecting a new date or time.

Adding due dates to cards


Planning Meeting 2

• Define Iteration Shippables– Adding Checklist (S.M.A.R.T) to cards– Splitting User story if necessary

• Delegate Tasks – Adding members to the Card

• Accountable: The one ultimately responsible for the correct and completion of the task

• Informed: Those who are kept up-to-date on progress– Using Filter to view who is accountable for what

• Develop Todolist– Adding Todolist


Adding checklists to cards

• A checklist is to list out the outcomes/shippables necessary of the tasks• Make sure the shippables are S.M.A.R.T


Splitting User story

• If the shippables (checklist) is unachievable in this iteration, you have to turn items into another card by clicking the item and selecting "Convert to Card".


Adding a Member to a Card

• To add an individual to a card, click the card to open it, then choose "Members" from the right side of the card. Type the member's name or click on their avatar.

• Drag and Drop Members to Cards


Subscribing to cards, lists, and boards

• Subscriptions allow you to be notified when another user makes a change to a card in Trello.

• Subscribing to a card• Subscribing to a list• Subscribing to a board


Viewing all of your cards

• You can view all of the cards that you have been accountable and sort them by board or due date by going to your cards page.


Adding Todolist

• A todolist is a way of keeping track of subtasks within a card. • You can also mention a member to a todolist item from the drop down

menu when adding or editing an item.


Daily Meeting (Status Meeting)

• What it is: The team meets to communicate and synchronize its work.• How to:

– The ideal is to hold the Daily Meeting live via Skype each day– During the meeting, each team member answers three questions:

• What have you done since yesterday?• What are you planning to do today?• Any impediments/ blocks?

• Any impediment/block identified in this meeting is documented by the Scrum Master and worked towards resolution outside of this meeting. No detailed discussions shall happen in this meeting.


Using Calendar

Mon Tue Wed Thu Fri Sat Sun Cards


Using Kanban board

Todo Doing (3) Verify (4) Done

Limit work-in-progress


Moving cards

• Click and drag a card to move it on the board


• Notifications are represented on the Trello site with a bell shaped button in the top right corner, when you have notifications the button turns red.

Receiving Trello notifications


• Filtering cards on a board– Filter by Members – Filter by Due Date– Filter by Priority (Label)

• Removing the filter• Clicking the "x" in the green

"Filtering is on" indicator at the top of your board,

Filtering cards on a board


Commenting on cards

• Comments allow you to engage in a conversation on the back of a card.• Adding•

• Editing & Deleting• You can edit or delete any comment you make on any board. Board

admins can delete comments made by any non admins on their boards. Deleting is permanent.


• Adding Attachments • Deleting attachments from cards

• Deleting an attachment is permanent. There is no undo.

Adding attachments to cards


Card Aging

• Card aging is a power-up that helps you see cards on a board that haven’t been touched in a while

Inactive cards slowly fade out with card aging.


Validate Project Work• What it is: Review the results

of iteration. • How to:

– Review the work that was completed and the planned work that was not completed

– Present the completed work to the stakeholders (a.k.a. "the demo")

Review Meeting


Retrospective Meeting

Update Organizational Process Assets• What it is: Update OPA, archive project files.• How to

– What could be re-used for the next iterations?– Archive project files


Creating templates for cards, lists, and boards

• You can make templates for anything. For example, you could:• To Do Every Week: that contains recurring tasks and copy the list at the

beginning of the week. • Checklists: That contains checklists for all the things you need to do

something. When you have to give the presentation again, just copy the card.

• Lessons Learned: That contains lessons that you’ve learned during the project.


• Copy cards • Copy lists

Copying cards, lists


• Archiving cards• Archive cards by clicking "Archive

Card" in the Actions menu on a card's back. Or you can also select "Archive" from the card menu (the menu that appears on hover).

• Deleting cards• Click the card to open it, then

choose "Share and more" from the bottom right. You'll see a delete link in the bottom right of the menu.

Archiving and deleting cards

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Project management with trello 101