Trello is a great tool for managing projects and tasks, but it can be difficult to understand how Trello works if you are new to the platform.
This article will walk you through Trello's main features that make it such an effective project management tool. Also through this article, you can choose from various alternatives that are available instead of Trello.
It is also important to note that while Trello is a free web app, there are various apps available for different operating systems.
These apps will allow you to take your Trello boards offline, which can be very helpful when you are not connected to the internet.
What is Trello?
Trello client enables users to organize projects using boards, lists, and cards. Boards are used as categories or individual projects while lists are used as task lists within each board (more on this below).
It is a web-based project management software. Cards can be thought of like sticky notes posted upon Trello's virtual workboard; these cards serve as information containers/categories which can then be dragged around into different columns depending on where they fit about other tasks.
Trello also has an “archived” feature much like Evernote's “stars” function—cards placed here will not show up again unless you click back onto them The Trello client does not have any Trello specific symbols or text formatting, so you can simply copy and paste information into Trello cards.
Why should we use Trello?
Trello is a great way to organize all of your ideas into actionable steps that are easy to follow along with daily life goals like losing weight, learning French faster (or any other language), or finally cleaning out the closet for spring/summer to come.
Trello can also be used as a simple productivity tool on its own even if you don't plan on collaborating with anyone else!
A good example would be using it for grocery shopping lists every time you go shopping and remember something new, simply add it right then and there instead of trying desperately not to forget anything when waiting at the checkout line.
You can create an entire "to-do" list within each board so nothing gets lost under piles of papers or buried in your smartphone's endless list of apps.
Trello is available for free on iPhones, iPads, and Androids as well as computer browsers (Chrome recommended). Board creation requires an account but there are no limits with the free version!
It is also worth noting that Trello is constantly updating and adding new features, so there's always something to look forward to.
How does Trello work?
Trello uses a system of “boards” as categories or individual projects for cards (more on this below) arranged with lists as task lists within each board.
Boards can be thought of like a large workboard with virtual sticky notes, cards allow you to group the information within lists and move them around as needed.
To organize our lives with Trello we use boards for things such as:
- Routines (ie: work, home, meal planning/prep)
- Projects (ie: house renovations, trip planning)
- Goals (ie: save up for that new leather couch, pack for or complete a weekend getaway with the girls/boys)
- Tasks (ie: pay bills, clean the house)
- Life events (ie: weekend plans, celebrations)
The Trello web app is easy to set up and navigate but there are plenty of clients available for different operating systems.
Here's a list of the apps available:
- Desktop (Mac, Windows)
- Mobile (iPad, iPad Mini, iPhone, Android)
- Tablet (Android Tablet)
- Browser-based (no need to download anything!)
There is no one size fits all solution but the most popular clients are the Trello web app, Windows desktop app, and Android tablet.
Some may find it useful to have all of these apps installed on their phone/tablet so cards can be added from anywhere.
How to use Trello?
Trello is a great way to organize your tasks and ideas. It's free for everyone, so you can't beat that!
You can start using Trello by creating boards that are categories of different projects or things you want to get done.
Within each board, there are lists for individual cards with tasks on them which you can color coordinate as well if need be.
The amount of detail in the card depends on what it represents but I use mine mainly as checklists where I go through all the items one by one checking off when they're complete.
That way at any point later down the line, I have an idea of how much work has been completed instead of having everything just jumbled together in my head.
I also like to use Trello when I come up with an idea that doesn't necessarily need action right away but is something that might be useful later on. That way it's just waiting there until the time comes when I want to do whatever it was so you don't forget about it.
Pros of Trello:
Trello is a great tool for project management, mainly because it's so flexible and easy to use. Some of its pros are:
- It has an intuitive design which makes organizing tasks very user-friendly. One can simply drag and drop cards around on their boards as needed; they can also edit the card titles whenever they want.
- Trello offers various templates that make getting started with new projects quick and simple too!
- There’s no need to spend hours building out complicated Gantt charts or mind mapping diagrams like you would have had to do in Excel – just start typing your task names into lists on your Trello board and get going right away!
- Another awesome thing about this app is that it is completely free to use. There are no limits on the number of boards, members, or cards you can have in your Trello account either.
- Trello is a very versatile program that can be used in nearly every aspect of your life.
- It’s easy to use and intuitive so you can get started right away.
- Trello also offers a mobile app for iOS, Android, and Windows devices which makes it easy to keep track of everything on the go. You can access everything you need on your smartphone or tablet at any time, no matter where you are!
- Trello is also constantly updated with new features so you can always look forward to something new.
- You can also share your boards with friends, family, or co-workers so you don't have to work alone.
- It is a very organized way of tracking your to-do list and being able to check important tasks off as you go along.
- Organizing your life with Trello can help you stay more productive, efficient, and organized overall!
Cons of Trello:
With so many benefits every software has its cons. Here are a few cons of Trello:
- The UI can be unintuitive and confusing at times, but it's easy to get used to with a little practice.
- There is no way to edit or delete tasks once they've been created on an active board (although you can move them around). You have to delete the entire board and recreate it with a different name.
- Trello doesn't offer any real team management tools, so if you want to manage users or define access levels for individual boards/cards, you'll have to pay for an additional Trello Power-Up license.
- Although the integrations are nice, they can sometimes be buggy. For example, if you try to use Google Drive with Trello on an older version of Chrome (pre v46), it won't work.
- Trello is a great project management tool that you can use for any kind of task. It's very flexible and easy to use, so it's an app that anyone could benefit from having.
- It also automatically syncs between all your devices so you can access everything no matter where you are! I recommend trying it out.
- It is available for free on both iOS and Android devices when you sign up for an account. There are no limits to how many boards, cards, or people you can add so you can jump right in and start organizing right away! You can also try out a demo board before signing up if you want.
- As always I recommend trying out the software yourself to get a feel for how it works. Trello has a free trial period of 30 days, so you can try it out as much as you want before subscribing.
- In conclusion, if you're looking for a great project management tool that's easy-to-use and FREE then I suggest using Trello as your main app for managing tasks.
- However, if you need to manage users and access levels, there are paid alternatives out there like Asana and Podio that offer this service as well. They both offer a free trial period like Trello does so you can try them out and see which one works best for you.
BEST ALTERNATIVES TO TRELLO:
We recommend trying Trello and its other alternatives since there are the best alternatives to Trello.
Trello vs Asana:
Trello vs Asana is an interesting question that comes up time and again. I used Trello for years thinking it was the best thing since sliced bread, but after using both sides by side recently (and getting work done) I’ve realized there are some pretty big advantages to using Asana over Trello if you need a project management tool or task manager.
- Asana comes with a free plan. Trello has no free plans for teams.
- Asana is more intuitive and easy to use than Trello as it offers three main panels (projects, tasks, comments ) instead of trying to cram everything into one panel as Trello does.
- Asana lets you track projects and assign them to specific users. Trello only lets you manage boards and cards, so your "projects" are more or less just categories for organizing your boards.
- Asana offers a mobile app too which makes it easy to access all your tasks on the go. It's very useful for teams that depend on being able to access their projects 24/7.
- Asana's desktop app makes it easy to drag and drop files, comments, updates, etc. directly into their respective spots in the program without having to keep switching between screens as you do with Trello.
- Trello offers integrations for Slack, Gmail, Google Drive, Dropbox, Box, MS Project, JIRA, Zendesk, Asana, Zoho Projects, Podio, Evernote, Salesforce, Twitter, and many more.
- Trello has a cute penguin mascot! Asana has a cute little robot mascot.
Some of these benefits of Asana includes
- Ability to create projects under other projects, this way everything related to one client lives in just one project instead of being spread across all your boards like with Trello where things can get lost easily.
- Team members have their subprojects so they know what everyone else on the team is working on at the same time and can easily collaborate.
- Assign tasks to team members under a project so everyone is on the same page with what needs to get done and when even if they aren’t assigned directly to do it themselves.
- Ability to manage multiple projects at once, Trello doesn’t allow this which means you need separate boards for each client or business that requires its task management system.
- Asana allows people in different locations than your main office location (or no physical location) to still be able to use their account and access all of their work/projects from anywhere there is an internet connection available without having them create additional logins like Trello would since they only offer a single login.
- Asana’s calendar view makes it easy to see who is doing what right on the main page without having to click into a project or go down a million rabbit holes like Trello where everything seems random and out of order from what I need at the time.
As you can see, there are some pretty big differences between these two task management tools that make using Asana over Trello for your business worth considering.
We switched here recently after getting fed up with not being able to do things in Trello that were basic functionality offered by other more modern project management software such as Asana which has been around much longer.
Trello vs SuiteDash:
Trello is a tool that most people use to keep track of their tasks. The best thing about this task manager app is how it's very simple and easy to understand by anyone, unlike many other project management apps which are rather complex.
SuiteDash offers even more features than Trello. For example, you can create a Gantt chart from your projects, which is an important feature for project managers. However, if you're not looking to spend money on this kind of software then Trello might be the better option.
Here's an overview of the differences between the two tools.
1. Gantt charts - SuiteDash offers a great timeline that you can use with your projects, which allows project managers to stay on top of their tasks and deadlines.
Trello lacks this functionality, making it less useful for professional project management tasks.
2. Collaboration tools - SuiteDash offers a lot more collaboration features because it allows you to add people to a project and give them access rights to the projects they need.
Trello lacks this feature too, making it much less useful for collaboration between teams or individual members, especially when compared with SuiteDash.
3. Basic features - SuiteDash offers a simple and intuitive task management system for teams.
Trello has much less functionality in this area, making it more suitable for individual project management purposes rather than team collaboration workflows.
4. Pricing - Trello is free while SuiteDash offers several plans starting at $19/month after a 14-day free trial.
Trello vs ClickUp
Which is the best project management software?
This question gets answered with a comparison between Trello and ClickUp. Both tools offer fast, simple workflows that let people focus on getting things done instead of worrying about how to do it all.
People can create tasks for themselves or assign them directly to team members via email or Slack chat messages they don’t even have to be signed up for the tools.
Here's an overview of the differences between the two tools:
1. Structured vs Unstructured - There is a big difference in terms of structures offered by Trello and ClickUp; where Trello has no structure, ClickUp offers project templates and custom fields to get organized ASAP.
2. Add-ons - Trello doesn’t offer any add-ons, while ClickUp has an extensive collection of Google Chrome extensions.
3. Privacy & Security - ClickUp takes security and privacy very seriously. User data is encrypted with AES-256 encryption standard, while Trello has received multiple complaints regarding their lack of secure password storage policies in the past.
4. Collaboration - Trello offers free unlimited collaborators on your boards when you upgrade to a paid plan (just like ClickUp). On the other hand, ClickUp offers 3 levels of the plan (Free, Pro & Team) ranging from $50/month to $500/month.
5. Pricing - Both tools offer free plans which are very limited but still perfect for solo users or small teams that can manage their tasks without any help.
Trello vs Zoho Projects
Trello vs Zoho Projects are both great tools for organizing tasks, but which is right for your business?
Well, let's find out by comparing the two project management tools against each other.
1. Intuitive - Trello has a very simple interface that makes it easy to use even without any prior experience.
Zoho Projects has a complex layout which might make it difficult for businesses to use, especially those that don’t have the time to learn the tool completely and integrate it into their workflows.
2. Collaboration - Both Trello and Zoho Projects offer team collaboration features that allow multiple people to access and manage projects.
However, Zoho Projects lacks some of the collaboration features available on Trello such as task delegation and flexible notifications for more efficient teamwork.
3. Pricing - Trello is completely free to use with plenty of limitations such as limited storage space, no complete integration with other apps, and paid collaborators without any report functions.
Zoho Projects offers several pricing plans starting at $25/month for unlimited users with some collaboration features.
Trello vs. Wrike
Which project management tool is better? This short comparison between Trello and Wrike will help you decide which of the two tools might be the best suited for your business needs.
1. Security - Both tools are considered safe when it comes to security because all user passwords are hashed and encrypted, but Wrike doesn’t store them in their database which makes it more secure.
2. Simplicity - Trello is very intuitive with an easy-to-use interface where you can just start adding tasks into relevant lists that you can access via a mobile app.
Wrike offers a simple yet highly effective interface for users to create customized workflows.
3. Collaboration - Wrike is the clear winner here, as it offers deep collaboration features such as task delegation, comments within cards, and prioritization tools to make teamwork easier than ever before.
4. Integration - Trello is compatible with most apps, making it easy to integrate with your business needs.
However, Wrike offers more options thanks to its APIs and Zapier integration, which allow for deeper automation processes within the platform.
Trello is great for organizing projects and managing their progress, but there are many other alternatives to these products which may suit you better depending on the type of project or your work style.
You can check out our full list of Trello alternatives here and if they're not enough, try looking into applications Planner for more features that might suit your workflow.
We hope this list helped you find the right project management tool for your needs, Try them out and pick one that suits your needs best!