It can also be used to organize our own work, in which case it acts as a digital personal planner that can replace a physical one. It is useful for small and large groups of people, beginners who are just getting to grips with project management, and large companies with hundreds of employees. Because it works across computers and mobile devices and stores data in the cloud, it allows access to key data wherever and whenever an internet connection is available.

It consists of so-called boards, pages that can be dedicated to a specific project or a specific team. On each board, we can create lists within these cards, which are the basic building blocks of an organization on Trello. We can assign tasks, create timelines and calendars, measure productivity, and more through these.

We can create our own board and invite the whole team. They then create lists of commitments (e.g., finance, marketing, meeting minutes) and create individual cards for each task. The cards can be assigned to the members responsible for the commitments on them, color-coded, have attachments, choose the date when the commitments are due, and set reminders. Members can comment and ask for further clarification, with the option to address only individual members or the whole board (via the @board command).

Reminders are one of the features that take the pressure and cognitive load off distracted and busy brains, as they no longer have to remember all the tasks and commitments – they can be set up to two days before the deadline.

Access to a particular board can be restricted. It can be accessible only to the members who are on it. Still, accessibility can be extended to the workspace, the whole organization (enterprise workspace), or the general public (or anyone with internet access), who, in this case, can only view but not edit. The workspace comprises several different boards and comes in handy for larger projects where, for example, one board is then dedicated to marketing only and is further elaborated through lists (blog, Instagram marketing, Facebook marketing, etc.).

It is also possible to change the way the data is viewed, but only for the paid version: the timeline view is useful for project planning, the calendar helps to manage time better, the dashboard shows the statistics of each board, and the table view links the work on each board.

For the less skilled or new to Trello, the tool offers templates for different boards (e.g., podcast workflow template, project management, social media marketing board).

Before we start with Trello, think about how we want to organize our boards. If there are fewer of them, or they are crammed with ill-thought-out lists and cards, transparency will be reduced, and so will the will to use the tool. If we cannot find our way around our own boards, we will not want to use them. Trello is just a tool to help organize (group) work, and we need the organizational skills to set it up in a way that allows us, not burdens us.