I am not exactly a Trello power-user, but I use it on a regular basis, especially when I am juggling multiple tasks and projects.
I keep a separate board for each side project I am working at the moment and the main board for my 9-to-5 work. For the most part, I use them alone.
Basically, I start new boards the same way: a To-Do, Doing, and Done lists. After a while, I start breaking down the To-Do list into different lists, depending on what the work is about. If I am going to use a particular board alone, I eventually drop the Doing list. Otherwise, I keep it for visibility.
For example, for my Python & Django blog I have a Posts Backlog list for ideas for future posts, I also have a Improvements list for existing posts I need to address some issues (some changes on Django or someone suggested some improvements that could be done on the post).
For my 9-to-5 work, I have a list for my Ph.D. related tasks, a list for the project I’m currently working on, a list for tasks related to papers I’m working at the moment, and another list for general administrative tasks.
I try to always set a deadline for all the tasks. Except for cases that do not make much sense, for example, my ideas backlog for the blog, I usually just pick one idea and write about it.
So far so good. But here is where the problem arises: What to do with a card once it is done?
Here is what I do:
I use Trello Power-Up called Butler. It is a utility plugin to automate tasks. I create two simple rules:
- When the due date is marked as complete in a card, move the card to the top of the list “Done”;
- Every Sunday, archive all the cards in the list “Done”.
It works pretty well for me. The process of clicking on the tasks and marking them as complete give me some sort of energy boost and a perception that I’m progressing and achieving something. It is like a small victory in my day. I used to archive the tasks right away, but keeping them on the “Done” list for the week is incredibly motivating. It gives a good overview of how the week progressed. Then after the end of the week, Butler will archive everything in the “Done” list, and on Monday the board is ready for a fresh start.