Project management with trello 101

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

All 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.
2

Trello login and installation
• https://trello.com/
• Other platforms: https://trello.com/platforms
3

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
4

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.
5
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.
6

Remind: Roles and Responsibilities
Product Owner Scrum Master
Development Team Stakeholders
7

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.
8

Remind: Meetings
Review
MeetingDaily meeting
(Status meeting)
Planning
Meeting 1
Planning
Meeting 2
Retrospective
1 Iteration
9

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
10

Creating a new card
11

Documenting requirements
• User story format:
– As <who>
– I want <what> <when> <where>
– Because <why>
12

13All Rights Reserved © Professional Management Academy - 2013
• 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.
13
Voting on cards

• Adding labels
• A label is a way of categorizing or
prioritizing a card by type,
represented by a color
• Removing
14
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.
15
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
16

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
17

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".
18

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
19

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
20

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.
21

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.
22

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.
23

Using Calendar
Mon Tue Wed Thu Fri Sat Sun Cards
24

Using Kanban board
25
Todo Doing (3) Verify (4) Done
Limit work-in-progress

Moving cards
• Click and drag a card to move it on the board
26

• 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.
27
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,
28
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.
29

• Adding Attachments • Deleting attachments
from cards
• Deleting an attachment is
permanent. There is no undo.
30
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
31
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")
32
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
33

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.
34

• Copy cards • Copy lists
35
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.
36
Archiving and deleting cards

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