19/09/2017 A Simple Guide to Using Kanban with Trello

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How Do YOU Kanban? A Simple Guide to Using

Kanban with Trello
December 8, 2016 Ralitsa Golemanova

The Kanban methodology , so effectively used by Toyota in the 1960s, is all about
improving the processes of getting work done while boosting quality and productivity.
What started as a car factory system 60 years ago has turned into a productivity
solution for businesses of all types, from retail to software development.

At Hubstaff we use Trello to implement Kanban for nearly every project we

undertake. We also recommend the tool to companies of all sizes. In this post Ill tell
you why we use it, and show you how to set it up.

What Kanban is all about

Translated from Japanese, Kanban means signboard. The idea behind Kanban is
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simple yet profound. As completingIntegrations
a project involves passing through certain steps,
this agile system focuses on the different stages of the process and the quality of their
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The Kanban method is highly visual and aims to illustrate each stage within a
process and the interconnectedness between them. Even though it doesnt focus on
due dates,it improves productivity andthe quality of theresult.
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19/09/2017 A Simple Guide to Using Kanban with Trello

The basic structure of the Kanban system is a board. The board is split into different
lists that represent the consecutive stages of completing the work. Within each list
are cards.These are the smallest work units, or simply put, your teams tasks.
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The Kanban process, in essence, is moving a card (a single task) from left to right on
the board. On the left-most side is the To Do list and you gradually push the task to
completion until it reaches the Done list.Because the board offers a clear overview of
all tasks and their progress, its easy to see where any work gets stalled.

Why Trello is a good choice for Kanban

Trello is a project management tool perfectly suited for applying the Japanese
methodology to your workflow. It offers a highly visual way to organize your teams
work so that nothing slips through and gets forgotten about or blocked.
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You can create separate boards for each of your projects, or dedicate a board to
different sets of activities that your team needs to execute. Within the board you can
create all the lists you need.

In the case of a Trello Kanban board, this means you can easily set up a series of lists
that signify the different steps a task needs to undergo to get done. You can also name
the lists according to priority areas and time sensitivities.

Setting up Kanban with Trello

Below well use ourTrello account and the Hubstaff Blog board as an example when
showing you how to set up Kanban with Trello.

1. After signing up for Trello, set up your workspace or project board. Do this by
clicking on the +button in the top right of your main dashboard and selecting

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Create Board

2. Name your board based on the specific activity you would like to manage. In
our case we want to manage content creation for our blog:
create-board-title-trello
3. Create your workflow with lists. Lists arestage-based containers of all tasks.
The first list can be used as a repository for important documentation. You can
add another one where you can store all task ideas that are not currently set in
motion.For the Hubstaff Blog board we have two lists that come before the
action steps:

After creating lists for documentation, ideas, or other things that arent action
steps, create lists that match the consecutive steps that a task needs to undergo
to get from To Doto Done.

This is what they look like for us:

hubstaff-blog-trello-action-steps

4. Add cards (tasks). To do this click the three-dotted option button in the top
right of the list:list-option-button-trelloJust remember that one card equals one
task. This is essential for making Kanban work with Trello.

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5. Assign tasks. One of the features that makes a Trello Kanban board actionable is
the option to assign tasks to people. You can invite team members or other
collaborators on your board, then they will be able to follow all activity within
it.To invite someone to your board, click the Show Menu link in the top right
part of your board. Then click the Add Members button:add-members-menu
Enter the persons email address in the field that appears.

After they join your board, add them as a Member to the card/task you want to
assign to them:

add-board-member

6. Define due dates. To make sure tasks get done on time, you can set the due date
and time on the card. Trello will remind the members whenever the deadline is
approaching and if it passes.To assign a due date, open a card and click the Due
Date button on the right-hand side. After you assign a due date, click Save.
7. Color-code and label your cards. To create a label, click the Show Menu link in
the top right part of your board. Then click the More option and select Labels.
Here you will see an option that says Create a new label.Name your label and

assign a color to it: When you create the

labels you want, you can assign a label to a card by opening the card and
selecting the Label option on the right-hand side.
8. Create checklists and subtasks within tasks. Within each card you can create
subtasks in the form of a checklist. This is helpful for keeping track of different
stages of completion for a large task. Its also helpful when different subtasks
need completed by different people.To create a checklist, open a card and click
the Checklist button on the right-hand side.

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9. Move cards across lists. To follow Kanban in Trello, you must update the status
of your tasks. This can easily be completed by clicking a card, holding down on
it, and dragging it to the next list.

So, how do you Kanban?

If you have a different application you use for implementing the Japanese
productivity methodology, wed love to hear about it in the comments below.

After all, theres no one way to Kanban.

WRITTEN BY

Ralitsa Golemanova
Ralitsa is a marketing writer with a true passion for creating meaningful and
useful content. Her focus is on how individuals and teams can be more productive and
happy with their work.

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2 Comments Hubstaff Blog

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Neel P 3 months ago

Use http://redbooth.com/kanban-..., it is better than Trello's kanban board
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Dann Albright > Neel P 3 months ago

What do you think is better about it?
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