Difference between revisions of "Trello"

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<font size="6" face="verdana" color="#ff00ff">'''This page needs revision to be brought up to date with our [[Guerrilla Translation Reloaded Full Report | 2018 Relaunch]]</font>
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=== '''Trello''' ===
== About Trello ==
 
According to [https://trello.com/landing its own literature] Trello is "...the fastest, easiest way to organize anything, from your day-to-day work, to a favorite side project, to your greatest life plans". It certainly works for us and we want to make it work for you too!  Trello was developed by a company called [http://www.fogcreek.com/about/ Fogcreek Software]. They're a worker-owned company with a sustainable business model which you might to know a little more about:
 
  
"Fog Creek is owned by its employees. We don’t have outside investors, so we’re free to do things based on the long-term interests of the company. We pay our bills and fund new development with the revenue from our products, and we’ve been profitable since day one. Profits that aren’t reinvested are distributed to employees.
 
  
A key to keeping Fog Creek sustainable is making sure the work environment is fantastic. We believe that the way to be most productive is to work normal 40-hour weeks. We save the “emergency death march” routine for actual emergencies (like when Hurricane Sandy threatened to cut power to our data center). We don’t manufacture crisis after crisis to keep teams running on adrenaline. Rather, we provide them with interesting challenges, amazing colleagues, and opportunities for development that match their goals."
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<span style="font-weight: 400">Trello is based on the Japanese workflow system of </span>[https://en.wikipedia.org/wiki/Kanban <span style="font-weight: 400">Kanban</span>]<span style="font-weight: 400">. Kanban is a scheduling system for lean and just-in-time manufacturing. It is characterised by the use of cards on boards. As the wiki entry on </span>[https://en.wikipedia.org/wiki/Kanban_board <span style="font-weight: 400">Kanban boards</span>]<span style="font-weight: 400"> explains </span>
  
Nice place, we're happy to use their software!
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<span style="font-weight: 400">"Kanban boards visually depict work at various stages of a process using cards to represent work items and columns to represent each stage of the process. Cards are moved from left to right to show progress and to help coordinate teams performing the work. A Kanban board may be divided into horizontal "swimlanes" representing different kinds of work or different teams performing the work.</span>
  
== Trello usage in GMC ==
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<span style="font-weight: 400">Kanban boards can be used in knowledge work or for manufacturing processes.</span>
=== Overview ===
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Trello is the tool we use to organize projects and tasks. A "project" usually refers to a translation project, be it an article, video, webpage or book. Tasks are activities related to the construction, maintenance and development of the Guerrilla Media Collective
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<span style="font-weight: 400">Simple boards have columns for "waiting", "in progress" and "completed" (or "to-do", "doing", and "done"). Complex Kanban boards can be created that subdivide "in progress" work into multiple columns to visualise the flow of work across a whole value stream map."</span>
=== What it is, what it's not ===
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<span style="font-weight: 400">As seen above, a Kanban board can be thought as a place to organize post-its with "to-dos" within a timeline. The post-its contain information on what task needs to get done. </span>
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'''Trello is a digital version of a Kanban board'''<span style="font-weight: 400">. It allows us to have access to the different boards and cards and edit them in real time. It also provides additional features that would be impossible on a physical board with post-its, including comments, hyperlinks, checklists, etc.</span>
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<span style="font-weight: 400">As our system is complex, we have different boards for different areas. In fact, our Trello boards are hierarchically organized in the same way that we organize all our tools with the four main areas (Livelihood, Love, Care and Projects) and all the subareas — which in turn correspond to the working circles. </span>
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=== '''What we use Trello for''' ===
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<span style="font-weight: 400">Whether it's translation or developmental or carework tasks, Trello cards help us organize collectively. We use Trello to compile all needed resources for any given task. This includes instructions on how to do the task (so any member can contribute), important hyperlinks, checklists, due dates, etc.</span>
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<span style="font-weight: 400">If we take a pro bono translation as an example, a card is created once a translator and an editor have decided to take on this task. The card will include links to the original article, the author's bio, or the final translation once it's published. Apart from links, it will reflect the due dates that the translator and editor have agreed on</span><span style="font-weight: 400">, will provide checklist items for tasks needed and storage for document files, featured images etc. In fact, as Trello is a "quiet space" for those working on a particular task, we often use it to provide each other with updates on the progress of a task via it's comment function. The comments are tied to the specific task, so we don't want to lose them on Slack, yet they may not be relevant to the whole group or appropriate for Loomio — so we keep them in Trello.</span>
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=== '''What Trello is (and isn't) for''' ===
  
 
'''Trello IS for:'''
 
'''Trello IS for:'''
  
- Workflow and project management.
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* <span style="font-weight: 400">Workflow and project management</span>
- Specific tasks (cards)
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* <span style="font-weight: 400">Specific tasks (cards)</span>
- Attaching documents that have to do with specific tasks
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* <span style="font-weight: 400">Attaching documents that have to do with specific tasks</span>
- Setting deadlines in tasks
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* <span style="font-weight: 400">Having conversations specific to the task</span>
- Getting shit done.
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* <span style="font-weight: 400">Setting deadlines in tasks - Getting shit done</span>
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* <span style="font-weight: 400">Providing easy to follow "checklist recipes" for repeated tasks</span>
  
 
'''Trello ISN'T for:'''
 
'''Trello ISN'T for:'''
  
- Having long discussions (use Loomio)
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* <span style="font-weight: 400">One on one conversation, off-topic stuff and quick check-ins (use Slack)</span>
- Voting on decisions (use Loomio)
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* <span style="font-weight: 400">Working circle real time communication (use Slack)</span>
- Writing collaborative documents (use Co-ment)
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* <span style="font-weight: 400">Having long discussions (use Loomio)</span>
- A searchable repository for information (use the Wiki)
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* <span style="font-weight: 400">Making announcements everyone needs to see and acknowledge (use Loomio)</span>
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* <span style="font-weight: 400">Voting on decisions (use Loomio)</span>
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* <span style="font-weight: 400">Figuring out how we work and how we go forward (use Loomio)</span>
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* <span style="font-weight: 400">Writing collaborative documents (use G-Drive)</span>
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* <span style="font-weight: 400">A searchable repository for information (use the Wiki)</span>
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=== '''How we use Trello''' ===
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'''Suggested bookmark for BTBW'''<span style="font-weight: 400"> With Trello we recommend that you have a bookmark for carework and another for lovework. Trello allows for several views of each work area. Among these the </span>[https://trello.com/guerrillamediacollectivemanagement/cards/due <span style="font-weight: 400">Due Dates</span>]<span style="font-weight: 400">, </span>[https://trello.com/guerrillamediacollectivemanagement/cards/due <span style="font-weight: 400">Assigned Cards</span>]<span style="font-weight: 400"> and </span>[https://trello.com/guerrillamediacollectivemanagement/highlights <span style="font-weight: 400">Highlights</span>]<span style="font-weight: 400"> are the most useful. Check them out, familiarise yourself with these views and choose what fits best. </span>
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<span style="font-weight: 400">Once a task has been defined and named, a Trello card will be created in the appropriate Trello board for its area/subgroup (and following the same naming convention as the Clockify entry and Loomio thread). </span>
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==== '''Columns in Trello boards''' ====
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'''The different areas don't have the same column structure'''<span style="font-weight: 400"><nowiki>: translation is very different from carework – for example, love work from livelihood – so each of these boards have custom columns to best reflect task progression. Project area boards, for example, are entirely custom made, although they follow some patterns. On the other hand, within carework itself, boards such as "Inbox" and "Dating" also break from the normal carework board template. The best way to familiarise yourself with these differences is just by browsing the board (use the tools </nowiki></span>[https://mind42.com/public/09cb83da-da94-4644-be17-64becb4c31f6 <span style="font-weight: 400">Mindmap</span>]<span style="font-weight: 400"> and </span>[https://docs.google.com/spreadsheets/d/1r7BTeTWO5SgICgxRrOHRLc_6FBirwiqS3cIb9DwU5g8/edit?usp=sharing <span style="font-weight: 400">Spreadsheet</span>]<span style="font-weight: 400"> or the [https://docs.google.com/document/d/1BJ6GMJYiplaPAp6Lobi0h96xikMCRnPX9fTRyjLpRqA/edit# Handbook] section</span><span style="font-weight: 400"> for all Trello organizations</span><span style="font-weight: 400"> and boards). </span>
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<span style="font-weight: 400">For the rest of this entry we will be using a typical care area scenario and, in particular, </span>[https://trello.com/b/aNEcdPuy/community <span style="font-weight: 400">the community board</span>]<span style="font-weight: 400">, as all members are part of that working circle and, therefore, included in this board. It also has the same template as most of the carework boards</span><span style="font-weight: 400">. </span>
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<span style="font-weight: 400">From left to right, the columns are:</span>
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* '''Static and Ongoing: <span style="font-weight: 400">Reference cards and recurring tasks that don't have a specific end/completion date.</span>'''
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* To Do: <span style="font-weight: 400">Ideas that have been brainstormed and discussed but are not a priority.</span>
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* Next Up: <span style="font-weight: 400">Tasks that have been prioritised to move to the next two columns (once more urgent tasks are completed).</span>
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* In process (mid term): <span style="font-weight: 400">Important tasks that need to be kept present and cared for ongoing, but are not necessarily first priority/urgent.</span>
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* In process (short term): <span style="font-weight: 400">Urgent or pressing tasks. This is where the bulk of our </span>[https://docs.google.com/document/d/1BJ6GMJYiplaPAp6Lobi0h96xikMCRnPX9fTRyjLpRqA/edit#heading=h.5c71ad9s12p2 <span style="font-weight: 400">biweekly work</span>]<span style="font-weight: 400"> lies.</span>
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* Done: <span style="font-weight: 400">Task completed, yay! We keep the cards here for reference.</span>
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==== '''Cards in Trello''' ====
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<span style="font-weight: 400">On the "Static and Ongoing" column you will always find a </span>'''Template'''<span style="font-weight: 400">. Templates are specific for each board. Let's take the </span>[https://trello.com/c/lNz7blvq/42-template-card-please-read-description-copy <span style="font-weight: 400">Template card in community</span>]<span style="font-weight: 400"> as a practical example, as it’s representative of most templates.</span>
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<span style="font-weight: 400">When you open the card, the first thing you want to do is to copy the card. Follow </span>[https://help.trello.com/article/802-copying-cards-lists-or-boards <span style="font-weight: 400">this link</span>]<span style="font-weight: 400"> to learn how to do this (the instructions are also in the template card). Once you've copied it, </span>'''exit the template card to start working on the new card'''<span style="font-weight: 400">. You can now move the card to the appropriate column and begin filling it in by using the template. Let's walk through the sections of the template now:</span>
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** '''Overview:'''<span style="font-weight: 400"> A short description of what the task is and what it entails. It's usually no longer than a paragraph and, often times, the same as the Overview in the corresponding Loomio thread (if any).</span>
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** '''Links:'''<span style="font-weight: 400"> Include any links</span><span style="font-weight: 400"> relevant to the task here. These may include:</span>
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*** <span style="font-weight: 400">Corresponding Loomio thread</span>
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*** <span style="font-weight: 400">Corresponding Wiki article</span>
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*** <span style="font-weight: 400">G Drive folder for the task</span>
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*** <span style="font-weight: 400">Websites or useful links</span>
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*** <span style="font-weight: 400">Links to collaborative documents for the task</span>
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*** <span style="font-weight: 400">etc</span>
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** '''Task Objective and Optimal Completion Date:'''<span style="font-weight: 400"> Clearly describe the task's desired outcome. Completion date is when you expect the task to be finished. </span>'''This is not the same as the card's due date'''<span style="font-weight: 400">, as we will see below.</span>
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** '''What question/need does this task answer?: '''<span style="font-weight: 400">Describe why this task was created. This section can feel a bit pedantic but what may be obvious to you as the card maker may be not be apparent to someone who wants to pick up the task. It's also a good litmus test to ensure clarity of purpose.</span>
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** '''Instructions:'''<span style="font-weight: 400"> Give relevant, clear instructions for team members to carry out the project. General instructions that may be needed for reference are mentioned in this section, but specific tasks are listed in checklists.Mention any checklists here.</span>
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* '''Correspondence<span style="font-weight: 400"><nowiki>: This is a space for hyperlinking to specific emails (or email labels, when there are several emails) incumbent to the task at hand. Learn how to do that </nowiki></span>[https://www.labnol.org/internet/gmail-emails-have-permanent-web-address/6811/ <span style="font-weight: 400">here</span>]<span style="font-weight: 400">. </span>This is an individual task<span style="font-weight: 400">. Although a group may be copied in a relevant email, the email url will only work for one individual (the email account holder). To get around this problem we a) Describe what email/s we are linking to and b) Create individual links for everyone involved, using initials. For example, this is what the correspondence links look like for Bronagh Gallagher (BG) and Stacco Troncoso (ST) in </span>[https://trello.com/c/1ALrCvyF <span style="font-weight: 400">this card</span>]<span style="font-weight: 400"><nowiki>:</nowiki></span>'''
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<span style="font-weight: 400">Another way of sharing correspondence (when it's particular important or incumbent to the task) is by copying and pasting it in one of the comments. Gmail for example has </span>[https://www.bettercloud.com/monitor/the-academy/forward-vs-forward-function-gmail/ <span style="font-weight: 400">a useful forward all function</span>]<span style="font-weight: 400"> from where you can copy entire email threads sequentially. Dump the text on a note, but then hyperlink to the note</span><span style="font-weight: 400"> from the correspondence field.</span>
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<span style="font-weight: 400">The template text ends with the card copying instructions. Just erase this section (and the "Template" image attachment).</span>
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<span style="font-weight: 400">Now that you've filled out the template, you'll turn your attention to the additional card features, which appear on the right hand column. You can find out more </span>[https://www.youtube.com/watch?v=xky48zyL9iA <span style="font-weight: 400">in this video</span>]<span style="font-weight: 400">, but we will now explain how we use some of those features in GT.</span>
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'''Members: '''<span style="font-weight: 400">Add yourself to any tasks you want to take part in. You can also </span>[https://help.trello.com/article/807-adding-a-member-to-a-card <span style="font-weight: 400">add other members</span>]<span style="font-weight: 400"> (and they can also politely refuse by leaving the cards). It's important to add/remove yourself to tasks so a) you can organize your time and priorities better and b) others can see what you're available for.</span>
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'''Labels: '''[https://help.trello.com/article/797-adding-labels-to-cards <span style="font-weight: 400">Labels</span>]<span style="font-weight: 400"> are more granular divisions within subgroups, allowing us to easily visualize and focus on certain aspects of the board. In community, for example, we have labels for Community, Governance, Training, Tools the Wiki and Team meetings. To focus on any of these you can </span>[https://help.trello.com/article/787-filtering-cards-on-a-board <span style="font-weight: 400">filter cards</span>]<span style="font-weight: 400"> and you will only see cards with the labels you have chosen.</span>
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'''Checklists: '''<span style="font-weight: 400">If each card represents a task in a given subarea, the checklists represent smaller tasks within the main task. This is a </span>[https://news.uga.edu/break-large-tasks-down-into-smaller-more-manageable-pieces/ <span style="font-weight: 400">great way to clarify projects and make them seen less overwhelming</span>]<span style="font-weight: 400">. It also lets you identify blind spots and schedule your time better. </span>'''Checklist items are not necessarily only for yourself'''<span style="font-weight: 400">. If another member has agreed to do a certain task or you would like to offer it to them, precede the checklist item with an @+name mention (for example if I'd like Ann Marie to copyedit the final text for the handbook, I will write @annmarie in the checklist item for copyediting in that </span>[https://trello.com/c/gspSomrr/24-the-gt-handbook-v10 <span style="font-weight: 400">particular card</span>]<span style="font-weight: 400">). You can also add your name to items to clarify that you will take the lead. Waiting for someone to take up a task? Signal that by adding @anyone. Checklist items with no @name are considered to be general and that all members present on the card will take part.</span>
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'''Due Date: '''<span style="font-weight: 400">The </span>[https://help.trello.com/article/794-adding-due-dates-to-cards <span style="font-weight: 400">Due Date</span>]<span style="font-weight: 400"> on a card represents </span>'''when then next action or check-in takes place'''<span style="font-weight: 400">. This means that if a task has various parts (for example, a project like this handbook includes writing, formatting, etc) you'll want to set deadlines for each of the </span>'''parts'''<span style="font-weight: 400"> (the "final" deadline for any given task is reflected in the "Expected Completion date" section of the card text, as explained above). You may also insert due dates for cards every Friday, for example, to make sure you or the team don't lose sight of important tasks that need to be checked on until completion (or, in the case of cards in the "Static/Ongoing" column, checked on with regularity).</span>
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'''Attachments: '''<span style="font-weight: 400">Use </span>[https://help.trello.com/article/769-adding-attachments-to-cards <span style="font-weight: 400">attachments</span>]<span style="font-weight: 400"> to upload files which are </span>'''specific to the task at hand'''<span style="font-weight: 400">. This means, for example, translation files, PDFs, images, etc. For more general attachments you can use G drive or indeed, integrate it with Trello.</span>
  
=== Organizations and Boards ===
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'''Move: '''<span style="font-weight: 400">In certain situations (like the Inbox board) you will be required to move cards from one board to another. You can also move (and copy) lists. It's very simple and you can learn how </span>[https://help.trello.com/article/806-moving-cards-or-lists <span style="font-weight: 400">here</span>]<span style="font-weight: 400">.</span>
* '''See the [[Trello: Organizations and Boards]] entry for more.'''
 
Organizations and boards are subject to change based on the needs of every phyle. Bigger projects may be extracted from their "motherboards" to be be developed in an independent board until completion.
 
  
* '''Organizations:''' Are the main categories within the Trello system.
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'''Vote: '''<span style="font-weight: 400">This is simple: You like a card, </span>[https://help.trello.com/article/788-voting-on-cards <span style="font-weight: 400">you vote for it</span>]<span style="font-weight: 400"><nowiki>! It signals approval, even if you're not part of the task and it's the Trello version of the thumbs ups we use in Slack and Loomio</nowiki></span>
* '''Boards''' Are subcategories within the organizations.
 
  
There's quite a few organization and boards. The reason for this is that it allows us to self-allocate to specific tasks. Most of the categories in this Wiki and our Loomio boards coincide with the hierarchy displayed in the Trello boards (Through, in this order, Organizations, boards and labels).
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'''Archive: '''<span style="font-weight: 400">We generally don't archive cards, prefering to the keep them in the done columns, but you can learn about archiving (as well as deleting cards) </span>[https://help.trello.com/article/795-archiving-and-deleting-cards <span style="font-weight: 400">here</span>]<span style="font-weight: 400">.</span>
  
Read about the different Target: ENG and ESP Organizations and Boards in the [[Trello: Organizations and Boards]] entry or the '''[[Trello Organizations and Boards Mindmap | Interactive Minmap]]'''.
 
  
For other target language boards see [[International Phyle Trello Board List]]
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==== <span style="font-weight: 400">Other considerations when working in Trello</span> ====
  
The four "organizations" are:
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<span style="font-weight: 400">Apart from the main features of the cards, there are also a few additional peculiarities to the way we use Trello. Again, don't worry about memorising these, use these lists for reference</span><span style="font-weight: 400">, but most of these habits will be built by practice and repetition.</span>
 
* [https://trello.com/gtx18 Guerrilla Translation (for pro-bono projects)]
 
* [https://trello.com/guerrillaglocalization GMC Agency (for paying projects)] 
 
* [https://trello.com/guerrillamediacollectiveprojects GMC Books & Websites (For full length book and complete website translation or editing)]
 
* [https://trello.com/guerrillamediacollectivemanagement GMC: Administration and Management (for organization and management)]
 
  
If you'd rather see how they "hierarchy" works in a visual format, here's the [[Trello Organizations and Boards Mindmap]].
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'''Filtering: '''<span style="font-weight: 400">We've mentioned Filtering above. It's a great way to declutter boards and just focus on what's relevant. You can filter by user, label, due date and more. </span>[https://help.trello.com/article/787-filtering-cards-on-a-board <span style="font-weight: 400">Learn how to do it here</span>]<span style="font-weight: 400">, it will really make your Trello experience much smoother.</span>
  
Access to organizations and boards is based on level of involvement and commitment to the various aspects of the collective.
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'''Italics for "doing": '''<span style="font-weight: 400">When you've started a task on a checklist but haven't completed it, signal that you're doing it by italicising it. You do this by inserting one asterisk (*) to each side of the sentence (Learn more about markdown with this [https://www.markdowntutorial.com/ interactive tutorial]).</span>
  
=== Usage ===
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'''Using the comments for messaging: '''<span style="font-weight: 400">The lower part of the card (called the "Activity" section) is a sort of timeline tracking the history of the card. It also features </span>[https://help.trello.com/article/765-commenting-on-cards <span style="font-weight: 400">comments</span>]<span style="font-weight: 400">. You can use comments to send messages to the those working on the card. You can also @+mention members or hit "reply".</span>
  
=== Protocols ===
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'''Notes in the cards and hyperlinking: '''<span style="font-weight: 400">You can also use the comments to add information to the card which you don't want cluttering up or may not be relevant for the "Description" section at the top of the card. To keep track of these, hyperlink them</span><span style="font-weight: 400"> and list the link under the Links section at the top.</span>
  
Board-specific protocols are linked in the wiki articles for each organization.
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'''Linking to other cards: '''<span style="font-weight: 400">You can get shortlinks for cards under the "Share" button on the right column. These shortlinks can then be dropped in Trello directly (ie: without Markdown) and it will autoformat as a nice (and very visible! link). For example:</span>
* [https://trello.com/c/iVRycIOb Here's a template for most GT translation projects]
 
  
== List of external tutorials and resources ==
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'''Updating card names: '''<span style="font-weight: 400">Tasks are not static and there are times when they can change their focus away from what was originally planned. When something evolves into something new we usually reflect this by changing the card name (and associated Loomio thread, etc). Sometimes we also change the nomenclature of some of our processes to make them as clear and precise and possible and this needs to be reflected across all tools. An example of a changing task was the tool we used to curate our original source material. It used to be </span>[https://www.scoop.it/t/guerrilla-translation-originals <span style="font-weight: 400">Scoop.it</span>]<span style="font-weight: 400">, but now it's </span>[https://flipboard.com/@guerrillamedia/gt-originals-mbkspshvy <span style="font-weight: 400">Flipboard</span>]<span style="font-weight: 400"> and the </span>[https://trello.com/c/FE0Re7C3 <span style="font-weight: 400">card</span>]<span style="font-weight: 400"> (and related </span>[https://www.loomio.org/d/ACnvZj3x/alternative-scoop-it <span style="font-weight: 400">thread</span>]<span style="font-weight: 400">) was duly updated. Other times the evolution merits keeping the original card alive, so we create a new one and archive the old one. Finally, in the case of pro-bono translations </span>'''we always update the card name'''<span style="font-weight: 400">. A translation card will begin its life with the original title of the piece and, as we decide on the translated title, it will be changed accordingly.</span>
=== Tutorials ===
 
==== Videos ====
 
# [https://www.youtube.com/watch?v=aaDf1RqeLfo Introduction to Trello]
 
# [https://www.youtube.com/watch?v=r_gIWduLRZo Ways to use Trello]
 
# [https://www.youtube.com/watch?v=7najSDZcn-U Trello Basic Training Tutorial for Managing Projects and Tasks]
 
# [https://www.youtube.com/watch?v=r_gIWduLRZo Trello June 2013 Enhancements Training Tutorial]
 
  
==== Text ====
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<span style="font-weight: 400">As in the other sections, for </span>''<span style="font-weight: 400">how to do these things</span>''<span style="font-weight: 400"> refer to your GT Buddy or the tutorials below.</span>
  
# [https://trello.com/tour Trello Tour]
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=== '''Additional Trello Resources and Tutorials''' ===
# [http://blog.trello.com/dangerously-productive-master-level-trello-tips/?utm_source=notification%20link&utm_medium=email&utm_campaign=dangerously_productive Dangerously Productive: Master Level Trello Tips]
 
# [https://medium.com/@jessmartin/why-you-should-use-trello-for-damn-near-everything-dca943d58fa9 Why You Should Use Trello For Damn Near Everything]
 
# [https://www.linkedin.com/pulse/how-get-lot-more-out-trello-ben-schmitz How To Get A Lot More Out Of Trello]
 
# [http://blog.trello.com/trello-board-best-practices/ Best Practices For Setting Up Effective Trello Boards]
 
  
=== Resources ===
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<span style="font-weight: 400">As with the other tools, Trello has excellent online documentation. To learn more about its usage we recommend that you start with the </span>[https://trello.com/guide <span style="font-weight: 400">Trello Guide</span>]<span style="font-weight: 400">. It's very well designed and intuitively easy to follow. As a complement to this, we also recommend </span>[https://help.trello.com/ <span style="font-weight: 400">Trello's help page</span>]<span style="font-weight: 400">. It has a very efficient search feature which will help you find info about most topics. </span>
==== Markdown editing ====
 
# [http://help.trello.com/customer/portal/articles/1496117 Basic Trello Markdown]
 
# [https://www.markdowntutorial.com/ Easy Markdown Tutorial]
 
# [http://daringfireball.net/projects/markdown/syntax Full Markdown syntax]
 
  
[[category:tools]]
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* [https://trello.com/guide <span style="font-weight: 400">Trello Guide</span>]
[[category:community]]
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** [https://trello.com/guide/trello-101 <span style="font-weight: 400">Trello 101</span>]
[[category: REVISE]]
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** [https://trello.com/guide/pro-tips <span style="font-weight: 400">Trello Pro tips</span>]
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* [https://help.trello.com/ <span style="font-weight: 400">Trello Help</span>]
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* [https://www.youtube.com/watch?v=tVooja0Ta5I <span style="font-weight: 400">Trello - A Quick Overview</span>]<span style="font-weight: 400"> (video)</span>
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* [https://youtu.be/xky48zyL9iA <span style="font-weight: 400">Getting Started with Trello</span>]<span style="font-weight: 400"> (video tutorial)</span>
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* [https://www.youtube.com/watch?v=xgGoW2I1p_I <span style="font-weight: 400">5 Useful Trello Hacks</span>]<span style="font-weight: 400"> (video)</span>
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* [https://help.trello.com/article/802-copying-cards-lists-or-boards <span style="font-weight: 400">Copying cards, lists or boards</span>]
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* [https://help.trello.com/article/787-filtering-cards-on-a-board <span style="font-weight: 400">Filtering cards on a board</span>]
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* [https://blog.trello.com/dangerously-productive-master-level-trello-tips?utm_source=notification%20link&utm_medium=email&utm_campaign=dangerously_productive <span style="font-weight: 400">Dangerously Productive: Master Level Trello Tips</span>]
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* [https://trello.com/webinars <span style="font-weight: 400">Trello Webinars</span>]<span style="font-weight: 400"> (recorded webinars introducing certain aspects of Trello)</span>

Revision as of 18:24, 4 April 2019

Trello

Trello is based on the Japanese workflow system of Kanban. Kanban is a scheduling system for lean and just-in-time manufacturing. It is characterised by the use of cards on boards. As the wiki entry on Kanban boards explains

"Kanban boards visually depict work at various stages of a process using cards to represent work items and columns to represent each stage of the process. Cards are moved from left to right to show progress and to help coordinate teams performing the work. A Kanban board may be divided into horizontal "swimlanes" representing different kinds of work or different teams performing the work.

Kanban boards can be used in knowledge work or for manufacturing processes.

Simple boards have columns for "waiting", "in progress" and "completed" (or "to-do", "doing", and "done"). Complex Kanban boards can be created that subdivide "in progress" work into multiple columns to visualise the flow of work across a whole value stream map."

As seen above, a Kanban board can be thought as a place to organize post-its with "to-dos" within a timeline. The post-its contain information on what task needs to get done.

Trello is a digital version of a Kanban board. It allows us to have access to the different boards and cards and edit them in real time. It also provides additional features that would be impossible on a physical board with post-its, including comments, hyperlinks, checklists, etc.

As our system is complex, we have different boards for different areas. In fact, our Trello boards are hierarchically organized in the same way that we organize all our tools with the four main areas (Livelihood, Love, Care and Projects) and all the subareas — which in turn correspond to the working circles.


What we use Trello for

Whether it's translation or developmental or carework tasks, Trello cards help us organize collectively. We use Trello to compile all needed resources for any given task. This includes instructions on how to do the task (so any member can contribute), important hyperlinks, checklists, due dates, etc.

If we take a pro bono translation as an example, a card is created once a translator and an editor have decided to take on this task. The card will include links to the original article, the author's bio, or the final translation once it's published. Apart from links, it will reflect the due dates that the translator and editor have agreed on, will provide checklist items for tasks needed and storage for document files, featured images etc. In fact, as Trello is a "quiet space" for those working on a particular task, we often use it to provide each other with updates on the progress of a task via it's comment function. The comments are tied to the specific task, so we don't want to lose them on Slack, yet they may not be relevant to the whole group or appropriate for Loomio — so we keep them in Trello.


What Trello is (and isn't) for

Trello IS for:

  • Workflow and project management
  • Specific tasks (cards)
  • Attaching documents that have to do with specific tasks
  • Having conversations specific to the task
  • Setting deadlines in tasks - Getting shit done
  • Providing easy to follow "checklist recipes" for repeated tasks

Trello ISN'T for:

  • One on one conversation, off-topic stuff and quick check-ins (use Slack)
  • Working circle real time communication (use Slack)
  • Having long discussions (use Loomio)
  • Making announcements everyone needs to see and acknowledge (use Loomio)
  • Voting on decisions (use Loomio)
  • Figuring out how we work and how we go forward (use Loomio)
  • Writing collaborative documents (use G-Drive)
  • A searchable repository for information (use the Wiki)


How we use Trello

Suggested bookmark for BTBW With Trello we recommend that you have a bookmark for carework and another for lovework. Trello allows for several views of each work area. Among these the Due Dates, Assigned Cards and Highlights are the most useful. Check them out, familiarise yourself with these views and choose what fits best.

Once a task has been defined and named, a Trello card will be created in the appropriate Trello board for its area/subgroup (and following the same naming convention as the Clockify entry and Loomio thread).


Columns in Trello boards

The different areas don't have the same column structure: translation is very different from carework – for example, love work from livelihood – so each of these boards have custom columns to best reflect task progression. Project area boards, for example, are entirely custom made, although they follow some patterns. On the other hand, within carework itself, boards such as "Inbox" and "Dating" also break from the normal carework board template. The best way to familiarise yourself with these differences is just by browsing the board (use the tools Mindmap and Spreadsheet or the Handbook section for all Trello organizations and boards).

For the rest of this entry we will be using a typical care area scenario and, in particular, the community board, as all members are part of that working circle and, therefore, included in this board. It also has the same template as most of the carework boards.

From left to right, the columns are:

  • Static and Ongoing: Reference cards and recurring tasks that don't have a specific end/completion date.
  • To Do: Ideas that have been brainstormed and discussed but are not a priority.
  • Next Up: Tasks that have been prioritised to move to the next two columns (once more urgent tasks are completed).
  • In process (mid term): Important tasks that need to be kept present and cared for ongoing, but are not necessarily first priority/urgent.
  • In process (short term): Urgent or pressing tasks. This is where the bulk of our biweekly work lies.
  • Done: Task completed, yay! We keep the cards here for reference.

Cards in Trello

On the "Static and Ongoing" column you will always find a Template. Templates are specific for each board. Let's take the Template card in community as a practical example, as it’s representative of most templates.

When you open the card, the first thing you want to do is to copy the card. Follow this link to learn how to do this (the instructions are also in the template card). Once you've copied it, exit the template card to start working on the new card. You can now move the card to the appropriate column and begin filling it in by using the template. Let's walk through the sections of the template now:

    • Overview: A short description of what the task is and what it entails. It's usually no longer than a paragraph and, often times, the same as the Overview in the corresponding Loomio thread (if any).
    • Links: Include any links relevant to the task here. These may include:
      • Corresponding Loomio thread
      • Corresponding Wiki article
      • G Drive folder for the task
      • Websites or useful links
      • Links to collaborative documents for the task
      • etc
    • Task Objective and Optimal Completion Date: Clearly describe the task's desired outcome. Completion date is when you expect the task to be finished. This is not the same as the card's due date, as we will see below.
    • What question/need does this task answer?: Describe why this task was created. This section can feel a bit pedantic but what may be obvious to you as the card maker may be not be apparent to someone who wants to pick up the task. It's also a good litmus test to ensure clarity of purpose.
    • Instructions: Give relevant, clear instructions for team members to carry out the project. General instructions that may be needed for reference are mentioned in this section, but specific tasks are listed in checklists.Mention any checklists here.
  • Correspondence: This is a space for hyperlinking to specific emails (or email labels, when there are several emails) incumbent to the task at hand. Learn how to do that here. This is an individual task. Although a group may be copied in a relevant email, the email url will only work for one individual (the email account holder). To get around this problem we a) Describe what email/s we are linking to and b) Create individual links for everyone involved, using initials. For example, this is what the correspondence links look like for Bronagh Gallagher (BG) and Stacco Troncoso (ST) in this card:

Another way of sharing correspondence (when it's particular important or incumbent to the task) is by copying and pasting it in one of the comments. Gmail for example has a useful forward all function from where you can copy entire email threads sequentially. Dump the text on a note, but then hyperlink to the note from the correspondence field.

The template text ends with the card copying instructions. Just erase this section (and the "Template" image attachment).

Now that you've filled out the template, you'll turn your attention to the additional card features, which appear on the right hand column. You can find out more in this video, but we will now explain how we use some of those features in GT.

Members: Add yourself to any tasks you want to take part in. You can also add other members (and they can also politely refuse by leaving the cards). It's important to add/remove yourself to tasks so a) you can organize your time and priorities better and b) others can see what you're available for.

Labels: Labels are more granular divisions within subgroups, allowing us to easily visualize and focus on certain aspects of the board. In community, for example, we have labels for Community, Governance, Training, Tools the Wiki and Team meetings. To focus on any of these you can filter cards and you will only see cards with the labels you have chosen.

Checklists: If each card represents a task in a given subarea, the checklists represent smaller tasks within the main task. This is a great way to clarify projects and make them seen less overwhelming. It also lets you identify blind spots and schedule your time better. Checklist items are not necessarily only for yourself. If another member has agreed to do a certain task or you would like to offer it to them, precede the checklist item with an @+name mention (for example if I'd like Ann Marie to copyedit the final text for the handbook, I will write @annmarie in the checklist item for copyediting in that particular card). You can also add your name to items to clarify that you will take the lead. Waiting for someone to take up a task? Signal that by adding @anyone. Checklist items with no @name are considered to be general and that all members present on the card will take part.

Due Date: The Due Date on a card represents when then next action or check-in takes place. This means that if a task has various parts (for example, a project like this handbook includes writing, formatting, etc) you'll want to set deadlines for each of the parts (the "final" deadline for any given task is reflected in the "Expected Completion date" section of the card text, as explained above). You may also insert due dates for cards every Friday, for example, to make sure you or the team don't lose sight of important tasks that need to be checked on until completion (or, in the case of cards in the "Static/Ongoing" column, checked on with regularity).

Attachments: Use attachments to upload files which are specific to the task at hand. This means, for example, translation files, PDFs, images, etc. For more general attachments you can use G drive or indeed, integrate it with Trello.

Move: In certain situations (like the Inbox board) you will be required to move cards from one board to another. You can also move (and copy) lists. It's very simple and you can learn how here.

Vote: This is simple: You like a card, you vote for it! It signals approval, even if you're not part of the task and it's the Trello version of the thumbs ups we use in Slack and Loomio

Archive: We generally don't archive cards, prefering to the keep them in the done columns, but you can learn about archiving (as well as deleting cards) here.


Other considerations when working in Trello

Apart from the main features of the cards, there are also a few additional peculiarities to the way we use Trello. Again, don't worry about memorising these, use these lists for reference, but most of these habits will be built by practice and repetition.

Filtering: We've mentioned Filtering above. It's a great way to declutter boards and just focus on what's relevant. You can filter by user, label, due date and more. Learn how to do it here, it will really make your Trello experience much smoother.

Italics for "doing": When you've started a task on a checklist but haven't completed it, signal that you're doing it by italicising it. You do this by inserting one asterisk (*) to each side of the sentence (Learn more about markdown with this interactive tutorial).

Using the comments for messaging: The lower part of the card (called the "Activity" section) is a sort of timeline tracking the history of the card. It also features comments. You can use comments to send messages to the those working on the card. You can also @+mention members or hit "reply".

Notes in the cards and hyperlinking: You can also use the comments to add information to the card which you don't want cluttering up or may not be relevant for the "Description" section at the top of the card. To keep track of these, hyperlink them and list the link under the Links section at the top.

Linking to other cards: You can get shortlinks for cards under the "Share" button on the right column. These shortlinks can then be dropped in Trello directly (ie: without Markdown) and it will autoformat as a nice (and very visible! link). For example:

Updating card names: Tasks are not static and there are times when they can change their focus away from what was originally planned. When something evolves into something new we usually reflect this by changing the card name (and associated Loomio thread, etc). Sometimes we also change the nomenclature of some of our processes to make them as clear and precise and possible and this needs to be reflected across all tools. An example of a changing task was the tool we used to curate our original source material. It used to be Scoop.it, but now it's Flipboard and the card (and related thread) was duly updated. Other times the evolution merits keeping the original card alive, so we create a new one and archive the old one. Finally, in the case of pro-bono translations we always update the card name. A translation card will begin its life with the original title of the piece and, as we decide on the translated title, it will be changed accordingly.

As in the other sections, for how to do these things refer to your GT Buddy or the tutorials below.

Additional Trello Resources and Tutorials

As with the other tools, Trello has excellent online documentation. To learn more about its usage we recommend that you start with the Trello Guide. It's very well designed and intuitively easy to follow. As a complement to this, we also recommend Trello's help page. It has a very efficient search feature which will help you find info about most topics.