How to Use Trello for Project Management

There are two types of project managers in this world: Those who love Trello, and those who have never used it.  If you’re part of the latter group, meet Trello. Trello is the flexible web and mobile application for organizing work.  If you’re already one of the millions of users, cheers! At Measure Media, we use Trello for project management every day for tasks, issues, and resources across a number of clients and have invested quite a bit of time in building out our Trello boards, cards, and integrations.  

Now we’d like to share The Measure Media Way of managing digital marketing projects with you! Drum roll please….

How To Use Trello Boards

First, every client gets a board. A board is a combination of lists and cards. In our case, we use the lists to track the phase of the project. Regardless of project management methodology—agile, waterfall, or other—each project goes through similar phases. The phases we use are 1. Planning / Analysis, 2. Design / Develop, 3. Test, 4. Launch, and 5. Optimization. In addition to this, we’ve added a “Project Management” list to track client-wide (vs project-specific) work such as managing team contacts, issues log, scope, etc.

Trello for Project Management – Client Board Example:


How to Use Trello Cards

Once the lists are established, we build cards. Cards represent small projects or deliverables in this model. As cards progress through the project lifecycle, they move left to right across the board using Trello’s drag and drop feature. We pre-built a number of reusable card templates that map to each service we offer such as conversion optimization, content marketing, and paid media. Creating your own templates saves tons of time—when new work kicks off, the checklists and links to deliverables for that work are all ready to roll. Consolidate all templates onto a new board and then just copy them over to the client boards and list where new work comes up.  

Trello for Project Management – Client Card Example: 


Our naming convention gives immediate context to the type of service and project. For example a card named “CM Soc | FB Lead Campaign” represents a project for “Content Marketing using Facebook Lead Ad campaign”. Each template comes with it’s own predefined checklists and deliverable template attached. The card templates make it quick and simple to kickoff new projects for a client.  

Trello for Project Management – Card Pre-Built Checklist Example: 


The Trello card template also allows for a number of features we leverage. We assign team members responsible for delivering each card. The labels add color coding. Color coding can be used for anything. We use it to represent the card status at a glance: green (on track), yellow (at risk), or red (immediate attn required). Add in a few more ‘power ups’ from Trello and we’re almost complete. The calendar power up provides a calendar view of cards by due date. Voting is another power up that comes in handing when trying to decide on things like campaign copy or banners.

How to Use Trello Integrations

Trello integrates with a whole range of platforms that makes it super versatile. From Harvest to MailChimp and even Google Drive, tying your day-to-day into Trello is pretty easy. Around Measure Media, our favorite Trello integration is with Slack (read more about how we use these platforms for conversion rate optimization).  Anytime anything is updated, moved or completed in Trello, it is immediately reflected in Slack—not only awesome for our internal communications but our clients LOVE IT! We do 90% of all communications within Slack, so incorporating Trello was huge to see what is happening across all projects at any time.

Whether you already love Trello, or you’re about to, we hope our Measure Media Way of managing digital projects provides some insight on how it might work for your needs. We’d love to hear your questions, feedback and how you use Trello, so please leave comments with your ideas or examples.