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About this lesson
Planning an event using Trello's features and functions.
Quick reference
Planning an Event in Trello
We all get involved in some form of event planning in our lives. Whether it's a wedding, birthday party or a promotion event for your friends and family, planning can take hours, but keeping organized saves you huge amounts of time during the whole process. Using Trello can be a massive time-saver. This is an overview on how to use Trello as an event planner.
This is one of the most popular uses for Trello.
When to use
- If you are planning a professional event or a work-do
- If you are planning a personal event: wedding, birthdays, regular meet-ups
Instructions
- Choose an event to organize in your Trello board
- Create a new Trello board for the event
- Activate the Power-Up option for Calendar inside of Trello
- Begin adding cards to the lists inside of the board
- Add due-dates, members, attachmentsa and lables to cards
- Drag cards accross to other lists
- Find the board link to share the board
- Follow the exercise to further analyze your efforts, as you begin to plan
Hints & tips
- Remember to take into account all of the event details using the powerful card features inside of Trello
- Trello Calendar is a very powerful function to help visualize to-dos and activities
- 00:00 Hello everyone, welcome back to Essential Productivity.
- 00:07 I'm Francesco, and I'm your host for this GoSkills course.
- 00:11 What we're going to do in this feature is really talk about event
- 00:14 planning with Trello.
- 00:15 I know a lot of event planners who use this resource,
- 00:19 mainly because when it comes to organizing an event there's lots of manic things.
- 00:24 And a lot of the time, you need the best functions to view things visually.
- 00:28 And Trello delivers on that in a few different ways.
- 00:32 Here this is a board that I made in the first feature and
- 00:35 something that I wanted to demo what it's like being able to set up an event.
- 00:39 So when you're actually setting up an event,
- 00:41 it's obviously important to have a clear map.
- 00:44 Once you get started with a board,
- 00:46 it's probably best you create a board per event.
- 00:49 And as you can see, I've started this one with Monday, Tuesday, Wednesday, Thursday.
- 00:53 This might be very specific to you.
- 00:55 So you might need to have it as Monday the 11th,
- 00:57 for example, Tuesday the 12th, the 13th, etc.
- 01:01 So this is a way for you to be very specific about the dates.
- 01:05 So you can write here all of the activities that you've got planed.
- 01:08 Create garments for the event, and you can add all of these tasks here.
- 01:13 So let's add a few.
- 01:18 So as you can see, we've got a few activities in there to get doing, so
- 01:22 this is going to be for a wedding, for example.
- 01:25 All of these activities will be really important to the wedding.
- 01:27 So actually having them pinned down in your calendar is important.
- 01:31 The more important stuff, what you want to do, so for example,
- 01:34 maybe plan the wedding dress demo.
- 01:36 And that has a specific time.
- 01:37 You wouldn't wanna use a due date feature.
- 01:39 Monday the 12th at 11 o'clock, that's a good time to organize for a dress there.
- 01:45 And maybe you want to associate it to someone in the team so
- 01:48 you could add a member quickly.
- 01:50 And then let's say you wanna plan the final church details with the vicker.
- 01:53 Then you can move that over to the Tuesday and 3 o'clock that you do that.
- 01:58 The big day is always important for you to attend to.
- 02:00 Say Thursday you wanna put it at 3 o'clock too 'cause that's when the big day is and
- 02:06 this is awesome because you can start seeing all of the activities
- 02:08 associated to the dates.
- 02:10 This comes into value when you click the calendar powerup.
- 02:13 Once you've got the calendar powerup, you can see that week ahead and
- 02:15 all the activities that you need to do.
- 02:16 You can see it actually in week view,
- 02:18 which makes it a bit more efficient to view the cards that are in there.
- 02:22 And you can hit today as well to skip forward to today.
- 02:25 You can see that this is all available.
- 02:27 And you can click into that, adding all of the detail attachments that are needed.
- 02:31 If you wanted to add in some computer attachments from Google Drive, Dropbox,
- 02:35 Box, One Drive, etc., and attach any links, which can be very handy.
- 02:40 So for example, going back to the regular page.
- 02:43 Check over the guest list.
- 02:44 Maybe you actually have the guest list and
- 02:46 you want to attach it from Google Drive as a long list.
- 02:49 So this is something that you can have there available.
- 02:52 So it's very easy to do, and very well visually set up.
- 02:56 Now, the good thing is I was saying before, you can edit the labels.
- 02:59 For example, if I wanted to have non-urgent as a label, and
- 03:04 I wanted to have urgent, so for example, you could associate the the garlands and
- 03:09 maybe the dress demo that's probably an important part of a wedding.
- 03:12 And then, for example, church details, urgent for example.
- 03:16 And obviously the big day's urgent.
- 03:18 So you can have these visual checkers, these labels that appear that are a good
- 03:22 way for you to quickly organize and visualize some of the activities there.
- 03:26 There's also this ability to copy the list and move the list in case you need it, and
- 03:30 move all of the cart from this list to the next list so that you save a bit of time.
- 03:35 In case Tuesday gets really busy and you're planning to find the details in
- 03:38 church but you need to drag that over to that day.
- 03:40 It's actually very handy to.
- 03:42 The good thing is while I was mentioning before,
- 03:44 in the previous feature you can invite anyone to this.
- 03:46 So if you want to copy the link,
- 03:48 only the people who are members of that board will be able to view it.
- 03:51 Which is actually a good way.
- 03:52 And let's say you wanted to check out all the items you're doing visually
- 03:56 in paper format.
- 03:56 You can quickly print and export all of the functions that are there.
- 03:59 So there's actually a really nifty way to do that, and
- 04:02 something that you should definitely explore.
- 04:05 I'm going to include some more information in the exercise,
- 04:08 helping you to evaluate a planing of an activity that you're doing using Trello.
- 04:12 Something that I think you'll find a lot of value in, so
- 04:14 it's definitely worth checking out the exercise for this one.
- 04:16 In the next feature, we're gonna talk about an editorial calendar that you can
- 04:20 use to plan all of your activities, and blogs, and things like that.
- 04:24 So we're gonna create one from scratch and demo how to do that.
- 04:26 I'll see you in the next segment.
- 04:27 Thanks very much for stopping by.
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