Hello, and welcome back. In this video, we'll have a look at how you can use Trello to coordinate with a team. So team based projects that requires collaboration between different team members and different roles. And for this first example, I'm going to show off my own pixel mystic monthly Trello board. And as we go through team based collaboration methodologies, the one that's used for pixel mistake here is a monthly one. So we're referring to the GTD process, which is based on five key elements.

Number one is collecting process, organize, planning, and then finally execution or doing as you can see From his workflow right here, this is how we go through the step by step of ensuring that we have a solid plan in place in terms of which tasks we should prioritize on a specific week of the month, and which one we can D prioritize. So the first thing in order for you to use this board is to start with goals. So I like to list down goals based on on a monthly basis, because again, I'm trying to balance between weekly and monthly objectives and tasks. So primarily, we look at monthly goals. For example, let's say in January, we have three main goals which is published game development videos on YouTube, finished pre alpha gameplay build, published Trello Udemy course. So having this checklist is very handy because as you're going along the entire month, Every week, you will have a look and see whether or not your task and your progress is getting you closer to these goals.

So speaking of which, once you define your goals, remember you're doing this on a monthly basis and you'll need a session to really sit down and go through all this, you will then need to define what are the projects. So I use labels to define the projects. For example, you can see here YouTube is labeled as red. My game project is labeled as black, and then anything related to Udemy is in purple. Okay, so the reason why we'll have labels in the project point of view is because we can quickly see the difference between which projects is dominating our board at any given time. This is a good indication to show that How much is it effort is being given to one particular project over the other.

So if you remember previously, when we were learning about how to use filters, because I assigned each card to a specific label that's project based when I filter it, for example, I click here on YouTube, I can easily see how much of YouTube based task I have in a particular week. So, same thing goes with other projects. I can easily see how much effort is spread across each month for various projects. You can mix and match as well see more than one project once. The next thing is you can also filter by role and which team member is assigned to which task. This is valuable because as we mentioned before, this helps you to identify how much workload is being allocated to a particular team member.

For example, if I were to click on One of my team members here, you can see that he's not working on any task in the first two weeks of the month, that may raise as a concern to you as a project manager. And you can then find ways to address that. And vice versa if you switch to another person and filter to see his or her tasks, you can see sometimes this one person could be overloaded and probably is doing too many things in a single week. When you're doing your weekly or monthly reviews, you can easily see this distribution of workload and you can either share the task if it's something that is easy enough to be done by other people, regardless of the skill and experience. You can also manage it in a way that justifies hiring additional resources, transferring them from Another project perhaps if you have the luxury of doing so.

So it's quite straightforward in that sense to highlight these issues internally and even for your hire management to, you know, approve the hiring of more resources. So this is why for pics of mistake, I've decided to use project based labels for each of my cards, and I assign specific team members for each card. So once you define the due dates, then they naturally fall into which week of the month that task needs to be done. But before you do that, you also want to list down meetings that you might have because initially Wi Fi planned that the first week we have Five things for me to do. Suddenly, if there's a meeting that's quite important, I might have to drop some of those cards in that week. So to illustrate that, for example, we've had a few due dates already sets out.

So let's say this one will fall on week one. You also have the meeting here. One, and then this will naturally fall into week one as well. I haven't assigned due dates for the rest of this carts, but assuming that they do have certain dates. In the interest of time, let's just assume this goes here. This goes in this week.

This will probably go here. We have another one here, another one here. And then here, and here. It's very natural to have week four to be the least amount of items. Sometimes it's just borderline empty. That's completely okay, think of week four as a buffer for you, you might end up most likely to spill over a lot of your tasks into the following week.

So for example, once you've gone through all this on a daily basis, you'll then update which task is in progress and who's doing what. And then by the end of the week you want to, or even once tasks done, you want to put it under done. And then you'll look back and see what the remaining tasks for you to do in that week. So let's say it's the end of the week, and unfortunately you only have two things done and there are three remaining items. You will then need to postpone it and move it along to the next week. This is already a spillover and would have some impact you're planning already, which means whatever you've planned early for this week might be compromised.

These kind of things are the kind of topics that you want to talk about with your fellow team members. What questions you want to ask is What happened? Why did we spillover? Again, this is not to point fingers at anyone. It's a constructive kind of discussion. You want to review.

If it's an actual overload on one person, maybe there were some communication issues. You didn't know that person had some other things going on in his schedule. Or it could simply be that a lot of times, especially when it comes to product development, like building a game in this example. There are a lot of unknowns and how good that person is, whether he's an industry veteran or not. Sometimes it's a lot of guesstimates. And you might need another additional software plugin that you weren't aware of.

Maybe you need to change your workflow for that particular style. It just doesn't work in this project. These are all key learnings that you should review either on a weekly basis or a bi weekly basis. And then from there, as a project leader, you need to have some decision making done in terms of which task can be remained in week two, or should be pushed to week three. And that includes even the original tasks you assign for week two. There are also times where when there's a new idea or new task that comes in, you'll need to add it to the backlog right here.

Backlog is another term that I use for inbox and is widely used for agile Scrum workflows by just essentially means the same thing to me. So you need to add new stuff here as well and the act as containers similar to what the previous workflows that we've been through regarding GTD, as always a container of all ideas that you collect, and then the weekly or monthly review process and planning processes when you really digest and process each of these items in the inbox to be then executed, or plan accordingly. So once that's done, you will then have to repeat the entire process of the monthly planning and review to ensure that anything that's delayed which usually there will always be some sort of delay, some sort of misunderstanding or miscommunication that happens and you have to manage that.