Productivity 102: Enter Trello + Todo Kanban

Recently, trello has been in the new for all the good reasons. Take my word for it, Trello is worth every penny of the \$425 Million.


Productivity 102: Enter Trello + Todo Kanban

Recently, trello has been in the new for all the good reasons. Take my word for it, Trello is worth every penny of the $425 Million.

Earlier I wrote Productivity 101: Using email as a todo list. That helped my remove the clutter from my life and streamlined a lot of thing but there are a few minor issues with it. Like, it breaks for say, even 10+ email(s). It is not fun anymore.


There are various ways you can use Trello to boost productivity. Here are a few of my favorite boards:

  1. New Year’s Resolutions board — I don’t use this personally but love the Idea
  2. Kanban board — My board is (kind of) based on this
  3. Or basically any workflow, like Video Production — It is customizable to any level with power-ups like card repeater, calendar, card aging, voting and many more.

This is how my Trello — 'Todo — Kanban' board looks like.
This is how my Trello — 'Todo — Kanban' board looks like.

I think trello is a productivity tool maker rather than as productivity tool itself.

Salient features of this productivity monster I have built on top of Trello are

  1. Cover photo — This should be the first thing you do in a new board. Keep a picture that motivates you, drives you, keeps you happy. I choose @rvn1776 for the awesome memories I have of him at @ManUtd.
  2. Global task list — This is a huge list of everything that comes on your mind, that you care about. Don’t think too much while putting stuff in here as it can always be removed albeit I try to keep the overall number of cards as low as possible in my quest for beating this man to minimalism. p.s. I am sucking at it right now :D
  3. Keep it simple — We suck at multi tasking, the idea was to have only 1 task in progress at any given time and have the tasks sorted by priority in the global task list. As it turned out, it was an overhead on the mind to maintain the sorting order of global task list.
    So, I created a list and called it ‘in pipeline’. The aim is to have no more than 3 tasks on your mind at any given time (2 from in pipeline + 1 from in progress).
  4. Done — Nothing gives more satisfaction than moving a task to the done list, in particular, the larger (read rewarding) tasks but do keep on archiving the tasks from time to time. Too many things in done makes us complacent.
    Archive the important tasks like travel etc to maintain the task history like itineraries and dates but be sure to permanently delete the redundant tasks like getting a haircut (Yes, I use this board to manage almost everything that is not done daily).
  5. Stalled — This is the best list of my Trello board. There are some tasks which are important and on your mind but there is nothing you can do to speed them up, like, planning a trip and booking tickets but the travel date is far away. Such tasks occupy some space in your mind, these tasks cannot be sped up but you can follow up on some of them, like, status of visa or something.
    So, I created a separate list for such stalled tasks and kept it at the very end. I usually put due dates on the stalled tasks and depend on the calendar power-up to remind me about follow ups.
    This list has taken a huge chunk of cognitive load from my mind albeit after setting it up it looks like such a obvious and simple thing.

And that’s it, isn’t this simple. Happy productivity :)