10 Trello Hacks Every Entrepreneur Should Know to Boost Productivity and Growth
Running a business often feels like trying to juggle ten different balls in the air while someone keeps throwing more at you. If you’ve ever ended your day wondering where the time went—or worse, feeling like you didn’t move the needle on anything important—you’re not alone. I’ve been there.
That’s when I discovered Trello. At first, it seemed too simple. Could a set of digital boards and cards really help me manage my workload and grow my business? Turns out, yes—it can. And it’s been a game changer.
Today, I’m sharing 10 of my favorite Trello hacks. These aren’t just tips; they’re strategies I’ve used (and seen other entrepreneurs use) to cut through the chaos, stay focused, and actually enjoy the process of running a business. Ready? Let’s dive in.
1. Simplify Your Workflow with the 3-List Method
Why It Works: The beauty of Trello is in its simplicity. Start with just three lists: To Do, Doing, and Done. It’s a minimalist system that keeps your tasks organized without overwhelming you.
How to Use It:
Add everything you need to tackle to your “To Do” list.
Move tasks to “Doing” when you’re actively working on them.
Celebrate progress by dragging them to “Done.”
A Personal Win: When I launched a new service, I used this method to manage tasks like client onboarding, creating marketing materials, and following up. Keeping it simple helped me focus on what mattered most without getting bogged down in unnecessary details.
2. Color-Code with Labels for Instant Clarity
Why It Works: Trello’s labels turn a cluttered board into a clear, visual snapshot of your priorities. You’ll know exactly what needs attention with just a glance.
How to Use It:
Use red for urgent tasks, green for low priority, and yellow for “in review.”
Assign labels to team members if you’re collaborating.
Real-Life Example: A coaching client of mine used this system to delegate tasks to their marketing team. With labels, everyone instantly knew what stage their tasks were at and who was responsible for what. No more endless “status update” emails!
3. Automate Repetitive Tasks with Butler
Why It Works: Let Trello’s Butler feature handle the mundane tasks so you can focus on what you do best.
How to Use It:
Automate card movements. For example, when you mark a card “Completed,” Butler can move it to the “Done” list automatically.
Schedule recurring tasks like a weekly reminder to check your pipeline.
My Experience: I use Butler to handle client follow-ups. Once a client responds to a proposal, Butler moves their card to the next step in the workflow. It’s a small tweak, but it’s saved me from dropping the ball on countless opportunities.
4. Expand Your Trello Toolbox with Power-Ups
Why It Works: Power-Ups take Trello from good to amazing by integrating tools you already use, like Google Drive, Slack, or the Calendar feature.
How to Use It:
Activate the Calendar Power-Up to visualize deadlines.
Use Google Drive to attach relevant files directly to cards.
A Fun Example: A real estate agent I know linked property documents, floor plans, and client notes to Trello cards using Google Drive. Everything they needed was in one place, and they looked ultra-organized during client meetings.
5. Batch Similar Tasks into High-Impact Work Blocks
Why It Works: Grouping similar tasks lets you fully focus on one type of work, boosting efficiency and creativity.
How to Use It:
Identify tasks that require similar skills or resources.
Block time on your calendar to tackle them uninterrupted.
My Routine: I dedicate Thursday mornings to content creation. My Trello board has a “Content Queue” list where I store blog ideas. When it’s time to work, I move one to the “Content Writing” list and dive in. This method has tripled my output.
6. Save Time with a Master Template Board
Why It Works: Stop reinventing the wheel! A template board ensures consistency and saves time for recurring projects.
How to Use It:
Create a board with pre-made lists, cards, and checklists.
Duplicate it whenever you start a similar project.
My Example: I use a template board for launching workshops. It includes lists for planning, marketing, and feedback collection. Knowing I won’t miss a step makes the process less stressful—and way more enjoyable.
7. Track Progress with Metrics Cards
Why It Works: A single card can be your hub for tracking key milestones and metrics, keeping you focused on the bigger picture.
How to Use It:
Create a “Metrics” card at the top of your board.
Use checklists to track progress on goals like leads generated or completed tasks.
Case in Point: I used this hack to track the progress of a crowdfunding campaign. Each checklist item was tied to a milestone, like publishing updates or reaching specific funding levels. Seeing the progress in one place was a huge motivator.
8. Never Miss a Deadline with Due Dates and Reminders
Why It Works: Trello’s due dates ensure nothing slips through the cracks.
How to Use It:
Add due dates to each card.
Enable reminders to get a heads-up 24–48 hours before tasks are due.
My Story: When running a social media campaign, I relied on this feature to meet content deadlines. The reminders kept everything on track, from draft approvals to posting schedules.
9. Foster Collaboration with Shared Boards
Why It Works: Trello’s real-time updates make teamwork seamless, reducing email overload and miscommunication.
How to Use It:
Share boards with your team or collaborators.
Assign tasks to specific individuals and use comments for updates.
How It Helped My Client: While redesigning my client’s website, Trello was my go-to for managing tasks between me and their team. Each card contained notes, deadlines, and feedback, making the process smooth and stress-free.
10. Reflect and Optimize Weekly
Why It Works: A weekly review ensures you’re not just moving forward but also improving your systems as you go.
How to Use It:
Add a recurring card labeled “Weekly Review.”
Reflect on wins, challenges, and adjustments for the week ahead.
A Personal Insight: Weekly reviews have become my favorite ritual. They remind me to celebrate progress—no matter how small—and help me stay aligned with my long-term goals.
Your Next Steps
Trello isn’t just a tool; it’s a way to transform the way you work. But here’s the thing—it’s not about trying all 10 hacks at once. Start with one or two that resonate most with you. Once you’ve mastered those, layer in more.
I’d Love to Hear From You: Which hack will you try first? Let me know—I’d love to cheer you on or offer tips if you get stuck.
Ready to take your productivity to the next level? Let’s connect! Whether you’re just starting out or looking to fine-tune your strategy, I’m here to help you turn overwhelm into clarity. Let’s make it happen.