Managing a lot of cards on a Trello Board

Question

Hi, i work with a group consisting of  3 people and we have a joint Trello board with a lot of Lists and Cards.  Could you pls suggest some ways to help manage and link these, as we find ourselves scrolling along the long row of Lists and finding it hard to manage?

I know about the colour coding, and we are considering having more than one board, but just wondering what other options there are to make it easier to navigate.

thanks for your help

Mary

Mary from Planyway · Answer

Trello can be a fantastic tool for managing group projects, but as the number of lists and cards grows, it can become a bit unwieldy. Here are some strategies you can employ to enhance your Trello board’s organization and navigation:

* Use Labels More Strategically: Since you're already aware of color coding, consider using labels to indicate not just the status of tasks (like "In Progress", "Completed") but also task types (like "Urgent", "Long-term", "Client-related"). This way, you can filter cards on the board by these labels to quickly see what's most important or relevant.

* Advanced Filtering and Searching: Use the built-in filtering options to view only the cards that are relevant to a specific person or label. You can also use the search function to find specific cards quickly. Combine labels, members, and due dates in your search to narrow down to exactly what you need.

* Master Board with Linked Cards: If you are considering having more than one board, you can designate a master board that provides an overview of all projects. You can then link to other boards or cards from this master board. Trello’s card linking feature allows you to connect cards across boards, which means you can jump directly from the master board to specific tasks on other boards.

* Automation: Utilize Trello's built-in automation tool to automate repetitive tasks like moving cards, creating lists, or assigning team members. For example, it can automatically move all cards marked as "Done" to a specific list or board at the end of each week.

* Collapsible Lists: Although Trello doesn't natively support collapsible lists, you can use a Planyway power-up that enables you to collapse and expand lists as well as group them by members and labels. This can significantly reduce scrolling and help focus on the lists that are currently relevant. Here you can read more about it.

* Break Down Complex Projects into Multiple Boards: While you’ve considered this, it’s worth planning carefully. Use separate boards for different phases of a project or for different projects altogether. Link these boards as mentioned previously for easy navigation.

* Regular Cleanup Sessions: Schedule regular meetings or set times to clean up your Trello boards. Archive old cards that are no longer relevant, and consolidate lists that may not be necessary. This keeps the board relevant and easier to manage.

* Star Important Boards: If you end up using multiple boards, you can star the most important ones. Starred boards appear at the top of your board’s list for quicker access.

milynnus · Answer

@Mary Keith

If cards have relationships with one another then having some relationships expressed with cardlinks will minimise the need for scrolling. You can also use Dashcards create you own ‘collection’. This approach assumes you have some standardisation on use of labels, list, due dates etc.

Gaurav Kataria · Answer

Mary, you can collapse lists so that you don't have to scroll all the time. See this https://www.youtube.com/watch?v=Rh8vUdP-bmg