Kanban Board in Trello for Productivity

Kanban Board in Trello for Productivity

this video is about project management
and productivity we will talk about the philosophy behind project management and
how we can use this for any project or our online business I will show you an
example of online course creation process and we will be using Trello
software so if you are interested in any of these topics please watch this video
till the end and I am confident that you will get some value and we are starting
right after this short break hello and welcome to my channel my name
is Tahir and if this is your first time please hit the subscribe button and also
the notification bell you get notified whenever I post a new video on this
channel every Tuesday and Friday Tello software is a very popular
software for project management and the philosophy behind Trello is the concept
of Kanban Kanban is the visual workflow management system it’s the visual system
number one which you should not hear the second thing is that it’s a workflow
system so it means that we are moving something from first stage of our
workflow to the second stage of our workflow to the third and so on so what
we do here is we put certain tasks on cards and then we move those cars from
first stage to the second stage of our process or the workflow and then from
second to third so how did this start there are few decades ago before the
invention of any inventory management tools which we have now the managers of
grocery stores they used to put these cards on those shelves where they notice
that inventory is going down and then when they sit on their seats they can
see immediately that these the items needs to be ordered and then they
ordered those items so this is considered as very efficient method and
later on for car manufacturing company Toyota one of their engineers
his name was Tia she he used these cars to improve the process of manufacturing
for Toyota and problem at that time was that most of the car manufacturer not
only theater they used to manufacture a very large number of cars and then they
used to part those cars in large warehouses where those cars were sitting
for a very long period of time until some car dealers ordered those cars and
they sell and then they get the money back so there was a gap between the
manufacturing of the car and the carriage they get so this gap was huge
and this was and there also cost of parking those cars in
warehouses etc so TSE used these cards to improve the process and reduce the
gap between the time of manufacturing and the time when they get the money
back so this was the initial application of this method and now this method is a
proven method of workflow management and it’s a visual method and now if we look
at Trello which is a software which is also a visual software a visual workflow
software where you can manage your project by moving cars from one stage of
the project to the next stage of the project so what we do in Kanban is we
make a boat and in the basic unmanned boat we have only three columns the
first column is the list of tasks which we have to do the second column is the
list of tasks which we are doing right now or in progress and the third column
is the list of tasks which we have completed are done so to do doing and
then so this is the Kanban board in its simplest form but depending on your
project you can increase these columns and I will show you two examples at the
end of this video now this system is very efficient this has worked in the
past and this is working and a lot of companies are using this system right
now in particular the companies who are using contents as their strategy for
growing so content management is very easy to be done in this manner and when
I will talk about the course example at the end you will see that of course
creation is basically a content creation process and how anyone can use this
visual workflow in this situation so we will talk about that in a minute now let
us talk about a Kanban board there are four important things you should
understand about a Kanban board or a Trello board because essentially Trello
is based on conman so the first thing is that this board is a place where we have
all the cards in one single location so this is the purpose of this board in the
board we have cards and those cards contain our tasks
to do the second important thing is that this board itself will not improve the
process the production process is a complex process it looks very simple and
a project manager sometimes try to give the deadlines to their team members okay
this is the deadline this is the deadline for this task this is the
deadline for that task and now those project managers fall in two categories
one are those who learn these dates who have learned that what timeframe a
certain task will take so these project managers are very smart people they
understand that this task will take this much of time
but there are some idiots who just try to impose some deadline okay this is
your deadline this is not how it works and the purpose of this card system of
this Kanban system is to improve the process by learning so this is second
thing we should note that only we can learn something from this and we can
improve the process so the third important thing is that each column of
the board represents a stage in your project or in your process and the
fourth and very important point from which you will learn everything is that
each column must have an Associated queue size how many items you wish to
put in the queue in that particular stage remember that inventory example in
the beginning that how many cars should a manufacturer prepare beforehand for
the dealers to order later so this is very important that each stage of your
project there must be a queue size now this queue size is a little bit
confusing some time because some projects do not have a queue size
instead they have some other important parameters and this we cannot discuss in
this video but maybe some times later but anyway in simple words you can see
that there must be a size with each column of your project stage
our project or process stage and now once we understand what are these Kanban
boards and how we can use this to improve our process it’s time to create
these boards using Trello and I will jump on my computer and I will show you
two examples of these boats one is for a software development company or
organization and second is a ton of board for course creation process which
I normally use for creating my udemy or Skillshare courses and now let me show
you on the computer so let’s start from the basic carbon board which we have
already discussed you can divide any projects broadly in these three stages
and then you put cards in any of these stage so these cards will represent your
tasks so this is the basic concept and now we will see some detailed examples
now this is another example from software development in this case we
have added two more columns or two more stages to our project one is the backlog
stage and one is the testing stage every software needs to be tested so the idea
is that we test the software in this stage and if the software is the not
passing our tests we put it back to the backlog area and if it passes the test
we put it in to done area now the problem here is that having a backlog
stage at the beginning of a project could be counterproductive for the team
members because when they see a lot of tasks hanging around in the backlog
section they might feel frustrated so therefore in order to improve this board
this can’t burn board what we can do is we can move this backlog from this
position to a position between testing and done now this is an improved version
of our previous Kanban board so here we have backlog after testing so it means
that even a software fails the test it still moves to the next stage of the
project which is clock then the team will rework on this
software and send it back to the testing department and assuming that this time
it passes the test it will move straight to the done area so this little
improvement from taking the backlog stage from the beginning to this point
can have a very positive effect on the team members and the productivity of the
project now this is an example for online course creation this is a process
which I use for the creation of my online courses this might not be 100%
exact but it’s very close to my process so the first step for a course creation
is I search a topic whether this topic has a demand for a course so for this I
use few tools so let’s say 1 2 3 these are the tools so these are my tasks I do
at this stage then I write the script for short videos and for longer videos I
write only the main points this is my second stage then for some lectures
which I have to record in my fourth stage I want some graphics or animations
so I prepare these in the third stage of the project then I record the lectures
then I edit the videos and then I close caption my videos because some of the
students are from non-english speaking background and finally I release my
course on various marketplaces for online courses so this is a process of
my online course creation and now in this process one important thing is the
queue size and this is what we are going to discuss in the next slide now queue
size can be defined in various ways for example you can define queue size as the
number of cards you wish to have at any particular stage but the way I defined
this queue size is the number of topics about which I have cards in this area so
let me explain so queue size 3 means there
when I am searching for a topic I am not searching for only a single topic
because I have to use few tools so when I am inside the tool I would like to
search for more than one topics because sometimes I don’t like that topic later
on sometimes I change it for some other reasons so therefore I search for three
topics then when I am writing a script or the main point for videos still I am
NOT focusing on one topic I can write script for one video from first topic
and second video from the other topic but when I am creating graphics for my
lectures or animations then I am focusing on only one topic so I define
two sides in this way that in this column are in this stage of my project I
will have cards only about single topic there could be more than one cards but
only for single topic but you can define queue size equal to one means that only
one card in this area so this is up to you and this is not necessarily one you
can have five cards in this area where I am recording the video lectures again I
am flexible that whether I want all videos are from first topic first is
normally the top priority or any other topic so I can record videos from any
topic it’s not a problem if the graphics are either ready or I don’t need
graphics to record that video so then I can record with you from any topic then
when editing again I am focusing on single topic because I want to finish my
course as soon as possible so finished first course then second and then third
when I am closed captioning again I have queue size three because this is a quite
boring task and if I transcribed all my videos from a single topic chances are
that I will get bored quite quickly so therefore I want to be flexible here and
can select one video from one topic and the other from the other topic finally
when I release my courses to market place’s know again I focus on
one at a time I want to release my course to the first marketplace then the
second and then the third and so on so this queue size will also become very
important when you for example outsourcing something let’s say you are
outsourcing this graphics and animations and you don’t want to mix the things so
this is how you can think and after your experience you will improve your process
and now finally we are going to see how we can practically create this whole
project thing by using Trello software so this is the home screen of my Trello
account you have to create an account with Trello
it is free and these are my Trello boards and in order to create a board
you click on this plus sign and then create board you will see this screen
on this screen you have few options the first is to add the board title so let’s
say it’s a Kanban board and if you click on these three dots you can select any
background color of the board or you can select a photograph so let’s assume I
select this color then you can assign team to this board for example I have
this graphics design team in which there are two or three members so if I click
on this then every team member will be assigned to this board you can give this
board as private or public by default it’s private and which is the better
option public means that anyone with the link will be able to access the board
and we don’t want that therefore it’s private and now I just
click on create board and now this board has been created and as I explained
earlier that our board our Kanban board has columns so in Trello we call one
column as one list so one list will be one column so for example my first
column is to do so I am talking about SiC Kanban board which we discussed so I
click Add list and now this is my list to do this is my first stage of the
project and let’s say the second column of my project is doing are in progress
at least the third is done that I don’t want any further so I click on this
cross now this is the first stage of the project so let’s say I add a task to
this so task is a card a card can have more than one task but a single task can
be written on a single card so a cart so I click on add a cart and give it a name
let’s say topic search add card oh this is my first task and let’s say a
transcript is my second task I had a card and now the third card is graphics
add a card and I don’t want any more so just cross it now if I click on this
card I can add the description to these activities I can write a comment for the
team members I can see the members of this card let’s say in the beginning I
want all my cards to have a yellow label so I can click on this + yellow label
will be assigned to this card let’s click again and now for this topic
search I use 3 tools so I can add a check list here and I can name this
checklist as use 3 tools so this is instructions to myself or instructions
to someone else I add this check list and now I can add the item so the first
tool I use is Google Trends add the second tool I use is buzzsumo so I can
click Add and the third let’s say udemy opportunity tool and I click Add
so these are the three tools now this task is complete let’s say I
want to start this task so from to do I will drag this to doing area here and
now I click on this and let’s say I have done this first part of this I click
here and do I want to change the label to let’s say blue so that I have done
something on this and if we want to remove the initial label you can click
on this and the color will change now this is how you move the cart from first
stage of the project to the second stage of the project and it also shows me that
I have done one of the three components of this task you can also put a due date
to any task so let’s say I know how much time it takes me to make the graphics so
I can click on this due date and then I can assign let’s say 5th of December and
then save close it now I can see the due date for this task so this is how you
can create Kanban board using Trello software you can create your task lists
which are the stages of your project and so on so Trello is a very useful project
management software I have many videos on my channel if you are interested you
can search on my channel and watch those videos so I hope you like this video if
so please give it a thumbs up and subscribe to my channel thanks for
watching see you next time you

About the Author: Michael Flood


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