Trello Productivity System Setup

Summary

This guide explains how to set up and use a simple, effective productivity system in Trello to help you avoid missed deadlines, procrastination, and forgotten tasks.
It covers creating your Trello board, organizing tasks with lists and cards, using labels and due dates, integrating a calendar, and building daily habits for ongoing organization and productivity.

Daily for all users: Schedule a self-meeting at the end of each day to review your Trello board, organize your lists, and select your top goals for the next day.

Go to Trello.com, sign up for a free account, and verify your email.
Once logged in, you’ll see your workspace (a container for your boards).
Click “Create New Board.”
Name your board “Organize My Life.”
Personalize your board by choosing a background image (click “See More” under “Photos” to search Unsplash).
Set the board’s visibility to “Private” (unless you want to share it with others).
Click “Create” to finish setting up your board.

Understand that Trello lists are columns that represent the progress of your tasks from left (not started) to right (completed).
Set up these five lists in order:
- Organize Me (far left)
- To Do
- On Hold
- Doing
- Done (far right)
To add a list, click “Add another list” to the right of your last list, type the name, and press Enter.
Rearrange lists by dragging them to match the order above.
Add tasks (called “cards”) to the “Organize Me” list for anything you need to track for more than one day. Click “Add a card,” type the task, and press Enter. Repeat for each task.

Click on any card to open it and add more details in the description field. You can use formatting, attach files, add links, and images.
To group cards by project or priority:
- Click “Labels” on a card.
- Choose a color, click the pencil icon to name the label (e.g., orange for a project, red for “High Priority”), and save.
- Check the box next to the label to apply it.
To filter cards by label, click the “Filters” button in the top right and select the label you want to view.

For any card with a deadline, click on the card, then click “Dates.”
Select the due date and set a reminder (default is one day before).
Click “Save.” You’ll receive notifications via the Trello notification bell, email, and desktop alerts (if enabled).

At the end of each day, decide on up to three core goals for tomorrow. These should be the most important tasks that move you or your projects forward.
Move these goals from “Organize Me” to the “Doing” list.
If a goal includes several tasks, link them as checklist items:
- Open the related task card, copy its link from the browser address bar.
- Open your goal card in “Doing,” click “Checklist,” and paste the link as a checklist item.
- Add other related tasks as needed.
Archive any “Organize Me” cards that have been turned into goals (right-click the card and select “Archive”).
Keep only up to three items in the “Doing” list. If new tasks come up, compare them to your current goals before adding.
At the end of the day, move completed goals to “Done.” If a goal isn’t finished and isn’t urgent, move it to “On Hold.”

Move incomplete, non-urgent goals to the “On Hold” list.
Use the “To Do” list for goals you plan to work on later in the week. This keeps your “Organize Me” list tidy and focused.

To see your tasks on a calendar, click the “Power-ups” icon in the top right.
Click “Add Power-ups,” search for “Calendar,” and add the free Calendar power-up.
Close the Power-ups window, then click the three dots in the top right and select the new calendar icon.
View all cards with due dates in a calendar format.

The most important habit is to schedule a daily end-of-day meeting with yourself. Use this time to review your Trello board, organize your lists, and plan your top goals for the next day. Without this habit, the system is unlikely to work long-term.

Commit to a daily self-organization meeting—this is essential for maintaining your productivity system and staying organized.