Here at The Instructional Design Company, we are all about taking advantage of awesome, free tools. That’s why today, we want to share how to use Trello to manage instructional design projects!
Why Develop Project Management Skills as an Instructional Designer?
Every instructional designer wears a project management hat to some degree. For a complete rundown, you can read this article on the instructional designer’s role as a project manager.
As instructional designers, we need to manage small projects like:
- Building a short lesson
- Completing a small task related to a course
Or, we might be responsible for managing more extensive projects, like:
- Building a certification program
- Delivering an eight-week course
The number of tasks associated with those projects has a considerable range. What’s more, different team members may be responsible for various tasks. Deadlines may vary. Clients or bosses need to review work.
We need a way to manage all of those tasks efficiently. Lucky for us, Trello is a tool that allows us to organize tasks and teams in a visible format. So let’s start from the beginning!
What is Trello?
Trello is a collaborative, cloud-based, Kanban-style tool that allows you to visualize the status of each project’s different tasks.
You can create ten different boards using a free Trello account. That means ten different projects! Within each board or project, you can create unlimited cards. A card typically corresponds with one granular task related to the project.
Invite your team members to collaborate with you on a board so that you can assign different cards to different people. Attach due dates to cards, so your project stays on track.
Use your Trello board at a glance to deliver status updates to your team, boss, or clients.
We’ll focus on how to use Trello for instructional design projects, but you can use it for personal projects too! For example, I used a Trello board to get organized when I ran a campaign. One of the students in our Instructional Design and Tech Accelerator System and Certificate program used Trello to plan her child’s birthday party. Another student used Trello to create a digital vision board. So there are a lot of possibilities outside instructional design once you get comfortable with the tool.
How to Use Trello: Getting Started
First thing’s first, if you haven’t started a Trello account yet, get signed up now and follow along!
You can create a free Trello account at Trello.com. If you want to use a free account (our recommendation), click the small text that reads, “start without business class.”
Let’s review some of the features of the main page.
On the menu, you can use many template options to create your first board. I like to start from scratch and build my board following a process that works well for my team and me.
Once I have my custom board created, I’ll make a copy so I can keep one as a template and reuse it. You can check out the step-by-step process by skipping to 10:00 in this episode of Accelerated Instructional Design.
Getting Started with Trello: Other Quick Tips
Using a new tool can be confusing at first. That’s why I walk through all my best tips for getting started. Here are some essential tricks for your free Trello account and making your boards work. Click the topic to skip to that section of the Accelerated Instructional Design episode.
Sharing a Trello board with a team member or client
Color coding cards for easy visualization
How to Use Trello: Setting up your Custom Board
I have a tried and true format for setting up my Trello boards for all my projects. In addition, students in my courses (like Everyone is a Project Manager and The Instructional Design and Tech Accelerator System and Certificate program) make copies of these exact boards for their coursework.
So, follow along, and I’ll share how to use Trello by setting up a custom board that you can share with your team and clients! Or, you can skip to this part of the video and see it in action.
The first thing you need to do when starting a custom Trello board is created and label columns. I use the same columns for my projects. I’ll explain what I use each column for:
The first column I use as an information dump. I might make a card that contains all the project’s branding information, a card with login information for the client’s learning management system, and a card with the templates we’re using to build course assets. You get the idea!
The resources column allows me and my team to access resources that enable us to complete project tasks quickly.
Here’s where we add and store every different to-do item related to the project. At the beginning of the project, you need to list every single necessary project task.
It’s time-consuming, but it’s a crucial step to organize your project. Doing this at the front end will save you time. If you skip this step, you risk missing a crucial task.
On the plus side, if you go through this process for one project, you can likely copy this board, make edits, and have a great head start for a different project!
Kanban-style boards follow an agile framework. This article can teach you more about agile (and other project management styles).
When you work in agile, you work in time boxes called sprints. The sprint length varies depending on your organization and sometimes on the specific project. I typically work in 2-week sprints.
In the sprint backlog column, you would drag over all the cards from the backlog that must get completed in the current sprint.
It can take some planning (and experience) to determine how much you should commit yourself (and your team) to completing in a given sprint.
You should drag a card from the sprint backlog to the doing column when it is actively being worked on. Your doing column is your snapshot of what tasks are currently in progress.
The next column is your quality assurance check. After you complete a task, someone needs to review it. On my boards, I have two different QA columns. One is called ‘Shawntay Review,’ and the other is ‘Client Review.’ In my case, I review all card tasks, compile the work, and submit it to the client for review. If you work in an organization, you might have an internal department review followed by a review from your boss.
Finally, when a task is complete, reviewed, and has feedback applied, you can drop it in the done column.
How to Use Trello: Collaboration
One last thing I want to make sure you know about Trello is how easy it is to collaborate. When you add team members to a Trello board, they have complete access to the board, including all those resources you added.
You can assign cards to different members, who can move them through each column as they progress. If you are the reviewer, you can quickly see what items are ready for your feedback.
Another excellent collaboration feature of Trello is that you can comment and tag people on cards. So, for example, if I see that a team member has a task sitting in ‘Doing’ for a while, I might add a comment to that card and tag the team member for an update. That person will then get a notification from Trello (via email or phone) with a reminder to provide an update on their work.
Wrapping it Up
When it comes to free tools, we’ve got you covered! If you want to learn more about using Trello, you can check out the full episode, How to Use Trello to Manage Instructional Design Projects, on Youtube. Be sure to like and subscribe, so you don’t miss any of our free training!
If you have questions about how to use Trello, jump over to The Hangout, an instructional design community. Lots of our members use Trello, so you’ll have plenty of opportunities to get advice and inspiration.
The Testimonials are In:
Working with Shanwtay and Katie at the Instructional Design Company was a dream come true. Their creativity, expertise, and professionalism throughout the entire process was beyond top notch. I engaged them to help turn my first book into a training course, and I could not be happier with how the final product turned out. If you have an instructional design project and you’re considering which company to work with, you can stop your search and thank me later. They are truly the best in the business.
I joined the Instructional Design & Tech Accelerator Certificate Program because I struggled to find jobs in instructional design beyond the development phase. I’ve done a couple of training programs with lots of random projects, but I was overwhelmed, not connecting the dots, and not good at structuring my writing to hit learning objectives. I was looking for motivation and direction at beginning a better Instructional Designer.
After taking the Instructional Design & Tech Certificate program and joining my fantastic team for support, I found the structure and approach to be what I need to take my next steps, evening improving my skills in the development stage.
Teacher, Future Instructional Designer
I love how this course let’s you work at your own pace. I got great tips and learned many things. The ongoing support for multiple people and groups is what I love the best. You are never alone in this process. I have been able to adjust my resume and began creating a portfolio of work I’ve completed to add when applying for jobs. I use many of the PowerPoint skills in my lessons and trainings. I would highly recommend this for anyone wanting to become an instructional designer.
Teacher, Future Instructional Designer
I have searched for the last few years to find some suitable career change where I wouldn’t have to earn another degree and where I could use the talents and skills I already have as a teacher. When I came across the Instructional Design Accelerator course, I loved the fact that Shawntay was a former teacher and could relate to a teacher’s need to transition from the classroom. This was what sold the course for me. Her experiences are invaluable especially when translating teacher duties to instructional designer duties. I would (and have) recommended this program to other teachers I know who are looking to transition out of the classroom. I do appreciate ALL of her feedback on my projects!
L&D Project Manager
The Instructional Design & Tech Accelerator certificate program is one of the most comprehensive ID programs out there for beginners. If you’re looking to grow your schools in ID and development then I highly recommend this program. Not only will this program give you an overview of theory, but you will receive a thorough walkthrough of how to apply what you have learned. Although I had already secured a position in Learning & Development when I bought this course, it helped me to move up into a new position as a Learning & Development Project Manager!
Future Instructional Designer
If you have any interest in ID, sign up for this program NOW! Shawntay and her team are top notch! The course content exceeded my expectations in a big way and the encouragement and support continues to be so valuable. You will not feel alone going through this course, you will learn so much, you’ll have many cheerleaders, and you will have fun!
Future Instructional Designer
I am really enjoying this program! It’s prerfect for someone who is thinking about a career shift to Instructional Design and does not have a lot of experience. This is my first real introduction to Instructional Design and it’s been the perfect beginner course to help me get my feet wet. The modules are broken down well and it’s great to go at your own pace and at your own time. The modules themselves are very comprehensive and you learn a lot from all of them. I really like how each one build upon each other and you’re working towards the bigger project of designing your first training course from scratch. I’m learning so much from going through this course! I was provided great feedback from Katie and Shawntay through the process via Trello Boards, comments on the Google documents, and Facebook group. This course has been well worth the time and effort and I appreciate the fact that I will always have the resources available to me after I complete the training (just in case I’m not quite ready to transition yet).
Future Instructional Designer
I can’t say enough great things about the Instructional Design & Tech Accelerator Certificate Program! The length of the program is perfect; it doesn’t feel rushed and there’s just the right amount of structure to give you the accountability you need. There are so many opportunities to get live answers to any questions you have related to the course content or anything ID-related! This program gave me the support and structure I needed to both feel affirmed in the relevant skills I already had coming in and to fill in the gaps I had as a career-changer going into ID. Shawntay, Katie, and all the coaches are super helpful and supportive. I now feel confident that I have the tools and access to resources I need to apply for ID jobs without wondering if there’s something I’m “missing” in the preparation process. I’d highly recommend this program to anyone wanting to transition into ID or who just wants to brush up on their skills in the field.
Krista Johnson Awomoyi
Freelance Instructional Designer
I’d highly recommend the Instructional Design & Tech Accelerator Certificate Program. I’m blown away by how much I learned in just 12 weeks. I had ID experience prior to taking this course and was just looking to get a better understanding of applying adult learning principles. This course well exceeded my expectations! Not only did I gain a clear understanding of adult learning principles, I was also able to apply those principles by creating assets for your portfolio using PowerPoint, Adobe Premiere Pro and Storyline. The hands on support that we received was top notch.
This program is one of the most robust yet fulfilling L&D programs I’ve seen. I learned so much about the industry and about the limitlessness of my own capabilities. I am so appreciative of Shawntay and all of the trainers who took part in the program. They went above and beyond with not only guiding, but communicating live and working one on one or in small groups. If you are on the fence, I say take the leap and you will not regret it! There’s so much to learn, not only from the trainers, but also the learners in your group. Everyone comes in with their own skills and can be additional support and guidance for you. Thank you for creating this program!
Instructional Designer Training Facilitator
Shawntay is an amazing individual. She is very knowledgeable in all aspects of ID and eLearning. She is also very compassionate and loves to help and see everyone around her grow and prosper. Shawntay has been a great mentor to me and she has helped me mature as an instructional designer and eLearning developer. She has provided me with opportunities when others have overlooked me. I am very grateful to have met and built a lifelong relationship with Shawntay.
I recently got hired into my first instructional design / training position and Shawntay was one of the first people to congratulate me!
Freelance Instructional Designer
My teacher-to-instructional-designer journey began two years ago when I left my teaching comfort zone and started my first freelance ID job. Now, I’m stepping out of the classroom and taking my freelance work full-time, so I’m thrilled to be joining the Tech Accelerator program. Adding technologies like Articulate 360 and Adobe Premiere Pro to my qualifications will help me take my courses to the next level and attract more clients!
Teacher Transitioning into Instructional Design
I am genuinely grateful for this course. I wanted a real-world perspective and feel like I got it. I’m teaching now, but nearing retirement age but can see myself working as an instructional designer well into my retirement years. My other goal is to take as many courses in statistics as possible in hopes of bringing some mathematical precision to the ROI question. Like you say, getting accurate metrics to measure ROI can be a challenge, but I intend to work on that part. That’s unimportant right now, what is important is the fact that I feel like this course was well worth every penny I spent and I would to it again in a heartbeat. I have too much going on right now, but as soon as I get some time freed up I intend to take your course in project management.
Turns Your Written Thoughts Into a Masterpiece!
Shawntay Skjoldager can turn your written thoughts into a masterpiece. She is great to work with and the most organized person I know!
President and CEO, The Creative Entreprenuer
Shawntay has been incredible!
Shawntay has been incredible and her team is responsive and effective in translating my training programs into professional presentations. Don’t hesitate to contact her for your project.
Beth B. De Lima, MBA, SPHR-CA, SHRM-SCP
President and Principal of HRM Consulting, Inc.
IDC is My Secret Weapon to Soar Above My Competition!
The IDC team has been my secret and special weapon of success. They have delivered above and beyond with every single project out in front of them. They have met and beat timelines. They have been Uber responsive every step of the way. I keep them on speed dial and have and continue to recommend them to friends and clients. If you are in need of instructional design and plenty more, this is THE ALL-STAR team that will more than deliver and help make you and your project soar above the competition.
LT. COL. Jason O. Harris
U.S. Air Force Officer, Special Operations Pilot, U.S.A.F. Academy Instructor, Motivational Speaker
A Tremendous Asset to the Project Team!
Working with Shawntay and the Instructional Design Company has allowed our university to meet the growing demands of our programs. Shawntay’s expertise allowed for the course development to be completed on time and met all of the university requirements. Shawntay’s project management skills were phenomenal and allowed my team to work on other areas while she completed this project for us. Her work is of high quality and her professionalism and willingness to help made her a tremendous asset to the project team.
Academic Quality Assurance Specialist, Abilene Christian University
Creative & Highly Talented!
Shawntay is a creative and highly talented instructional designer. She brought a wealth of knowledge, expertise, and leadership that enabled her to own the design and creation of a full scale facilitator curriculum and train-the-trainer program. It was a pleasure to partner with Shawntay, her project management and communication skills ensured the project was on time and on budget.
Breaks Down Mammoth Projects
“Shawntay is quick study and carefully synthesizes information for presentations that are clear, concise and captivating. Her personality draws the audience in and her content mastery is excellent. A team player and organizer, Shawntay has the ability to break down mammoth projects, keep everybody on time and on task.”
Author, Speaker, Strengths Coach
“I have had many opportunities to work with Shawntay—mainly in the support of implementing new eLearning initiatives. I have been very impressed by her ability to quickly learn how to use rapid eLearning development tools and effectively use them to create multiple courses within a short timeframe. Shawntay’s enthusiastic nature, attention to detail, and dedication to her work make her a pleasure to work with and a great asset to both Texas A&M University-Commerce and the broader training community within the Texas A&M University System.”
Director of Learning Strategy, Caveo Learning
Top Notch Professional
Working with Shawntay has been an immense pleasure. She is atop notch professional who brings enthusiasm and extensiveexpertise to professional curriculum development and execution. Her knowledge of tried and true techniques to maximize the effectiveness of presentations is invaluable.
Nancy Drapeau, PRC
Vice President of Research, CEIR - Center for Exhibition Industry Research
Fortunate to Find Shawntay!
“I was fortunate to find Shawntay when our organization was looking to expand and update our educational offerings. Shawntay proved herself to be an educational and personal development expert who immediately made an impact with our clients throughout Europe. Everyone who came into contact with Shawntay was immediately impressed by her level of expertise and willingness to share her knowledge with those around her. I would not hesitate to recommend Shawntay to anyone looking for an education subject matter expert.”
Director of Qualifications and NSD Services, Mary Kay Inc.
Short Turn Around. On Time. Under Budget!
“We hired Shawntay to develop a training facilitator’s guide and PowerPoint slide deck for an operations manual heavy with technical content. The project was made more challenging by a very short turn around, 5 business days, and the fact that the operations manual wasn’t complete and was being updated simultaneously with the facilitator’s guide and slide deck. Despite these challenges, Shawntay delivered as promised. On time and under budget.”
Dave Beeman, CPP
Vice President, Andy Frain Services
Need an Expert Who Consistently Delivers?
“Working with Shawntay you will immediately notice her professional presence and poise, but over time her tenacious pursuit of excellence and her skills in instructional development and adult learning will really impress you. I worked with her at Mary Kay, and was able to experience firsthand her great rapport with regional partners in Europe, understanding their unique sales force training needs. In addition, Shawntay consistently exhibited grace under pressure, made executive decisions to move business forward. If you are looking for an expert who consistently delivers and goes the extra mile to get things done, contact Shawntay!”
Marketing Director, Academic Partnerships
Quality Products & Solutions!
“I had had the pleasure of knowing and working with Shawntay on more than a few occasions. I found her to be a very good business partner and very committed to delivering a quality product or solution in a timely manner. I have always had a positive experience in partnering with Shawntay and would recommend that you consider leveraging her talent.”
Judy Owen, CPC
Transformational Leadership Coach
“Invest in yourself and take your skills to the next NEXT level!”
Get yourself signed up for Shawntay Skjoldager’s Instructional Design & Tech Accelerator Certificate Program today and be on your way to success! Within the first week of taking her course, you will experience growth! Be sure to plug into her Facebook Q&A sessions for personalized help, too. This is THE course to take if you are new to instructional design or have landed on the training team and need help getting started.
Managing Partner, PHiG
“Her enthusiasm for adult learning is contagious!”
Shawntay has exceptional knowledge and experience with all aspects of creating and implementing effective, performance based training for adults. She is exceptional at needs analysis – identifying target audiences and collaborating with business owners to keep training focused on business needs. And she is great to work with – always providing great support to get projects done on-time and on-target. She is always on the look-out for new and more effective ways to engage learners. Her enthusiasm for adult learning is contagious!
eLearning Developer/Instructional Designer, Vivos Therapeutics
I have known and worked with Shawntay as a education program director and use the expertise of ShawntayMichelle for the development of my presentations. The service has always been “spot on” with professionalism, care and attention. Shawntay’s recommendations to my ideas make me look good to my clients.
Al Lomas CMP, CEM, CMM, CFE
Owner, Certified Consulting Services
“Shawntay Skjoldager reached in and made my training life so much easier!”
I am new to the training design and development world and I was SO excited to get in there, but I really lacked the real-world knowledge that would set me apart from my peers. And, then Shawntay Skjoldager walked into my life with an outstretched hand and a seemingly endless list of ways to knock every training out of the park. From the Training Analysis Form to the Tay Tay tips, this course made my life so much easier and even ironed out the review process that I had been struggling with for months.
Take time to invest in your own learning and make sure to put Shawntay Michelle at the top of your personal development list!
Training Specialist, LegalShield