How to use Trello
URL: https://trello.com/
If you don’t have access to the Swordfish Health boards, please request access from Alex McCarthy (alex@swordfishhealth.com.au)
Personal Settings
Once logged in, there are a few things you may want to do.
Go to Settings
In the settings screen you can switch to Atlassian to add a profile pic (recommended). In Trello settings you can edit your name, your primary email address, and work out how to manage your email notifications.
Stand Up
The Stand UP Board is sorted into lists.
Lists are a way of sorting tasks. Each list has Cards.
Cards are the individual tasks. You can put a lot of information into a Card. You will see how to do this under the section called CARDS.
Lists
The Stand UP Board has the following lists, and these follow the natural steps of a physical job bag:
BACKLOG:
This is where known/potential tasks can be placed. However, until they are signed off, or there is more clarity they will remain in the backlog list.
TO DO - WEEK:
The upcoming week’s tasks will have been determined in the production planning meeting held every Thursday afternoon.
The Project Manager will add all tasks as cards to Trello on the Friday prior to the upcoming week based on the outcome of the production planning meeting.
*Note: Cards should only be created by a Project Manager, but if necessary anyone else can in the absence of a project manager.
TO DO - TODAY:
The upcoming tasks for the day will have been determined in the production planning meeting held every morning. The Project Manager will move tasks into the list at the end of the day before they are due to be done.
*Note: Cards should only be created by a Project Manager, but if necessary anyone else can in the absence of a project manager.
DOING:
If you have been tasked with a card, and you have enough information to start on the task. Drag it from TO DO - TODAY to DOING. This will indicate to all that the task is underway.
If you do not have enough information, leave the card in TO DO - TODAY and notify the project manager/client services lead by using the @their_name to send them a notification that you need more info before you can start.
Please be proactive and prompt!
REVIEW:
When you have completed a task, drag the card from DOING to DONE and notify the Medical Editor that the task is done and waiting for review. The Medical Editor will check the DONE list throughout the day too.
Equally, the Project Manager can/should check the task and feedback any amends.
If either the Medical Editor or the Project Manager notes amends, they will move the card back to TO DO - TODAY and notify the individual working on the task that it requires attention.
WITH CLIENT: As the work associated with tasks is completed, reviewed and sent to client, the Project Manager will move the card into the With Client list.
COMPLETE -> TO ARCHIVE: Once all relevant sign-offs have been achieved the client services/ project manager will move the card to Complete –> to Archive, signifying that the card is finished.