Warehouse Trello Usage

Overview#

Purpose: Trello is Bragan’s primary tool for recording workflow and task management.  The

Purpose: of this document is to outline to new and existing staff how to use Trello to record workflow and task management.

Scope: This procedure applies to all Bragan Personnel.

Responsibility: It is the responsibility of each employee to ensure the process set out in this procedure is followed.

Employees must allocate at least 10 minutes at end of each day to maintain their Trello boards.

Objective: The objective of this procedure is:

to standardise the use of Trello for all team members

to make the process of recording tasks and tracking progress more efficient

1. The Basic Structure of Trello

1.1 Trello Structure

Trello Feature	Description
Board	A board represents a place to keep track of information — often for large projects, teams, or workflows. Trello board is the place to organize tasks, all the little details, and most importantly—collaborate with your colleagues. This is the basic building block in Trello. A board can be created to store all information related to a project in one place or to act as a central location for all duties and tasks a person performs. In Bragan, each team member has a Personal Trello Board created when they join the company.
Lists	Within each board, numerous lists can be created. Lists keep cards, or specific tasks or pieces of information, organized in their various stages of progress. Lists can be used to create a workflow where cards are moved across each step in the process from start to finish, or simply act as a place to keep track of ideas and information. There’s no limit to the number of lists you can add to a board, and they can be arranged and titled however you’d like. In terms of workflow, the main lists for Bragan team members are “Knowledge Bank” “To Do”, “Daily Tasks”, "Weekly/Monthly Workflow", "SOPs", and “Done”. Additional lists can also be added depending on your role. Lists are a helpful aid to manage workflow as cards can move from one list to another, e.g. from Doing to Done. See Table 2 for more details of the lists we use on personal boards in Bragan.
Cards	Each list can then be sub-divided into cards. Team members can create individual cards to record specific information related to different tasks they are working on, plan to work on, ideas or different things they have learned. Individual cards on one list can be linked to other relevant data that is stored on a different list (examples are included later in this document) and attachments can be added to the card. To this capability, it reduces the need to duplicate information and enables all relevant information to be linked together.

A summary of the various information to be recorded on Lists is summarized in Table 2 below and a more detailed explanation as to how to use the Daily Workflow List is included in the ‘Daily Workflow List Procedure’ below.

1.2. Personal Trello Boards

All personal boards should include a standard number of lists.  See table below for details.

#	List Name	Summary of information to be recorded on various lists
1.	Knowledge Bank	This should be the 1st list on all team member’s board, this list contains cards such as Credentials, your job description, Important Contacts and any training related materials
2.	To Do/Projects	This list is used to record details of tasks or projects on individual cards that have not yet started but which planned to start. Each card on this list should have a brief one sentence title that describes the task/project. Further details relating to the task/project are added in the Description box. Management may also add tasks to this board. If the assigned task is a priority, management will add the card at the top of the list. Each member is responsible for checking this List daily for new tasks assigned by management and transferring these to their Doing List. Cards should be arranged according to priority, putting the priority and urgent tasks at the top of the list. Most urgent / current task should be kept to the top of the list when applicable.
3.	Daily Workflow	The Daily Workflow list contains cards that are used to record daily planned tasks. The list will have a unique card for each day in the week. Each employee will have different regular tasks depending on the role and should be reflected on this list. See Daily Workflow procedure below for further details. Where relevant, daily tasks recorded on this list will contain links to cards on the Doing List & SOPs List.

4.	Weekly/Monthly Workflow	This list is used to log repeat tasks that need to be completed each week/month, or serve as your reminder for an assigned task for the following weeks and months. This List will have a unique card for each month and have four- five checklists (one for each week of the month). Please see template in the Weekly/Monthly Workflow Section below. Each employee will have different regular tasks depending on the role and should be reflected on this list.
5.	SOPs	This list is used to log relevant SOPs and processes. Team members should link cards on this list to their Daily Workflow / Weekly Workflow & Project cards
6.	Done	This list is used to record details of tasks/projects that are complete. When a task/project is complete, the relevant card should be moved from the Doing or Daily Workflow list to the top of the Done list.
7.	Payment Run	List containing Trello Card for Supplier Payments invoices Confirmed payment by Management, Payroll (Irish) and PH wages, Summary of Supplier Payments and Transfermate Summary payment
8.	Payment Run Completed	List of Completed Supplier Payment Run

Note:

Lists 1 -6 general standard on all team member’s boards

Lists 7-8 are added only for Accounts Trello Board.

Depending on job role, a board may include additional lists as required.  Care should be taken not to over populate with unnecessary lists / cards - housekeeping is important.

2. Knowledge Bank List

Knowledge Bank contains cards about the employees Credentials, Job Descriptions and Training Materials - this includes notes from discussion, meetings and trainings, relevant SOPs for the role and also issues that needs to work on and improve.

For Accounts Personnel, the Company Profile Card about Bragan Trading Services LTD and Bragan Truck Van and 4x4 Accessories Limited are included in the Knowledge Bank. Since it is very useful in filling up forms and correspondence with supplier and customers. Other details includes EORI, REGISTRATION and VAT Numbers

2.1 Credentials Card

Credentials Card should include your name, company e-mail, home address, next of kin and contact number, own mobile number and Bragan Company Values. (Fig. 4)

Bragan Company Values

Communication & Systems Following are our 2 most important Values - Keep these 2 to the forefront and you will excel with us!

Systems make Sense

We are open and honest in our communication

We act with integrity and purpose

We are accountable for our actions

We put our customers first

We are critical thinkers

We innovate and we learn

We work as a team

We follow the system until we change the system

2.2 Job Description Card You scope of work and related SOPs shall be attached.

Job Description Card should include all your given task and links to relevant SOPs for each Task. When given a new regular task, Job Description Card must be updated to reflect the changes.

2.3 What to do if Unsure How to Resolve Issues Card This card should be added under Knowledge Bank, this way agents will be reminded on what to do in case they encounters issues and do not know how to resolve it. Card description should includes the steps on what to do if unsure how to resolve issues. Please see sample below.

Note: for the links to the template for SOP suggestion see refer below:

Product lister - template Accounts - template Customer Service - template HR/Admin - template

3. Daily Workflow List

3.1 Creating the Card The first card on Daily Tasks list should be a template (Figure 7) containing a quick guide in the description on how to fulfil the workflow associated, a check list including regular daily tasks should also be present. At the beginning of each week, each team member should create separate cards on their Daily Tasks List for the forthcoming week and also for the next week but up until Wednesday only, i.e. the Daily Task List should have the coming week planned out. Create a card for the first day (using the template tab on bottom right) and copy 8 times for the days ahead. See Figure 8 below.

The “Copy” function on the right-hand side (boxed above in Figure 9) can then be used to copy the first day template and create the next 4 or 5 days ahead in the week, alternatively use the red indicated on left picture. Right click on the card you want to copy for this to appear.

The title of the individual cards will have the format “ [Day] MM/DD/YYYY”.

In the relevant “[Day] DD/MM/YYYY” card, the team member should add a brief description of the card itself command (see FIG 10) and click “Checklist” to create a To Do List for each working day.

3.2 Add Description The Description should include a brief definition of what the card is.

Daily Workflow Description can contain an everyday schedule that will detail day to day activities and time when the tasks are performed. If a schedule is used, make sure that the daily workflow checklist matches the schedule in the description.

3.3 Add Checklist

Each individual task to be performed in a day should be recorded on a checklist.  This is done by clicking on “Checklist” at the right side of the card.  Enter the title of the checklist [Day] (to be changed upon duplication in the specific day) and click add (see

(see FIG 12). The items in a checklist should be arranged according to priority. First item in the Checklist should be the first one to be checked off in the checklist. The

order of the items can be based from the schedule of your workflow as to what tasks will be done first. The activity section should be used to log adhoc elements – a new listing link, an outcome /set back or a screenshot for example.

3.4 Activity Log

• Use it to comment your daily activity
• Description details on the activity done per section
• Management comments

3.5 Linking Cards If the task is related to a project or action that has a card on the Doing list in the team members Personal board, a link to that card should be included in the task comment (Figure 13).  If you click on this link, it brings you to the relevant card where all the details associated with the task/project are recorded.

In order to include the link in the daily task, you must first access the relevant card in the Doing list / Project list / SOP list on your personal board.  You can then click on the Share and More option on the card (Figure 14).

When you click on this option, you will see the following pop up with a link to the card automatically populated (Figure 15).

This link can then be copied and pasted into the associated task comments on the daily checklist as per Figure 13.

3.6 Green Ticks Once all tasks on a card have been completed, the icon on the front of the card will automatically turn green (Figure 16). All card should be completed fully and any tasks not completed will be moved to the next day as per Important notes. If a task can not be completed in that day or time frame, it must be followed through as a task in following period. Activity Log should be populated with brief reason (poser out, urgent task, off sick, etc.).

3.7 Done Daily Cards

Once a task or checklist has been completed, it must be moved to the top of the “Done” List on a weekly basis. Every Monday morning all done cards will be migrated to the Done list. This is for future reference and archiving.

3.8 Daily Report of the Daily Workflow List Every day at the end of the shift, everyone is required to submit a screenshot of their Daily Workflow activities thru their Skype group.

1. The completed Checklist for the day.

2. The Activity section which provides more specific details.

3. Your Daily Workflow for the next day. It will serve as a reminder of the things you should do first thing in the morning such as sending follow up emails, or resending requests for approval.

4. Weekly / Monthly Workflow List

The first card should be a template (Figure 16). Weekly/Monthly Workflow cards should contain recurring/scheduled tasks that happen on specific days/times each week and month. These tasks are usually completed at the last working day of the month.  These weekly/monthly tasks should contain all relevant information on the task, its frequency, and be linked to the relevant cards or SOP. Title of the weekly/monthly workflow individual cards should be “Weekly / Monthly Workflow [Month]”. Weekly/Monthly tasks must be updated with changes as they happen in real time. For instance – Monday weekly meeting should be checked on Monday after the meeting is done.

4.1 Weekly / Monthly Workflow Template Weekly/Monthly Workflow template for all roles must be formatted to include Four- Five Checklists (one for each week) as shown in Figure 18. Each item in the checklist

is to contain the tasks scheduled to be done on that specific day of the week. For example, if you have a scheduled task on Wednesday for Week 2 of the month then add this item in Week 2 checklist and make sure to indicate the day (in this case Wednesday) then followed by the task (Figure 19). This way you will be reminded of the task. This is also a good way to remind yourselves for scheduled events like Black Friday etc.

4.2 Done Weekly/Monthly Cards

Once all checklist has been completed, it must be moved to the top of the Done List on a monthly basis. This is for future reference and archiving

Trello Task Cards#

Tasks that take 15 minutes to do needs a task card. Make sure to always use template cards and do not create your own. Some tasks took less than 15 minutes but still needs a template card, make sure to check the SOP of that particular task to know if it needs a card or not. See below for the list of commonly used template cards.

At the start of the shift, review your own 'Outstanding TO-DO tasks list' and continue those incomplete or that need follow-ups. You may rearrange the Trello cards based on the urgency of the task.

Each task remains on this list until it is done. If you need to perform a different task, you need to update the progress in the checklist of the previous one. You can add specific notes on what needs to be done next to help you continue the task at a later time.

10 mins before the shift ends, review the tasks in your Trello cards and put the finished Trello cards in the Done list.

Note: You need to be invited or added to the specific Trello boards in order to access these templates. Need to request to management if not yet added.

Warehouse#

Auction items - template Order Processing - template give SOP suggestions or updates - template

5. Calander / Reminder Function

The calendar function is good for visual planning - Please see top section of your trello page, use the power up function to choose calander if nto already present

The reminder function can be used on any card - see below screen.

From there you can set the reminder function - the following example is used when an employee trial is due but can be replicated for other tasks.

Video & Media#

🎥 Trello-Training-Updated

Notes#

This section is important so Adhoc points and issues can be logged. Also, Q&A can be logged for suggestions for potential issues encountered. Also, log important notes needed for this system. Additional Notes:

• If a daily task is not related to a card on the To Do/Projects List on a Personal board, it is very important to include the specific details associated with the task.  For example:

if the task is associated with a particular email, the email number must be included.

if the task makes a reference to a file in Dropbox, the link to the file should be included.

if there is a related attachment or image that is relevant to the task, use the “Attachment” function to add the file.

if the task relates to contacts with an external third party, the contact name, number or email of that person should be included to facilitate easy follow up

the comment should be edited if necessary to note the outcome of the task

• Priority Cards/Items should always show as first item in the List/Checklist respectively
• The daily checklist MUST be updated at the end of each working day with the tasks that were completed.
• Staff who are entitled to overtime payments should also note their finish time each day in their daily checklist.  Finance will use this timestamp for payroll purposes.
• Where a task is not completed on the day it is scheduled, the item for that task should be edited and the following text added: “Unfinished – Carried forward to [Insert relevant day]”. The task should be added on the next planned day with the following text added “Carried over from [Insert relevant day].
• At the end of each week, all team members should ensure ALL planned tasks in that week’s card are complete.
• If all tasks are complete, the team member’s card should be moved to the “Done” List.
• If a task is carried over to the next week, point above should be followed.
• At the end of each day, all daily cards should be moved to the Done List, and the process starts over again
• At the end of each day, employees should allot 10 minutes to update Trello boards accordingly.
• There are tools and plug ins in Trello that can perform different functions. Employees are encouraged to suggest to management the use of these to increase value if they see it as helpful
• Proper use of Trello board will be basis of management for performance reviews that could lead to bonuses and pay raises.
• Direct instructions from Skype can be logged in the activity section of the card for easy refence when searching in Trello. Only the Title and Activity Section are searched when using the “Search Card” function of Trello.

Log Direct Instructions from Skype in the Activity Section

Trello Search Function

• Payment Run List and Payment Run Completed List are only applicable to Accounts Team.
• "there's so many things to remember - and to remember always to update system"
• Tasks that takes 15min to do needs a task card. Make sure to always use template cards and do not create your own. Some task took less than 15 minutes but still needs a template card, make sure to check the SOP of that particular task to know if it needs a card or not.

Potential Issues:

1 - ISSUE ENCOUNTERED: Stuck on Loading

RESOLUTION: Refresh Browser

2 - ISSUE ENCOUNTERED: Broken Links

RESOLUTION: Get the external link as this will allow other people to access the SOP without the need for login credentials and avoid broken links.