1. What is Trello?

Trello is an online tool designed to help users plan and organize tasks effectively. A major advantage is that you can use Trello for free with basic features.

Don’t underestimate these basic features! With boards, lists, and cards, you can tackle most of your daily needs. For instance, you can create a personal planning board and divide cards into categories such as “To Do,” “In Progress,” and “Done.” There’s something extremely satisfying about dragging a task from “In Progress” to “Done”!

However, if you want access to advanced features, Trello offers premium plans for a monthly fee. Therefore, this tool is especially suitable for small businesses, startups, or freelancers—people who need an easy-to-use, cost-efficient, and effective way to manage tasks.

2. Outstanding features of Trello

You’re probably curious why Trello is often referred to as the ultimate companion for businesses. This reputation stems from the following benefits:

2.1 Visual tracking

Trello is designed based on the Kanban management method. If you’re unfamiliar with Kanban, don’t worry—it’s not as intimidating as it sounds. Simply put, Kanban helps divide work into specific stages for easier management, and Trello integrates this approach to offer users an intuitive and user-friendly interface.

Visual tracking

2.2 Directly share files, images, links, and comments

Trello is a godsend if you need to share files, images, or web links without digging through folders or sending multiple messages. Just open a card, click “Attach,” and choose a file from your computer, Google Drive, or simply paste a link. Everything is displayed clearly on the card, making it accessible for all team members.

For instance, if you need to share a project plan with a colleague, instead of sending random files through a group chat, you can simply attach it to the relevant card. Team members can view, edit, or comment directly, saving time and avoiding confusion.

Or say you’re planning a trip with friends. Instead of flooding the group chat with hotel links, you can attach them to a card. Everyone can easily access it, avoiding the common “Where’s that link from yesterday?” frustration. Simple, efficient, and stress-free!

2.3 Work offline and auto-sync data when connected

One standout feature of Trello is its offline capability. Even without an internet connection, you can add tasks, edit lists, or move cards as usual.

Imagine being on a plane without Wi-Fi and suddenly remembering that you forgot to add “Buy boss’s birthday gift” to your task list. No problem—just open Trello, add a new card under “To Do.” Once you’re back online, Trello will automatically sync everything. This feature is also incredibly handy in areas with spotty internet, like a hilltop café or a remote office corner.

Easy offline work

2.4 Scalable for teams and groups

If your team is growing and you’re struggling to manage everything efficiently, Trello can be your savior. Not only does it help organize current tasks, but it also scales well as your team expands.

For example, with a small team of 10 members, communication via chat or email might suffice. But when the team grows to dozens, can you keep track of who’s doing what? Trello allows you to organize tasks into clear boards, ensuring that both new and existing members can quickly get up to speed without repetitive explanations.

2.5 Workflow automation

Trello simplifies repetitive workflows, freeing up time for more critical tasks. For instance, in project management, you can set up automations where the system notifies a manager once a task is completed. After the manager approves (or requests changes), the responsible team member will receive an automated notification to proceed with the next step.

2.6 Extensive integration

For free users, file attachments are limited to 10MB. This is comparable to a compact backpack for lightweight items like images or short reports.

But upgrading to the Business plan increases the file size limit to 250MB, allowing you to attach videos, slide decks, or even hefty graphic design projects. It’s like swapping a small backpack for a spacious suitcase that can accommodate all your essentials.

2.7 Customizable workflows for projects

Users can create personalized templates for each project. Assign red tags for urgent tasks and green tags for completed ones—it’s as simple as pie!

Build personalized templates

3. Limitations

Despite its advantages, Trello has a few drawbacks that users should consider. These may not significantly impact individual users but can be crucial for team workflows.

3.1 Lack of administrative role hierarchy

If you’re looking for a tool with clearly defined permissions, Trello might disappoint. All team members can edit, delete cards, and assign tasks to one another.

3.2 Inefficient communication space

Trello’s communication features are not its strongest suit. You can comment on cards, but there’s no centralized space for team-wide discussions. Additionally, posting comments requires clicking “Save” rather than pressing “Enter,” which can be inconvenient.

3.3 No progress reporting feature

A significant drawback of Trello is its lack of a progress reporting feature, such as displaying progress as a percentage of the plan. This means you can’t precisely track how much of a task is completed or identify who’s ahead or lagging behind. For managers, this is akin to navigating in the dark without a clear view of the overall status.

4. Service plans

Trello offers various plans with flexible features tailored to different group sizes and organizational needs:

Free: Ideal for individuals or small teams managing basic tasks. This plan includes core features like boards, lists, and cards but limits automation and app integrations.

Standard: Priced at $5 per user/month, this plan is designed for growing teams needing more flexibility. It includes unlimited boards, advanced lists, and integrations with apps like Google Drive and Slack, along with increased attachment sizes.

Premium: At $10 per user/month, this plan caters to teams managing multiple projects from various perspectives. It offers advanced views like Timeline and Calendar, unlimited automation, priority support, and robust admin tools.

Enterprise: Tailored for large organizations, this plan includes all Premium features plus advanced security and centralized admin tools. Pricing varies depending on company size and specific needs.

Trello’s flexible solutions cater to a wide range of organizations, enhancing task management, collaboration, and productivity. Each service tier provides tailored features to meet specific user needs.

5. Overall evaluation

Trello is a renowned project management tool celebrated for its simplicity and user-friendly Kanban interface. For small-scale projects like birthday parties or travel plans, Trello’s ease of use makes it a perfect choice.

General assessment

However, for complex tasks like marketing campaigns or software development, Trello’s simplicity can become a drawback. In such cases, tools like Asana or Monday.com excel with features such as progress tracking, task delegation, and detailed reporting, enabling better management and adjustments.

6. Final thoughts

In summary, Trello is a compact, user-friendly, and highly effective tool for managing small to medium projects. However, for larger and more complex endeavors, you may need tools with advanced capabilities. Trello may not be perfect, but its simplicity has earned it a loyal user base worldwide.