Trello for Editors: Three Ways to Make It Your Own

In any project-driven job, it’s important to have a system for tracking your workflow and deadlines. Project management tools can vary from paper to-do lists to free or paid software. But it can take time to find the system that works best for you, especially when you’re not sure how best to optimize it for your needs.

One popular tool is Trello. This web-based task management tool functions like a set of digital sticky notes (“cards”) grouped into themed columns (“lists”).

In this post, three freelance editors share the ways they customize their own tracking systems in Trello.

Laura Bontje (she/her) is a fiction editor and picture book author who specializes in children’s literature. She uses the free version of Trello.

Suzanne Bowness (she/her) creates long-form content for clients at her business Codeword Communications and helps others connect at The Feisty Freelancer. She uses the free version of Trello.

Shannon Scott (she/they) is a fiction story coach and fiction developmental editor with a hyperfixation on the power of language on the human experience. She uses the paid version of Trello.

Note: Knowing that Trello is one of the tools many editors use for project management, we hope to offer tips to help editors streamline their workflow. This post is not affiliated with Trello, and it is neither an endorsement nor an advertisement of the platform.

Have you tried other project management sites before? What brought you to Trello?

Laura Bontje: In my previous career, I was a huge fan of GQueues, which satisfied my desire for a detailed, nested to-do list with dynamic sorting options. I switched to Trello for an at-a-glance approach when I began freelancing. I’d be interested in trying GQueues again to see if I can adapt it to my current tracking needs.

Despite the digital tools, I still maintain a paper calendar for booking. I like to see a visual overview of my availability when setting timelines for clients.

Suzanne Bowness: I tried out several project management platforms, including Asana, and I also used Basecamp with my students, as they have a free educational offer. I started using Trello for my own business because I used it regularly with a client and got familiar with how it works.

Shannon Scott: When I opened my business three years ago, I researched a few project management systems, and Trello was in the top three. However, because it didn’t offer invoicing and client relationship management, I ended up going with Dubsado.

I still use Dubsado, but when a friend told me how she used Trello for task management, I figured I’d give it a try. I used to rely on two whiteboards, three legal pads and a stack of Post-it notes to keep track of tasks. I don’t know how I managed all those for as long as I did.

How do you organize your lists?

LB: My lists reflect project stages: “Templates” (for setting up new cards), “Editing (Round 1),” “Editing (Rounds 2 & 3)” and “Completed.” Each manuscript gets its own card, which I move from one list to another as the project progresses.

I do a lot of multi-round picture book edits. Because they’re shorter than novels, I have multiple manuscripts to track at once. This setup helps me visualize where each project stands and what’s coming up.

SB: My boards are mostly for projects: “Current” for current project, then “Ready” for final proof, which is where I move a project for a last once-over before sending, then “Filed,” then “Draft 2” for if something comes back during approvals. 

The best category is “Send Invoice,” which my virtual assistant looks at for me. I also have some internal categories: “Recurring or Current” (so I can remember to reach out to recent clients), “Internal” for my own work (like updating my website or making social media posts) and “Upcoming” and “Leads” for tracking new contacts.

SS: I have a “Business Development” collection that has boards for task management, writing craft development, professional education courses/certificate programs, author client inquiries and accounting/bookkeeping.

The “Task Management” board is the most detailed. It has lists for the current month’s objectives, weekly tasks and daily priorities. I also use it to track professional and business development tasks. With the Planyway power-up, I can see all my tasks on one calendar, schedule each task as needed, track my time and see how I’m spending my time each day.

I also have a “Marketing Department” collection that has a board for each month’s social media and marketing campaigns. Its template cards have detailed descriptions of what each piece of content needs to include.

What do you include on each card?

LB: In the title field, I enter the client’s first name and last initial, as well as my deliverable dates (e.g. “Jane S due Sept 1/Oct 5”). 

I use each card as a high-level overview of the general game plan. The checklist shows major milestones (deposit received, first round of edits completed, etc.), and I set the due date to align with the next milestone. In the description, I jot down the project and payment timelines. If I need something from a client (like revisions), I add a label that says “waiting on” — the “urgent” label is self-explanatory!

SB: Generally, I include a title, description of the task and deadline. If it’s a more complex project, then I add more details about what to include. If I have more than one project for a client, I make a new card for each so I don’t forget.

SS: Each card has the task title, due date, basic description of what needs to be done, any required/relevant attachments, the status and priority, and often a checklist or two that breaks down the task into bite-sized chunks. Being neurodivergent, I need my cards to be as detailed as possible, so I don’t miss doing something important.

What’s one Trello tip you would share with a new user?

LB: Set up Template cards. For example, if you have a checklist on your template card, then each card you make from it will have the same checklist built in!

SB: Add deadlines to both Trello and your calendar; that way, you’re aware of them at all times. Also, I put my projects in order of importance for the day so it serves as a to-do list as well (fun to drag and drop).

SS: Be willing to personalize the board templates Trello provides. Be willing as well to create your own for what you feel best works for your goals.

Try it yourself!

As you can see, even within the same system, there are multiple ways to make a process work for you.

What kind of tracking system do you use for work? If you’re a Trello user, let us know how you set up your system!

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Previous post from Laura Bontje: A Brief Summer Break

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