Get Both A Focused And Bird’s Eye View Of Your Tasks With Trello

Get Both A Focused And Bird’s Eye View Of Your Tasks With Trello

Trello is a fun tool for collaborative project management, but you can also use it to get personal tasks done. Google Insights Lead Gautam Ramdurai describes how he’s using Trello to get into the “productivity Goldilocks zone”.

Ramdurai says the problem with other productivity apps is they don’t give you the “full view” of all the tasks you need to do or they only offer a myopic view of tasks one day at a time. What he wanted was the ability to zoom out to see all his tasks at once, as well as being able to see only the three tasks for the day. Enter Trello:

I love Trello because I can zoom in to as granular a detail as I want and zoom out just as much to get the bird’s eye view. I first came across this great post about implementing the GTD in Trello which I then customised further. While I’ve always been a fan of GTD  —  implementing it seemed like a lot of work. Who wants to draw quadrants every single morning. What about tasks that don’t fall in any of the four quadrants? And it seemed like a very analogue way of organising  —  while that has its merits, I needed something that I could carry with me at any time and some place where I could add more things as and when needed without having to re-do my list.

Ramdurai’s system combines some of the principles of GTD with those of the Accidental Creative — and a data engineering mindset.

Essentially, you set up the lists shown above, add tasks and colour-code them using Trello’s labels (important, not important, urgent and not urgent — a.k.a. Eisenhower’s matrix). Drag the task cards around to prioritise them and cluster similar tasks together.

It’s a neat system for getting the big picture while also focusing on what needs to be done on a day-to-day basis. Check out the link below for details on using this.

Locus/Focus: an approach to productivity without myopia [Medium]


  • I have the same problem with ‘task’ apps; my bete noir being Outlook. It pops a task up on the day its due, but some tasks require plenty of lead time, lots of work, and visibility of time-elapsed vs work to be done; some have many dependencies and don’t easily lend themselves to being subdivided to suit Outlooks implied view of ‘a task takes 30 minutes’.
    I’ll give the Trello approach a whirl as it seems to do good things. The overview is a great idea.

Log in to comment on this story!