Today I will be showing you how to use Trello to manage projects with your Virtual Assistant.

I will share with you how I manage tasks with my clients. This gives me and my client the opportunity to keep on top of the progress of the project and we don’t have to go through a list of emails looking for specific file or piece of information.

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Step 1.

Create a separate board for the specific project.

Step 2.

Subscribe to the board. This is to ensure that both of you get the notifications when something happens on the board.

Step 3.

If you’re the one creating the board, add your Virtual Assistant to the board. If the VA is the one creating the board, the VA should add you to the board.

Step  4.

Add lists to create the workflow. The most basic ones will be “TO DO LIST”, “IN PROGRESS”, “FOR REVIEW” and “DONE”. Under the “TO DO” list, you want to add the tasks that need to be done. It’s like mini projects on their own. Each card is one task. While you’re adding cards make sure to put the due date in.

Step  5.

If you’re adding a card “ADMIN”, this is where the contract, terms and conditions and the invoice can be added. This keeps everything in one place.

Step 6.

If you have a list “TO DO LIST CLIENT”, this is where the VA can list all the things that you as a client need to do before the VA can start any work.

Step 7.

When the cards have been created you will add the content to the comment section and add any attachments that relate to the task.

Step 8.

Once the Virtual Assistant has started working on the task itself, the VA will drag the card under the “IN PROGRESS” list. If there are any questions, they can be written in the comment section.

Step 9.

Once the task is completed, the VA will drag the card over to a “FOR REVIEW” list. This way you know that the task is ready for review without the VA writing an email about all the updates.

Step 10.

If you’re happy with the task that has been done the card can be put to the list “DONE”.

Step 11. 

The VA will continue with completing the tasks until everything is finished. In most cases, the Virtual Assistant won’t have to write the long emails and giving updates on what has been done so far. You’ll easily be able to see it by logging into Trello and checking the “DONE” section.

That’s it.

You can do this with any project. If you’re outsourcing simple and basic tasks to your Virtual Assistant, you can use one board. If the project is bigger and you have a bunch of tasks I suggest you create a separate board. It makes it easier to track and it doesn’t interfere with other tasks that the VA is doing for you.

The most common lists that you will need are “TO DO LIST”, “IN PROGRESS”, “FOR REVIEW” and “DONE”. Using Trello in this way will make it so much easier for you and your Virtual Assistant.

If you have any questions please let me know in the comments.