• Ask Anything

If there is one thing that I’m certain of, it’s that running a small business will NEVER look the same year after year. Systems are made to be enhanced over and over again. If I was STILL using my own “to-do” system from years ago I would have ugly charts and spreadsheets taped all over my office walls. I welcome change in our business and I think that’s a big reason why we’re still growing after seven years!

So when it comes to GETTING STUFF DONE, I have struggled recently. My BIG LIST system just wasn’t cutting it anymore. There is too much going on and too many projects with too many PEOPLE to maintain! My systems and workflows include Michael now, so having a system on paper is not ideal. I needed the following in a task management system:

  • I needed a way to include Michael that was seamless and simple.  If it wasn’t simple, we wouldn’t keep up with it.
  • I needed something that I could set due dates on and would send reminder emails to Michael and myself when we’re getting close to forgetting something!
  • I needed a way to categorize my “To-do’s” into multiple categories because we have 6 micro businesses in ONE! This is why ONE to-do list on paper was driving me crazy!
  • I needed something pretty and simple so that I would WANT to maintain it!
  • I needed something with an APP that was easy to access and update!
  • I needed a way to assign a task and then within that task, have a checklist for our workflow! This is HUGE!
  • I needed a way to GROW. I was drowning in to-do lists and I needed a change.

Now, let me introduce you to TRELLO!!!! My new best friend and office buddy!!! Thankfully, Zach Gray  shared this with me several months ago and it has been life changing to say the least!!! Can’t thank you enough Zach! So let me explain a little bit about why I’m obsessed with this new found love!!

Trello is an online task manager that is simple and yet so complex at the same time! The options are endless. There are a few things I wish it had (Like mirroring a card to multiple boards) but we have found a way around that! Here are all of the things you need to know about what Trello can do for you! :

  • Well first, it’s FREE! So there’s that!
  • In Trello there are BOARDS, LISTS, CARDS and CHECKLISTS
  • Here’s a breakdown of our boards: HMH, Advertising, Coaching, Emy (my sister is helping us out!), KJP Katelyn, KJP Michael, Workshops, The Collection, Personal. So basically, this was my BIG TO-DO LIST and I made it into multiple lists.
  • Within each BOARD, there are LISTS. Lists are just what they sound like, they are the lists of what needs to be done, what has been done, and what is ongoing. Michael and I like using lists in this capacity: URGENT, TO-DO, DONE and ONGOING. The “ONGOING” list is just where we store CARDS that we re-use!
  • CARDS are actual ACTION ITEMS! These are your tasks! You can add members to them, set due dates, move to other boards if you need to, etc.
  • Within a CARD you can have a CHECKLIST! This is how we manage any and all workflows! So for example, we shot Nick and Megan’s wedding this past weekend and so I went to my “ONGOING” list in the “KJP-Katelyn” board and I started a “Post Wedding : Nick and Megan” card. Within that card there is a CHECKLIST for me and one for Michael! Once I have done my part, I move it to his board and he gets a tap on his wrist about it. LITERALLY… his apple watch “taps” him. It’s the future.

So, now that you’re completely overwhelmed, just know this. You can make this super intense, or super easy. You can use it for managing a grocery list or managing a small corporation. The options are endless!! Give it a try and you can thank me later!!!! :) Ps. If this is intriguing to you and you have more questions, let us know and we’ll explain more about it down the road!

Ps. For those shooting weddings this weekend, be sure to check THE COLLECTION  to see if any of our Mini-Guides can help you take your upcoming wedding to the next level!! Happy Friday everyone! 

xoxo, Katelyn
24 Comments Ask Anything, Education, Resources
  1. Megan Kelsey Marcus reply

    Ooooh thanks for sharing this! I’m excited to try this out!! :) and how exciting that Emy is a part of the KJ team!!

  2. Katelynn Dow reply

    I’m so thankful you shared this, Katelyn! I am such an organizational neat freak and I LOVE checklists, but need a way to leave my desk clear from paper clutter! This is so great! :)

  3. Didi reply

    When I got my morning cup of Starbucks and sat down at my computer this morning for your daily blog reading, I was pleasantly surprised by this topic. Because, gosh knows, I need some help getting my multiple pieces of paper off my desk. Thank you Katelyn, for this new information and I am going to try it! :-) If nothing else, it will keep JT and I from putting sticky notes on each other’s office doors, which will certainly look better!! Happy Friday!

  4. Jill reply

    This is wonderfully helpful- can’t wait to check it out! Is this somehow a part of the new workflow plan Zach and Jody are working on?

  5. Hannah reply

    This looks so helpful! I’m going to try it out!

  6. Erin reply

    hi Katelyn!! Thanks so much for this! My hubby and I share our business too, and are always losing tasks and lists. Do you use this in addition to a CMS like ShootQ or something like that? We just switched to Tave and I’m wondering how this would fit or if it would be redundant. Thanks!!! :)

  7. Sarah Anne Hayes reply

    Oh, this sounds intriguing! I think I’m definitely gonna have to check it out!

  8. Janelle C reply

    Thanks Katelyn! I so needed this! :)

  9. Linda reply

    WOW! What a game changer! I just created an account and started playing around with it- what a great tool for our businesses! Thanks for sharing!!!

  10. Kat reply

    I LOVE this!! Definitely something I need in my life! Would love a more in depth blog post:)

  11. Jenna Joseph reply

    This. Is. AMAZING! I am the biggest organization nerd! I feel like my life is going to change with this! Haha thank you for sharing!

  12. Brianna Venzke reply

    Thank you so much for sharing Katelyn, I needed this in a bad way!! I’ve been sharing your post with others too. Yay!

  13. Kristina W. reply

    Oof, looks complicated, but also awesome! I’m glad you found something that works for you and Michael!

  14. Jillian Tree reply

    Thanks for sharing about this…can’t wait to try it out :):)

  15. Loren Jackson reply

    This looks INTERESTING!!!! Definitely looking into this this afternoon! Thanks, KJ!!

  16. Dilia Cohen reply

    I’m getting this right now! I have been needing this so much in my life. Between work, school, wedding planning, and photographing events, well, it’s been difficult to keep track of what needs to get done. I’m hoping this will help me manage my time better and more efficiently. THANK YOU!!!

  17. Khaled Mosli reply

    Great share! Thanks. I was wondering if there’s a way to connect it to google calendar to make sure due dates are reflected on one calendar instead of two.

  18. Emily reply

    WOW! Amazing! I would love to see more into how your workflows are organized?! And can you set due dates on tasks?

  19. Christina Hastings reply

    What great timing for this post! My brother just introduced me last week to Trello which he’s been using for over a year (he loves it)! I’ve been using it for a week, and it’s been really handy especially because it has a computer app so that it shows up in the menu bar of my macbook. That way I don’t have to actually go to the trello website when I want to update it! It’s awesome! I love your posts about helpful organization/workflow tools like this Katelyn!

  20. Christin reply

    This is life changing! I’m signing up and I’m sure more insight will be helpful :)

  21. Christin reply

    Do you and Michael use the same account?

  22. Chana reply

    Hi Katelyn!

    Why did you choose to use Trello for tasks rather than ShootQ? I started shootq a few months ago, so I am still working out my task lists, but it seems like it should work well with workflows. Maybe it’s lacking is with daily tasks, but it seems more complicated than necesary to add in another program. What are your thoughts?

  23. Tina reply

    I would love to know your answer to Chana’s question above too! I was also looking into ShootQ. Are you using this in lieu of ShootQ or in addition to it? Also, when you have lots of weddings and portrait sessions to edit, how do you prioritize them and are they ALL on the “shoots in progress” list?

  24. Shaina Allen reply

    I wanted to check it out to see if it will work for us…I was hesitant, but then I saw Taco the husky ;)

    Definitely going to put this on our list to spend some time seeing if it will work for Mike and I!

Reply to: