How to Organize Your Business (and Your To-do List) Using Trello
Author: Timmie Mirza
If you’ve been feeling overwhelmed by everything you’re juggling in your business… this is for you.
So many of us are:
Multi-passionate
Full of ideas
Pulled in multiple directions
And without a simple system, it becomes really hard to keep track of what actually matters.
In this post, I’m going to walk you through a simple, practical way to use Trello to organize your ideas, tasks, and team—without overcomplicating anything.
🎥 Watch the Full Training
Before we dive in, you can watch the full walkthrough here:
This blog breaks it down step-by-step so you can implement it right away.
Why Trello Is So Powerful (Especially for Multi-Passionate Entrepreneurs, Coaches and Course Creators)
The biggest reason I love Trello is simple:
👉 It’s visual.
You don’t have to dig through folders or documents.
Everything is right in front of you.
Even better:
You can customize it
You can move things around easily
You can design it in a way that works for your brain
Because let’s be real… we all process information differently.
Step 1: Start With a Simple Board
When you’re getting started, keep it simple.
Create a board with three basic columns:
To Do → Tasks that need to be done
Doing → Tasks currently being worked on
Done → Completed tasks
This alone will already help you:
See what’s pending
Track progress
Stay organized without overwhelm
Step 2: Capture Tasks as Cards
Every task in Trello is a “card.”
Think of it as one place where everything lives for that task.
For example:
Task: Write Monday’s email
Inside that card, you can include:
Subject line
Email content
Graphics or design links
CTA (call-to-action)
Audience or tags
Instead of jumping between tools, everything is centralized.
Step 3: Assign Tasks and Collaborate With Your Team
If you’re working with a VA or team, this is where Trello becomes even more powerful.
You can:
Assign tasks to specific people
Tag them using @mentions
Leave comments and updates
Upload files or links
Every time someone is tagged, they get notified—so communication stays clear and organized.
Step 4: Add a “Waiting for Someone” Column (Game-Changer)
Here’s one of the most helpful upgrades you can make:
👉 Add a column called “Waiting for Someone”
Because not everything is:
Actively being worked on
Or fully completed
Sometimes it’s just… waiting.
For example:
Waiting for your review
Waiting for client approval
Waiting for feedback
This keeps your “Doing” column clean and gives you instant visibility into what’s holding things up.
Step 5: Create an “Ideas” or “Brainstorm” Column
If your brain is always generating ideas (like mine), you need a place to store them.
Add a column called:
Ideas or
Brainstorm
This is where you:
Drop ideas without overthinking
Capture inspiration instantly
Later, you can decide:
Move it to To Do (if it’s actionable)
Leave it for later
Or remove it
This alone will help you feel so much more mentally clear.
Step 6: Use Trello as Your Command Center
One of the biggest shifts you can make is this:
👉 Use Trello as your central hub
Everything starts here:
Weekly Emails
Content
Funnels
Videos
Tasks for your team
Instead of scattered tools and confusion, you create one place where everything flows.
Bonus Tips to Make This Work Smoothly
Here are a few simple practices that make a big difference:
Don’t overcomplicate your setup—start simple
Assign tasks before expecting action
Let your team move tasks to “Doing”
Keep communication inside the card
Use the mobile app to stay connected on the go
Want My Exact Trello Setup?
Don’t want to build this from scratch, I’ve created a simple Trello board template you can use as your starting point.
It includes:
Pre-built columns I shared above
Starter tasks for coaches and course creators
A simple workflow you can customize
👉 Grab your Trello Template here:
Your To-do List Template
When prompted Log in with your Trello email and password or Sign up for a new free account to get started. When you see my board, click on the 3 dots (...) in the top right corner next to the "Share" button and select "Copy board" from the drop-down menu. This will create your own board in your own Trello account where you can add your own cards.
Final Thoughts
You don’t need a complicated system to stay organized.
You just need one that:
Makes sense to you
Keeps everything visible
Helps you move things forward
And that’s exactly what Trello can do for you.
