How to Use Trello Checklist the Right Way for Business Workflows
A Trello checklist might look basic, but it’s the best cure for overwhelm. Big projects stop feeling like mountains when you break them into bite-sized, check-it-off tasks.
And honestly? Few things feel as good as watching that little progress bar turn green. Let me show you what I mean. ⬇️
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How to Use Trello Checklist the Right Way
Now, anyone can add a checklist onto a Trello card… but the real magic comes when you use them strategically. A random list of tasks isn’t going to save you from overwhelm.
But a well-thought-out checklist? That’s what keeps you consistent with client deliverables, helps you move your own business projects forward, and makes sure nothing important slips through the cracks.
In other words, this is about building checklists that actually work for you, not just sit there.
Here’s how I recommend setting them up:
Step 1: Name your checklist with purpose
Here’s the first mistake I see all the time: people leave the default name “Checklist.”
The problem? You end up with three or four checklists on a card all called Checklist… and none of them have a clear purpose. That’s a fast track to confusion and missed details.
Instead, give it a name that tells you exactly what it’s for like Pre-Recording Tasks for your podcast workflow or Client Onboarding Steps for a new project.
Trust me, it’s worth taking the extra 20 seconds to add a name. Your future self will thank you (and your client probably will too).
Step 2: Brain dump your tasks
Don’t overthink this part. Just dump every little step that comes to mind. The point is to break down that big, scary project into bite-sized, doable actions.
For example, in a podcast prep Trello checklist, mine usually looks something like:
- Do keyword research
- Write episode outline
- Choose title and description
Later, you can tidy it up or put it in order. For now, the goal is to get it out of your head and onto the board, so you don’t forget those sneaky little steps that can delay client deliverables or slow down your launch.
Step 3: Reorder and assign due dates
Now comes the fun part → dragging and dropping tasks into the right sequence. Suddenly, that big project starts to feel like a clear path instead of a messy brain dump.
And if you’re on a Trello paid plan? You get bonus magic: you can assign due dates to checklist items.
That means you’re not just tracking the overall card deadline → you’re keeping tabs on each micro-task too. Perfect for client projects where every little step counts.
Step 4: Track progress with the bar
And here’s the part that never gets old: watching that progress bar move across the top of your card. Every little checkmark is proof you’re moving forward. ✔️
If you’re anything like me, you’ll feel way more motivated once you see that bar filling up. (Yes, I’m 100% the type who adds a task I already did just so I can check it off 😂).
And when you’re managing multiple client projects or juggling your own business workflows, that visual “You’re halfway there!” nudge is everything.
Why Trello Checklists Matter
By setting up your Trello checklist this way, you’re not just making a to-do list, you’re building a mini system that actually keeps your projects on track and moving forward.
Here’s why it matters: without a checklist, things slip through the cracks.
That “Publish podcast episode” task? It’s actually research, outline, record, edit, upload, promote, etc.
Same with client projects –. “Design website” really means mockups, revisions, testing, approvals. Miss one step and you’re scrambling. 🥴
Checklists fix that because they:
- Give you clarity on what’s next
- Keep you consistent across projects
- Boost motivation with that progress bar cheering you on
Bottom line: a Trello checklist keeps you on track, saves you from dropped balls, and helps you see just how much you’re really getting done. 🙌🏼
Pro Tips for Using Trello Checklists
Once you’ve nailed the basics, here are a few extra ways to make your Trello checklists even more powerful in your business:
Convert big tasks into cards
Sometimes one checklist item isn’t really one step. For example, “Write outline” might actually mean research, structure, draft, and edit.
When that happens, convert the checklist item into its own Trello card on either the same or separate Trello list so you can break it down further. Think of it as zooming in on the details.
Add multiple checklists per card
Most projects move in phases, and that’s where multiple checklists shine. Take a blog post workflow, you might have one for Drafting and another for Promotion.
The good news is you don’t have to cram everything in at once. I like to set up Trello automations so that when a card moves into a certain list, Trello drops in the next checklist automatically. It’s like magic and it saves you from checklist overload.
This way, you only see what you need when you need it. It keeps the process clean, simple, and way less overwhelming. (It’s one of my favorite tricks I teach inside the Cheerful Systems Society.)
Hide completed items for a clean view
Nothing feels better than checking boxes, except maybe clearing them out. 😅 As you move through a project, hide completed tasks to keep your card uncluttered and focused only on what’s left.
(Don’t worry, you’ll still get that little “done” satisfaction.)
Use checklists beyond tasks
Checklists don’t always have to be for action steps. You can also use them as a quick-reference list.
For example, inside my Business Hub HQ board, I keep a “Links” checklist with important links I use all the time like my website, brand assets, or a client dashboard.
Instead of digging around for bookmarks, everything I need is right there in Trello. It’s like having a mini resource hub built straight into your workflow.
Bringing It All Together
At the end of the day, a Trello checklist isn’t just about ticking boxes, it’s about creating a system that keeps you organized, motivated, and moving forward in your business.
From client projects to your own content workflows, checklists give you clarity, consistency, and those little wins that keep you going.
If you’re ready for more ways to simplify your systems and save time, here are three easy next steps:
- Grab my free guide with 9 time-saving hacks
- Explore my ready-to-use Trello templates
- Subscribe on YouTube for more Trello tutorials
Don’t just stop at the big task. Break it down, celebrate the progress, and let Trello do the heavy lifting for you. 🙌🏼
