Trello

Limited functionality for complex workflows

Trello's simplicity is both its strength and its limitation. While it's excellent for visualising tasks in a straightforward manner, it lacks the depth needed for managing intricate marketing campaigns. Features like Gantt charts, time tracking, and advanced reporting are either absent or require third-party integrations, which can be cumbersome and inconsistent. For marketing teams dealing with multifaceted projects, this can lead to fragmented workflows and missed deadlines.

Scalability challenges

As marketing teams grow, so do their needs. Trello's free plan restricts users to 10 boards per workspace and 10 collaborators, which can quickly become a bottleneck for expanding teams. Even with paid plans, managing multiple boards can become chaotic without a centralised system. This lack of scalability makes it challenging to maintain organised workflows as the team and project volume increase

Dependence on Power-Ups

Trello's functionality heavily relies on Power-Ups (integrations), which are limited in the free version and can become costly with premium plans. These Power-Ups are essential for adding features like calendar views, reporting, and automation, but they often come with usage limits and can lead to additional expenses. This reliance on external tools can complicate workflows and increase costs over time.

Lack of native automation

While Trello offers some automation through Butler, its capabilities are limited, especially in the free plan. For marketing teams that require automated task assignments, notifications, and updates, Trello's automation features may not suffice. This limitation can lead to increased manual work and a higher risk of errors, detracting from the efficiency needed in fast-paced marketing environments.

Minimal reporting and analytics

Trello's reporting capabilities are basic at best. For marketing teams that need to analyse campaign performance, track KPIs, and generate detailed reports, Trello falls short. While Power-Ups can add some reporting features, they often come with limitations and additional costs. This lack of robust analytics can hinder data-driven decision-making and campaign optimisation.

Having worked with various project management tools throughout my career as a head of growth and founder of two agencies, I've had the opportunity to implement Trello, ClickUp, and Notion in different capacities. While Trello offers a user-friendly interface and is suitable for simple task management, it falls short when it comes to handling complex marketing campaigns. On the other hand, ClickUp and Notion provide more comprehensive solutions that cater to the multifaceted needs of marketing teams.

Strengths of ClickUp and Notion

ClickUp stands out with its all-in-one approach, offering features like Gantt charts, time tracking, and advanced reporting, all within a single platform. This integration reduces the need for multiple tools and streamlines workflows. Notion, while more of a knowledge management tool, allows for extensive customisation, enabling teams to build their own workflows and databases tailored to their specific needs. Both tools support automation, reducing manual tasks and increasing efficiency.

Limitations to consider

The primary challenge with ClickUp is its steep learning curve. The abundance of features can be overwhelming for new users, and setting up the system to fit your team's needs requires a significant investment of time and effort. Notion, while highly customisable, lacks some built-in project management features, requiring users to build their own systems from scratch. This can be time-consuming and may not be ideal for teams looking for an out-of-the-box solution.

Ideal fit for marketing teams

ClickUp is ideal for marketing teams that require a comprehensive project management solution with built-in features and integrations. It's suitable for teams that manage multiple campaigns and need robust reporting and automation capabilities. Notion is better suited for teams that value customisation and flexibility, and are willing to invest time in building their own systems. It's particularly useful for content-heavy teams that require a centralised knowledge base.

If you've decided to use Trello for your marketing team, here's how to maximise its potential.

Power-Ups in Trello

Trello's Power-Ups are integrations that add additional features to your boards. For marketing teams, essential Power-Ups include:

• Calendar: Visualise due dates and plan content releases.
• Google Drive: Attach files and documents directly to cards.
• Slack: Receive notifications and updates in your Slack channels.
• Butler: Automate repetitive tasks like moving cards or setting due dates.

Note that the number of Power-Ups you can use depends on your Trello plan. The free plan allows one Power-Up per board, while paid plans offer more flexibility.‍

Zapier connections

Zapier allows you to connect Trello with over 2,000 apps, automating workflows between them. For marketing teams, useful Zaps include:

• Trello to Google Sheets: Automatically log card details into a spreadsheet for reporting.
• Trello to Mailchimp: Add new cards as subscribers to your email campaigns.
• Trello to Slack: Send notifications to a Slack channel when a card is moved or updated.

Setting up Zaps requires a Zapier account and may involve some initial configuration to ensure they work seamlessly with your Trello boards.

Managing multiple boards

As your marketing team grows, managing multiple Trello boards can become challenging. To maintain organisation:

• Use board templates: Create standardised templates for recurring processes like campaign planning or content creation.
• Colour-code labels: Assign colours to labels to quickly identify task categories.
• Set board permissions: Control who can view or edit each board to maintain security and organisation.

While Trello can be effective for small teams or straightforward projects, for more complex marketing campaigns, tools like ClickUp or Notion offer more robust solutions. They provide advanced features and greater flexibility, enabling marketing teams to manage their workflows more efficiently.