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Organize Anything! - Build a Kanban Board / Trello Board
About this Tutorial
00:16 Uh, Trello is the easiest thing to say, Hey, Trello, board or Kanban board. It's a, you'll see it. Let me just show you, show it to you.
00:26 Well, basically we have three systems here or three things that we want to organize. We're going to organize our life.
00:34 We're going to organize leads and we're going to organize those leads once we start reaching out. So a little bit of life and a lot of work, but we can organize anything here.
00:44 Let's say we have, I'll like a lot of stuff to do during the week. And we just want to like assign everything a day and then make sure that we are, uh, we have like a balanced week, right?
00:56 We don't want to have everything we do on Tuesday and then realize we have too much of a busy Tuesday.
01:02 So here's how we're going to do it. I'm going to show you a few, a few formulas that we can use.
01:07 Um, and we're going to use them all three times, but you're going to see that just to see it in repetition.
01:13 See how it works. All right. First off, we need unique because sometimes we don't know if we got everything, uh, like these days of the week.
01:23 So we'll just do unique. We have 1, 2, 3, 4, 5, 6, 7, but they're not in the right order. But if they were in the right order, all we could do is just use the transpose formula right here.
01:35 And we can do transpose and use those unique, uh, to create our hitters. But they're not in the right order.
01:42 So we can't really use that right now, oil in a second. So let's just delete that and let's just write hour a day.
01:49 But if you didn't want to write them out, go ahead and, um, use that transpose unique formula. We're going to straight Thursday.
01:58 We didn't write Thursday correctly, Thursday, Friday, and we want to put Saturday and Sunday at the end, you might have something different.
02:09 Now I usually try to do this on a separate tab, but just to show you how you can organize these things and it looks really cool.
02:15 I'm going to show you the difference between this list here on the left and our conbon, uh, to the right.
02:21 So we're going to do is filter. We're going to filter the, a column a and our condition is that the B column is equal to D.
02:32 Now we got our a column, but as we copy and paste this, you see these NAS will use these errors.
02:40 Don't allow us to copy and paste. We got to do one extra thing to fix this. We don't want the AE or the B column to move.
02:46 So we just add a dollar sign in front of each of the A's in front of each of the B's, but we do want that D column to change as we copy paste it.
02:55 So we just hit enter now, copy and paste this. And we have all our entire week is assigned here vertically.
03:06 Isn't that cool? Or should I have said it horizontally? Maybe I should have said horizontally, but we have each of the days of the week, then we have what, everything we, everything we need to do in each of those days here.
03:18 Well, that's pretty cool. So we we've really front-loaded our Monday and our Sunday is clear as day. We only have to deal with it and we have some stuff to do on Saturday and Friday.
03:29 So actually let's move. This allows us to see exactly, oh, let's move something from Monday to say Thursday or Friday so that we don't have sort of three empty days here right now.
03:42 This is great for work. This is great for life. If we want to, actually, you want to make sure you have a clear Monday, Tuesday, Wednesday in your life so that you can work better on those days.
03:51 Then you can use this to visualize those, right. What's really fun too, is if you have say two or three of these lists and you're like, Hey, they all on the same days of the week, you can, um, split them up, right.
04:06 But you can just see them next to each other or stack them above each other. That's really cool. Let's go to the next one though.
04:12 Here, here, we have some leads and we're assigning them to different people in our company. So we have our company names on our taglines and we're like, Hey, we want to assign this to Brad.
04:21 This one to Brad, this one to Tom D uh, Richard, Harry, Brad, you know, we have them assign. And we're like, who has the most like of these people are reassigning them correctly?
04:30 Are we using any biases? Now in this case, there are a hundred and I really do want to use a brand new sheet.
04:38 So we're going to go back and forth between these tabs. And we definitely know who they are. Right. We don't necessarily have to, um, do this, but what I like to do as well is use unique just as a double gut-check.
04:57 Let's just use two to eight, just as a double gut check. If I spelled everyone's name correctly, if we're copying and pasting, you know, probably it doesn't happen, but if we're writing people's names and if you're using maybe a sheet that like you've had a lot of data entry by hand for a long time, and you're like, let me just double check that I didn't put two DS and Brad or two ages and Richard, and you actually do have two RS and Harry, um, that allows us to really just that unique, uh, really quick gut check.
05:29 So we're going to transpose again, this time we're going to use it. And then underneath again, we're going to do filter this time.
05:35 We're going to go back to our lead assignment. We only want the company name for, cause we just want one column, but we're going to change that to this second.
05:45 So we want to filter the B column, but we want to filter it by the a column. So we just select that a column is equal to now, what do we do?
05:54 We just do a one here and again, we have Brad stuff, but as we, you know what we're going to do, we're going to go to beat, put $2 signs in front of those B or $1 sign in front of each of those BS and the AA as well, not the Awan and we're gonna copy and paste.
06:11 And now we see, oh, everybody is pretty even, except for Harry has got four. Great. Now, if I say that was, this was like hundreds of lines.
06:23 What could we do? We could put a little quick counter up here. We could say count all a three to eight.
06:30 And now we just copy paste this. And we see the count 24, 24, 24, 28. Perfect. This is going to help us in the next mission.
06:39 Right? When we have a sales pipeline, once we start reaching out to these companies, we want to do the same thing, but we don't necessarily just want to give the them up.
06:48 We want to see are we moving appropriately through each of these a pipeline? Um, and so now if you go to Harry and you're like, oh, we have four extra.
06:59 So we want to assign one more to each person, right? We can assign Tom to this one. We can assign Brad to this one, go back.
07:09 And now everybody's got 25. Perfect. We're good. All right, next one. We have a pipeline. Now this pipeline, uh, is the same exact companies as we had before, but just for sake, let's say we all, we have one person and we have this entire pipeline to deal with.
07:26 Like we are one person. All right, same thing. We're going to go through the same exact thing again. We're going to add a new sheet.
07:32 We're going to go to unique. We're just going to double check. <inaudible> that, that first column in the pipeline. There we go.
07:41 We got email send, follow up, follow up to closed. Lost. Okay. That's probably the order that we want to do them in.
07:48 Um, if for some reason we don't, we can just actually copy and delete that. And then right. Click paste, special transposed.
08:00 I think we can actually do it this way. Pay special transposed. There we go. We got all, all of them now.
08:07 And we don't have a formula that might change. Okay. Same thing. We're going to do filter. What are we going to filter?
08:13 We're going to filter the company name by the eight column. So a one or pipeline. You want that dollar sign, dollar sign a equals a one.
08:30 We want to put the dollar sign above the B in front of the B as well. And now we have our visual representation of our pipeline, right?
08:40 We're going to send more emails than we get doing followup. We're going to have more follow-ups and we have followed up twice.
08:45 We didn't have more followed up twice, then it's closed and lost. Great. So now same thing we did before, I'm going to add a little row above it and we're just going to do a count all a three day.
09:00 Oops. There now also say, we want to know like, how many do we close? Right. So we can do a sum of all of this and we're gonna take D one and divide it by that.
09:16 So now we have a percentage. Now we know, okay, 13% we're closing. Well, how many are we losing? Right. If we wanted to, we can take that sum.
09:26 We can dollar sign, dollar sign 13% as well. There's even all right. But how many let's say, we want to know How many open leads we are.
09:41 We have, right? We, we don't want to just have emails and we want to group all of these together. Well, we can, we can put them all at right here.
09:48 We can eat, say equals sum of all of the open leads, divided by the sum of everything right now, we have really cool way to see this pipeline and see, okay, we've got 74% of our leads.
10:05 We have no resolution on, right. We have closed or lost 26%, right. 13 plus 13. But man, we got a lot of work to do, right?
10:15 And this Kanban board allows us to see where we are, where, oh, we've have more followup times to then follow it up.
10:21 Okay. We got to get those follow-ups done faster or something. Right. This pipeline allows us to really dive in. But let's say we're using this.
10:30 Maybe, maybe we're using this personally. Right. And we want to add the description, right. Are what we have here is just the name, right?
10:40 Same as we were talking about just the, uh, the lead assignments. We're only going to get one column, but maybe we want two columns.
10:46 Well, once we do this set up, it's pretty simple to just insert a column to the left, hit command Y go here, command Y and instead of filter pipeline B to B, we do B to C.
11:00 Wow. Now we have the description and all we have to do is change that B to B, to B, to C.
11:09 And now, now sure. This is a little hard to read, right? We're getting a little, a lot of data in here, but maybe this helps us, uh, trim our pipeline a little bit.
11:20 Hey, put a little extra attention on some of these. Maybe we want to add another column. Maybe we want to, uh, make it, um, make it easier to read.
11:35 Maybe we want to, you know, do a little bit better design later. But once we have these formulas, these are pretty powerful formulas.
11:42 This filter, uh, unique and transpose. If we want to keep the pipeline up to date, maybe we add stuff, but this combine allows us to really organize anything.
11:56 We can organize our life. We can organize our love life. We can organize our work. We can organize our leads.
12:02 We can organize absolutely anything.