Blog>Business Management

How to use the views feature in Trello?

Evgeniya Ioffe - December 20th 2023 - 6 minutes read

Welcome to the dynamic world of Trello, where managing your team's projects becomes an art form painted with clarity and precision. In this insightful dive into Trello's versatile Views feature, we uncover how Dashboard, Calendar, Timeline, and Table views can be your allies in orchestrating a harmonious team performance. From aligning daily tasks with big-picture goals to fine-tuning your project's rhythm to celebrate each team member's symphony, we'll guide you through strategies that transform these views into conduits for peak efficiency. Join us on this journey to master the subtleties of Trello's Views and lead your team to a crescendo of successful project delivery.

Optimizing Workflow with Dashboard View

By visualizing team activities through Trello's Dashboard view, managers can adeptly monitor collective workloads and gauge progress on varied tasks. The Dashboard displays critical data points like due dates and card assignments by member, which can be assessed through customizable visuals, such as bar graphs, pie charts, and line charts. These tools offer a snapshot of who is committed to what tasks, allowing leaders to intelligently spread assignments to avoid overloading team members. The insights provided by the Dashboard are instrumental in managing capacity and ensuring team members are operating within their limits to prevent burnout.

Leveraging the Dashboard view also facilitates proactive adjustments to workflow. Managers can set up tailored charts that reflect the real-time status of projects and priorities. This enables swift identification of available resources, making it possible to allocate urgent tasks to team members who have the bandwidth. The configurability of the Dashboard view means that, in the event of sudden changes or unexpected demands, managers can quickly reassess priorities and redistribute work to maintain a steady flow, effectively preventing bottlenecks that could hinder productivity.

By providing an in-depth picture of ongoing activities, the Dashboard view acts as a pivotal tool for enhancing team agility. It not only informs on the current state of projects but also arms leaders with the data required to forecast future workloads and potential challenges. Managers can use this to preemptively adjust plans, ensuring that resources are well-aligned with upcoming needs. This strategic use of the Dashboard view turns it into an indispensable mechanism for maintaining efficient and sustainable workflows within the team.

Aligning Objectives with Calendar View

Incorporating Trello’s Calendar view into your team’s management strategy offers an effective way to align day-to-day operations with higher-level business objectives. By visualizing tasks, you establish a comprehensive view of monthly and weekly goals, allowing your team to easily comprehend how their individual contributions fit into the larger picture. This perspective is crucial when prioritizing responsibilities; it ensures that efforts are not just busywork but are leading the team towards strategic targets. Cards with start dates, due dates, and checklist items with deadlines contribute to a central hub of activity where the progress towards business milestones can be tracked and reorganized as required, ensuring that objectives remain front and center.

However, it's worth noting the limitations of this visualization approach. The Calendar view is inherently date-focused and may not represent the complexity of task relationships or dependency chains. It’s possible for team members to become overly concentrated on deadline adherence, sometimes at the expense of quality or innovation. Thus, while Calendar view provides a splendid scaffold for project mapping, it should be complemented with communication channels and review points, ensuring work not only meets temporal benchmarks but also quality standards.

The Calendar view is also a dynamic tool for resource planning. Seeing the array of tasks laid out over time can highlight periods of high activity, prompting managers to make informed decisions on resource allocations to avoid overcommitment. It simultaneously serves as an early warning system for potential bottlenecks, enabling the adjustment of task assignments before workloads become unmanageable. This careful balance is essential—assigning tasks too conservatively can lead to under-utilization of talent, while overloading team members could lead to burnout, reduced quality of work, and project delays. Therefore, the Calendar view is not just a scheduling tool; it's an instrument for maintaining the equilibrium of a productive team environment.

Advancing Project Delivery with Timeline View

In the realm of project management, Trello's Timeline view has emerged as an essential asset for meticulous scheduling and ensuring adherence to deadlines. Notably, the Timeline view serves as a strategic tool for project leads to visualize the sequence of tasks and critical milestones. By providing a clear depiction of multi-day tasks and unscheduled work items, this view allows for swift identification of bottlenecks that could impede project momentum. As team members progress through their tasks, project managers can utilize this comprehensive layout to reallocate resources effectively, ensuring that no single team member becomes a choke point due to excessive workload.

Moreover, the Timeline view is pivotal for maintaining project pace, especially in industries marked by tight deadlines, such as event management. When tasks are time-sensitive and dependent on the coordination with external vendors or stakeholders, the visual timeline facilitates quick follow-ups and adjustments. This proactive approach helps in preventing the domino effect of delays potentially derailing the entire project. By enabling project leaders to swiftly tweak multi-day tasks, the Timeline ensures project components are synchronized, promoting seamless flow towards the completion of each project phase.

Finally, the utility of Timeline view extends beyond just tracking. It becomes an instrument to methodically assess the team's capacity to handle upcoming tasks and milestones. Subject to continuous review, this dynamic view helps in anticipating the needs for additional support, allowing leadership to step in with effective solutions. With clear visibility of what needs accomplishing and by when, team leaders are better equipped to drive projects forward with precision, reinforcing accountability, and underpinning the collective commitment to project timelines.

Table View as a Tool for Support and Recognition

Trello's Table view is adept at providing managers with a panoramic perspective of their team's workload and accomplishments. By aggregating all tasks across multiple boards into a single view, it offers the unique capability to sort by labels, members, or due dates, thus shining a light on individual contributions. For instance, by sorting by team member, it quickly becomes evident who is excelling by meeting deadlines and juggling complex projects. This not only clarifies when team members are shining and potentially ready for advancement, but also when acknowledgment is due for their exceptional work, which can be a powerful motivator and engagement booster.

Using the Table view effectively allows for the identification of not only top performers but also those who may need additional support. By examining the type of tasks each member is focused on, a manager can discern if a team member is overburdened with low-priority tasks or struggling to keep up with high-priority ones. This insight is crucial for good team management as it signals when it’s appropriate to step in, either with extra help in the form of additional team members or by providing further guidance to enable team members to excel in their roles. Such interventions can prevent burnout and maintain team morale.

Moreover, the Table view fosters an environment of transparency and collaboration within the team. When configured to be visible to all members within a Workspace, it can reinforce a culture of collective responsibility and peer recognition. Team members can see who is contributing to what project or initiative, encouraging a shared understanding and appreciation for the workload and achievements of fellow colleagues. As the visibility scope is adjustable, it ensures that sensitive information is kept private while still promoting an inclusive view of the team's efforts and strides towards collective goals.


In this article, we explore the various views in Trello and how they can be used to optimize team management and leadership. The Dashboard view helps managers monitor workloads and make proactive adjustments to workflow. The Calendar view aligns objectives with day-to-day operations and facilitates resource planning. The Timeline view aids in meticulous scheduling and ensures project delivery. Lastly, the Table view provides a panoramic perspective of the team's workload and accomplishments while fostering a culture of transparency and collaboration. Key takeaways include the importance of visualizing team activities, aligning tasks with strategic objectives, and maintaining a balanced workflow for optimal team performance.