It's rare that projects are confined to a single team or department.
Even when a team is fully dedicated to a project, there are always interactions and implications with other teams within an organization: marketing needs to prepare the blog post, legal needs to update the terms of service, manufacturing need to review assembly procedures, sales and support need to be trained.
PM or Scrum Masters sit right at the center of this ballet, ensuring everyone is moving in together towards the project goals.
In today's software world, chances are each team and department has its own set of work management tools and processes. A common scenario is for business teams to work in Trello, Wrike, or Asana, while technical teams measure their work progress in Github or Jira. This guide will show you how to best use Unito to coordinate multiple teams from Trello, when some of those projects are being managed in other tools.
Build the sprint in your team's tool of choice
Whether you're using only one tool with your team for project management or many tools (we use Asana for company PM and GitHub for dev PM), it's best to plan the sprint with your team(s) in their tool of choice.
You can organize tasks in your sprint in many ways; create a new project for the sprint (in Asana or Wrike for example), or add labels to the tasks you want to execute in Jira or GitHub (Milestone sync is not yet available for Trello).
You could also plan everything in Trello and then send tasks to other tools by filtering them by labels.
Before we begin:
Sync your sprint project with Trello
If it is not already done, sign up to Unito with Trello and one of the other tools you want to sync (don't worry you can add more tools later).
If you're already in the Unito App, click on "Add Sync".
The first step is to select what you want to sync. Here choose the tool and its project you want to bring into Trello.
Then you choose where to sync this project, in our case it is Trello.
You can either choose to sync with a new Trello board or with an existing Trello board. This is interesting if you have other tasks in Trello that are also part of the sprint, this way all your local tasks and imported tasks will coexist on both tools.
Finally, you review your sync to make sure everything is good to go. You notice you have two options here: one is to just create the sync, and the other one is to better customize the sync before enabling it. You may want to filter your task syncs before progressing further.
Filter your tasks
If you created a whole new project in the other tool for the sprint, you can just click on "Create sync", but if you used labels to differentiate the tasks you want to work on during the sprint, filter them in your sync settings (click on "Customize Sync") and make sure to add the label to your sync "whitelist" of labels to filter by.
If you built the sprint in Trello, on the other hand, you can then easily send the different tasks to the appropriate tools by labelling them and enable task filters in your Sync settings.
For example, label "GitHub" all the cards that you want to send to GitHub and in your sync settings add "GitHub" to the "Only sync cards with any of the following labels" list. See below.
See our recommended settings at the end of this article!
Watch the sprint progress right before your eyes
That's it, you should now see all the imported tasks flowing in your Trello board. This is a nice visual approach to more generic project management app so you and your team can see in a glimpse how is the sprint progressing.
Any changes sync both ways (you can disable that in your sync settings, look for the "Read only" toggle). You can comment on cards, move them from one list to another, it will automatically update every 5 minutes in the other tool.
How are lists synced in other tools?
Lists are very particular to Trello but we made sure to sync them in other tools to not mess up your workflow. Head to this guide to see how to setup list mapping between tools.
- Don't want to sync tasks that have nothing to do with your sprint? Add filters to your sync, you can choose to sync only certain types of tasks or exclude others.
- Make sure the assignees are well mapped between your tools so you can see who's working on what and assign tasks or comments to people.
- Make sure the imported project workflow is in line with your board lists to have a better view of the team's progress