Cross-team collaboration is (thankfully!) more and more frequent in organizations. With new methodologies such as Agile or Lean Startup, companies realize they have to draw their teams closer if they want their products to succeed.
The proliferation of work management apps doesn't help that, though, that's why at Unito we sync them so any teams can work together while staying on the app they love.
Trello is the perfect app when it comes to having a shared project between teams:
- The support team that files bugs and improvements to the engineers working in GitHub
- The marketing team that works on a launch project with the dev team
- An external team that wants to see how an organization they work with progresses on their project
- A consultant that wants to provide a live dashboard to his or her clients, avoiding long emails and status reports
The possibilities are limitless! Trello acts as a great "buffer" between other teams and their work management tools.
Here are the steps to configure a live dashboard in Trello to share with other teams.
Before we begin:
1. Create the Trello sync in Unito
If it is not already done, sign up to Unito with Trello and at least one of the other apps you want to sync (don't worry--you can add more apps later).
Log into the Unito dashboard and click on "Add Sync".
The first step is to select what you want to sync. Here choose the app and its project you want to bring into Trello or the Trello board you want to bring in your primary work management app.
Then you choose where to sync this project, in our case, it is Trello or your work management app.
You can either choose to sync with a new Trello board or with an existing Trello board. If you're syncing an existing project in another work management tool like GitHub or Asana, it's probably best to create a new Trello board.
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 with no filters, the other one is to customize the sync before enabling it.
2. Customize the sync to fit everyone needs
The big advantage of using Trello as an additional layer of your work management app is that it acts as a "buffer" between the other team and you. The other team is free to add tasks, comment on them etc. but you are free to make these new task sync automatically to your personal list of task.
Unito offers two kinds of filters based on labels: Unito will sync all tasks that have specific "whitelisted" labels to them (the top filter), and will not sync tasks that have specific "blacklisted" labels to them (the bottom filter). Note that you can use both types of filters at once; in that case, if a task has both a whitelisted label and a blacklisted label, it will not be synced.
To add labels to your whitelist or blacklist, go to your Sync settings.
If you are working with teams to which you just want to show your progress, without letting them edit the tasks coming from another work management tool which you're using, just click on the "Read only" toggle in your sync settings.
This way, only the tasks from this tool will sync and not the other way around. This way the other team won't be able to close or comment on your tasks.
3. Collaborate on the live dashboard
That's it, you now have a live dashboard between other teams and you, everyone can add tasks, move them from one list to another, add comments, attachments...
Depending on your sync settings, they will automatically sync with your work management tool (for example GitHub if you're working on code) and you'll be able to manage these tasks directly from there. Every new change will be synced automatically.