Best Practices

A step-by-step guide to using Trello for translation project management

Translation projects require efficient project management to ensure the timely and accurate delivery of high-quality work.
Rodrigo Demetrio
9 min
Table of Contents

Translation projects require efficient project management to ensure the timely and accurate delivery of high-quality work. Managing a translation project involves several stakeholders, including localization project managers, translators, editors, and proofreaders.

To simplify the management process and improve collaboration among team members, project managers often use project management tools like Trello.

Trello is a web-based project management application that allows project managers to organize and track projects using a visual interface. It is a popular tool many localization project managers use to manage translation and localization projects.

With Trello, project managers can create boards, lists, and cards to track the progress of different tasks, assign responsibilities to team members, and set deadlines.

In this blog post, we will provide a step-by-step guide on how to use Trello for translation project management. We will cover everything from creating a Trello board for your translation project to setting up workflows, assigning tasks, and monitoring progress. Whether you are a former localization manager, a project manager looking to streamline your localization process, or a translation team member, this guide will help you make the most of Trello for efficient translation project management.

Creating a Trello Board for Translation Project Management

Trello is a versatile project management tool that can be used for many projects, including translation and localization projects. In this section, we will guide you through creating a full Trello translation project board for your translation project.

Step 1:

Create a new board: To create a new board, log in to your Trello account and click the “Create new board” button. Give your board a name that reflects the project you are working on, such as the “French to English Translation Project” or “Localization of Website Content.”

Step 2:

Add lists: Lists are the foundation of a Trello board. They help you organize your project and track progress. You can create lists for each stage of the localization or translation process, such as “To do,” In progress,” Under review,” and “Completed.”

Step 3:

Customize your board: Trello allows you to customize your board to suit your needs. Add labels, due dates, checklists, and attachments to your cards to provide more information and track progress. You can also add team members to your board to collaborate on the project.

Step 4:

Add cards: Cards represent tasks or items that need to be completed. You can add cards to each list to define the tasks that must be completed. For example, you might have a card for “Translation of User Interface” or “Editing of Marketing Content.” You can add a detailed description of each task to the card and any attachments or due dates.

Step 5:

Assign tasks to team members: Trello makes it easy to assign tasks to team members. You can assign a card to a team member by dragging and dropping it onto their profile picture. This way, everyone knows who is responsible for each task, and team members can communicate with each other using comments on the card.

Step 6:

Use labels: Labels are a useful tool for categorizing cards on your Trello board. You can use labels to indicate the priority of a task, the type of content that needs to be translated, or the native language that is being translated. This helps you quickly identify which tasks are most important or must be completed first.

Step 7:

Set due dates: Setting due dates for each card on your Trello board is critical in managing your translation project. Due dates help team members stay on track and schedule and ensure the project is completed on time. You can set due dates for each card by clicking on the card and selecting a due date from the calendar.

Step 8:

Track progress: Trello makes tracking progress on your translation project easy. You can see at a glance which tasks are completed, which are in progress, and which are overdue. You can also use the activity feed to see when tasks are completed or team members update the cards.

Step 9:

Collaborate with team members: Trello is designed to promote collaboration among team members. You can use the comments section on each card to communicate with team members, ask questions, or provide feedback. You can also mention team members in your comments to draw their attention to a specific task or issue.

Step 10:

Integrate with other tools: Trello integrates with many tools, including Slack, Google Drive, and Dropbox. Integrating Trello with other tools can help streamline your company- localization process and improve communication among team members.

Creating a Trello board for your translation project is a critical first step in managing your project efficiently. By following these ten steps, you can set up your board to track progress, assign tasks to team members, and communicate with your team effectively.

Collaboration and Communication in Trello for Translation Teams

When working on a localization project, collaboration and communication are key factors to its success. Trello is an excellent tool to facilitate this process, and several features can help localization project managers streamline communication and collaboration between team members.

Assign Tasks and Responsibilities

Trello allows you to assign tasks and responsibilities to specific team members. This helps to ensure that everyone knows what they are responsible for and helps to avoid duplication of effort. Trello enables team members to communicate directly on a task or card. This is especially useful when a team member has a question or needs clarification about a specific job.

Use Labels and Tags

Labels and tags in Trello are a great way to categorize tasks and cards. Localization project managers can use them to identify the status of a task or the type of content that needs to be localized. For example, labels can be used to indicate if a card needs to be reviewed or if it is ready for translation. Using tags, localization project managers can group similar tasks and assign them to the appropriate team members.

Create Checklists

Checklists are a great way to break down larger tasks into smaller, more manageable pieces. Localization project managers can use checklists to track progress on a task or to ensure that all necessary steps have been completed before moving on to the next task. Additionally, team members can use checklists to mark off completed items, which provides a visual representation of progress and can help to motivate team members.

Utilize Trello Power-Ups

Trello offers several Power-Ups that can help to streamline communication and collaboration. For example, the Slack Power-Up allows team members to receive notifications in a Slack channel whenever a new card is created or a card is updated. This can help ensure that team members are aware of changes and can respond promptly.

Communicate Regularly

Regular communication is essential to the success of any localization project. Trello provides several ways to communicate with team members, including comments and attachments. Localization project managers can use comments to provide feedback or ask questions about a task, while attachments can be used to share relevant documents or reference materials. Additionally, Trello allows team members to communicate directly with each other using the @mention feature, which sends a notification to the team member being mentioned.

Benefits of Using Trello for Translation Project Management

Managing a translation project can be complex and challenging, especially when dealing with multiple languages, deadlines, and stakeholders. However, using Trello for translation project management can help localization project managers streamline their workflow, improve collaboration and communication, and enhance the quality of their translations. Here are some benefits of using Trello for translation and localization project management.

Streamlined Workflow

Trello allows localization project managers to create a visual representation of their entire localization process, from project initiation to delivery. By setting up Trello boards, lists, and cards, project managers can track the progress of each translation task, assign responsibilities, set deadlines, and monitor the overall translation workflow in real-time. This helps ensure that every task is completed on time and that the localization process runs smoothly.

Improved Collaboration and Communication

Trello makes it easy for localization project managers to collaborate with their teams, vendors, and clients, regardless of location. By sharing Trello boards, team members can access the project details, communicate with each other, and provide feedback in real-time. Additionally, Trello’s commenting, and tagging features allow project managers to keep everyone in the loop and ensure no miscommunication.

Enhanced Quality Control

One of the most critical aspects of translation project management is ensuring the quality of the translations. With Trello, localization project managers can set up quality control checklists, track feedback, and ensure that all translations meet the required standards. Additionally, Trello’s ability to attach files, links, and images to each card enables project managers to share reference materials and glossaries with their teams and vendors, ensuring everyone is on the same page.

Increased Efficiency

Using Trello for translation project management can help localization project managers save time and reduce manual tasks. Trello’sTrello’s automation features, such as Butler, can automate repetitive tasks, such as moving cards to specific lists, setting due dates, and sending reminders. This frees project managers to focus on more critical tasks, such as managing their team’steam’s workload and meeting project deadlines.

Better Project Management

Using Trello for translation project management can help localization project managers improve their project management skills. Project managers can develop and maintain a more efficient and effective workflow using Trello to track their team’steam’s progress, assign tasks, and monitor deadlines. Additionally, Trello’s analytics features, such as power-ups and reports, can help project managers gain insights into their team’steam’s performance and identify areas for improvement.

Trello is a powerful project management tool that can help localization project managers streamline their workflow, improve collaboration and communication, and enhance the quality of their translations. With its visual interface, automation features, and powerful analytics, Trello is an excellent choice for localization efforts and for managing translation projects of any size and complexity. By using Trello, localization project managers can improve not only their productivity but also their overall project management skills.

Best Practices for Translation Project Management with Trello

Trello is an excellent tool for managing translation projects. It is an intuitive, user-friendly platform that enables localization managers to track project progress, assign tasks, and manage resources. However, to get the best results, localization managers need to follow best practices for translation project management with Trello. Here are some tips:

Standardize Your Workflow

Before you start using Trello, defining and standardizing your localization workflow is essential. You need to clearly understand the entire localization process, including market research, translation, editing, and proofreading. By standardizing your workflow, you can ensure that all the translations and projects follow the same process, resulting in better quality and consistency.

Create a Separate Board for Each Project

Trello is designed to work with boards. Create a separate board for each project, and ensure all the relevant stakeholders can access it. You can also use labels and filters to sort all the projects and tasks by priority, status, and deadline.

Use Checklists

Checklists are an excellent way to break down complex tasks into smaller, manageable steps. Create a checklist for each task, and add subtasks as necessary. You can also use checklists to track progress and ensure that all the required steps are completed.

Collaborate with Translation Vendors

If you work with translation vendors, invite them to your Trello board. You can collaborate with them, assign tasks, and track progress. You can also use Trello to communicate with them and share files.

Use Machine Translation Wisely

Machine translation is an excellent way to save time and reduce costs. However, it is not perfect and can produce inaccurate translations. Use machine translation for simple, repetitive, or low-risk content. For high-quality or sensitive content, always use human translation.

Analyze Performance

Trello provides a wealth of data that you can use to analyze performance. Use the analytics to identify areas for improvement, measure productivity, and optimize your localization process. You can also use the data to create and share reports with stakeholders.

Continuously Improve

The localization industry is constantly evolving, and best practices change over time. Continuously monitor your performance, stay up-to-date with knowledge of the latest trends and technologies, and be open to new ideas and approaches.


Trello is a powerful tool that greatly benefits localization and translation project management efforts. By following the step-by-step guide outlined in this post, localization project managers can create a Trello board to streamline their team’steam’s workflow and increase productivity.

The benefits of using Trello for translation project management are numerous, from improved collaboration and communication to better organization and time management. Following best practices, such as conducting thorough market research and working with reputable translation vendors, is essential.

By incorporating Trello and these best practices, localization companies and managers can successfully navigate the challenges of the localization industry and ensure the success of all their translation projects.

Rodrigo Demetrio
Steering the marketing ship at Bureau Works with 17+ years of MarTech under my belt, I transform mere ideas into tangible realities. Passionate about languages and their power to build bridges, let's build a new one?
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