About

The One Club Denver Chapter is a volunteer-run nonprofit that produces programs and events to support the Colorado creative community. Board members usually serve for 1-2 years and lead various programs or events while board volunteers support board members as their interests and schedule allow. Board members and volunteers typically have full-time jobs in the creative services industry and work on chapter initiatives after hours.

Goal

The One Club Denver needed an easy way to organize and centralize tasks, conversations, and documents for their remote teams and also provide high-level program planning standards. With many events and programs taking place concurrently, it was imperative that project organization needed to be consistent, clear, flexible, and work for all volunteers regardless of individual management styles and knowledge of the event or program planning.

Strategy

Trello quickly rose to the top of task management systems for its ease of use, cost, adaptability, and accessibility, particularly for a remote team. Volunteers can easily fit Trello in with their current workflow via email, web access, mobile app, and even connect to other task management systems they may already be using. With the majority of the volunteers being designers, copywriters and strategists, having the tasks and milestones broken down by event or program phase provides guidance for first-rate event planning. It also provides a way to record and archive tasks for future board referrals.

Outcome

Through many years of managing all aspects of the events and programs, I was able to use the best practices I have learned to create a robust project and task management system and workflow for all events, programs, and chapter operations including detailed timelines, budgets, tasks, and templates broken down in manageable pieces so the team can stay on track without being overwhelmed.

Through Trello’s system, I developed hubs for each of our yearly major programs and one for chapter operations. Now volunteers can be easily added to the appropriate hub where they have access to everything they need to run the programs and events. I or the event or program leads, can add volunteers to the specific teams, create new dates and milestones, add in due dates for tasks, create new tasks, modify tasks, and assign team members to individual tasks.

This system has enabled the board to see the big picture and how integral their tasks are to obtaining the desired outcome. It has also helped keep the board on task and on budget while they produce high-level events and programs.

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