How I use Trello, Zapier and RescueTime to keep track of what I’ve been doingPosted: January 27, 2015
Trello is the first task manager that’s really clicked with me. It’s a great, simple system for tracking things that need to get done across various stages of progress (by default “To Do”, “Doing”, “Done”). There are other apps that do similar things, but Trello just nails the experience. I love it. If you aren’t familiar with it, you should check it out.
Trello is great, until the very end when it isn’t.
The experience of going back and looking over what I’ve done is the one part of Trello that isn’t so great. Things get really cluttered unless I archive cards when I’m done with them, and then they just kinda disappear. While I can go back and review a list of the archived cards, it’s buried and basically just looking at a big unsorted pile. That’s OK. If I had to choose, I’d much rather have Trello focus on the process of getting me to the finish line than looking back.
But I still want to be able to look back.
Why is it a good idea to reflect on those completed cards?
One of the problems I’ve always had with to-do lists is the unsatisfying feeling they leave me with when I’m really busy. That’s when they should be the most gratifying, right? That act of marking things as “done” feels good for a minute, but then that feeling gets shoved aside as I look back at the ever-growing backlog behind it. Going back and reviewing accomplishments helps maintain a sense of progress, even if my to-do list never gets any shorter.
It also gives me an opportunity to ask myself if I’m devoting time to the correct things, or if there are other things I’d rather be getting done instead. It really helps draw the line between being productive and just being busy.
What can we do about it?
RescueTime has highlight event logging, and some of the highlight events I was manually entering were similar to the Trello cards I was completing. If I could just automatically log a note whenever I put a card in the “done” column, I’d save myself some manual effort. Luckily, Zapier makes this really easy. I was able to connect my Trello account with RescueTime, and log a highlight event whenever I completed a task in Trello. I had to fiddle with the filters a little bit to target just the “done” column, but once I figured that out it was fully automatic.
Now I’m tracking events on different boards for my work and personal to-dos. Reviewing my highlights helps me see what I’m getting done and how balanced I’m being. Am I spending too much effort on work at the expense of personal tasks I need to get done? Or is it the other way around? That used to be a really hard question for me to answer and now it’s so much more visible. It also keeps me more organized because I know that if I use Trello, I’ll save myself some typing later when manually updating my highlights list. The two systems compliment each other really well.
How to automatically log a RescueTime Highlight event when you complete a task in Trello
The quick and easy version (recommended):
Zapier can walk you through the whole setup process. This requires a Zapier account, obviously, but they’re awesome.
The step-by-step version:
You should use the guided zap version above. The detailed steps are listed here in case you have problems with the guided version, or just want to understand exactly what’s happening.
- Make sure you have a Trello board that you are using to manage your daily tasks
- Make sure you have RescueTime Premium (which you will need to log highlights)
- Make sure you have a Zapier.com account
- Log into Zapier.com and click “Make a Zap!”
- Choose Trello as the target app and “New Activity” as the trigger
- Choose RescueTime as the Action app and “Create a Highlight Log Entry” as the action
- Click continue and verify your accounts
- Under “filters”, choose the board you are using for your tasks
- Make sure the “List” filter is set to your “Done” column
- Set two custom filters, the first is “Data List Before Name” (Text) Does Not Contain “Done”
- Second custom filter: “Data List After Name” (Text) Exactly Matches “Done”
- Set the Highlight event params. Date should match up with the Trello “Date” field, “Description” should be “Data Card Name”, and “Highlight Type Label” should be set to something descriptive of the tasks on that Trello board. “To do”, “Personal Task”, “Work item” for example.
- Test the zap, you should immediately see your highlight event logged on your Highlights page in RescueTime.
- Name the zap and save it.
That’s it! I’ve found this to be a big help. Give it a shot a let me know what you think in the comments!