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Trello is a fast, visual way to manage work. You move cards across lists to show progress. It is simple to learn and easy to share with a team. This guide walks you through everything you need to use Trello well. We will cover boards, lists, and cards. We will also show you how to add labels, due dates, checklists, attachments, and comments. Then we will look at search, filters, and sharing. By the end, you will have a clear workflow you can start using today.

But if you need personalized Trello help, click here to book time with Scott.

Boards, Lists, and Cards: The Core

Trello has three main parts:

• Board: the big picture. A board holds your project or area of work. Think of it as a whiteboard on your wall.
• List: a column on the board. Use lists to group tasks or to show stages like To‑Do, Doing, and Done.
• Card: a single task, idea, or piece of work. Cards move across lists as work changes.

This three‑part system helps you see your work at a glance. It is flexible, so you can use it for projects, personal goals, or team tasks.

Set Up Your First Board

Click Create and choose Board. Give the board a clear name, like “Marketing Launch Q4” or “Home Projects.” Pick a simple background so your content stands out. Add three starter lists: To‑Do, Doing, and Done. You can always add more later.

Create and Name Cards

At the bottom of each list, click Add a card. Give the card a short, action‑focused title like “Write landing page copy” or “Book plumber.” You can add many cards at once; press Enter to add the next card fast. Drag cards up or down to reorder them by priority.

Open the Card and Use the Details

Click a card to open it. Inside the card, you can do a lot:

• Change the title if needed.
• Mark it complete when it is done (many boards use the Done list for this too).
• Add a clear description so anyone can understand the work.
• Add labels, dates, checklists, and members.

These details turn a simple title into a complete task. Use them to reduce back‑and‑forth and keep work moving.

Write a Helpful Description

Use the Description field to explain the task. Keep it short but clear. You can use simple headings, bullets, and links. Add what success looks like, any constraints, and where to find key files. A good description saves time and prevents confusion. It also helps new team members get up to speed.

Add Labels for Quick Clarity

Labels are colored tags you can name. Use them to mark priority (High, Medium, Low), type of work (Design, Website, Finance), or owner (Marketing, Sales). Labels make it easy to scan the board and filter later. Keep your label set simple at first. Too many labels can slow you down.

Tips for labels:

• Give each label a short name so it fits on the front of the card.
• Do a monthly clean‑up to remove labels you no longer use.
• Use one label set across a team so everyone speaks the same language.

Set Due Dates and Reminders

Click Dates to set a due date (and a start date if you need one). Pick a time as well, like 5:00 PM, so people know the exact deadline. Add a reminder for a day or two before the due date. Dates and reminders keep work from slipping through the cracks. You will also see due dates on the front of the card, which helps you scan for urgency.

Build Checklists to Track Steps

Use Checklists for sub‑tasks. Give the checklist a name like “Launch Prep” or “Draft Review.” Add short, clear items so you can check them off fast. Trello shows a progress bar as you complete items. You can add more than one checklist if the task has phases. For long lists, hide checked items to focus on what is left.

Checklist ideas:

• For a sales call: research company, define goal, prepare questions, send recap.
• For a blog post: outline, draft, edit, visuals, SEO, publish, share.
• For home tasks: buy parts, schedule time, do the work, clean up.

Assign Members and Roles

Click Members to assign people to the card. They will see the card on their boards and get notifications for changes. Keep ownership clear. If a task needs input from several people, add them too. If you have observers on a board, they can view and comment but cannot edit. Use observers when someone only needs to watch progress.

Attach Files, Links, and Other Cards

Click Attachment to add files from your computer or cloud storage. Rename attachments so the title makes sense at a glance. You can also paste a link and give it a friendly title. One powerful trick is to attach another Trello card. This links related work and saves time hunting for context.

Attachment best practices:

• Keep a single, current version of key files.
• Add a short note if an attachment replaces an older one.
• Use clear file names like “Q3_Sales_Catalog_v2.pdf.”

Leave Comments and Keep a History

Use Comments to share updates, ask questions, and record decisions. Comments include a time stamp, so you have a history of what changed and when. Mention teammates with @name to notify them. Use comments to cut email clutter and keep the conversation with the work.

Commenting tips:

• Start with context: “Update: Vendor confirmed Friday delivery.”
• If you change scope, note who approved it.
• Summarize next steps at the end of a thread.

Move Cards to Show Progress

Drag a card to a new list to reflect status. You can also move a card from inside the card using the list and board drop‑downs. This helps when you are deep in the details and want to keep working without closing the card. Reorder cards in a list to reflect daily priorities.

Search and Filter to Find Anything

Use the global search at the top to search all boards. To filter just this board, use Filter cards in the top right. Type a keyword to show matching cards. You can also filter by labels, members, and due dates. Clear the filter to return to the full board. Filters are great for weekly reviews and focused work sessions.

Share Your Board Safely

Click Share to invite people by email or username. Choose their role: Member for full editing, or Observer if they only need to view. You can also create a share link for quick access. Review your member list often. Remove access for people who no longer need it.

A Simple Weekly Workflow

Here is a clean routine that works for teams and solo users:

Monday Plan (15 minutes)

• Review your board.
• Drag the top three tasks you must finish this week to the top of To‑Do.
• Assign owners and set due dates.

Daily Focus (10 minutes)

• Each morning, pick 1–3 tasks for Today and move them to Doing.
• During the day, update checklists and drop quick comments so the board tells the story.

Midweek Check (10 minutes)

• Filter by due dates to catch anything at risk.
• Adjust timelines. Move non‑essentials to next week.

Friday Wrap (10 minutes)

• Move finished cards to Done.
• Add a short summary comment for any major task.
• Archive old Done cards once a month to keep the board light.

Common Mistakes to Avoid

• Too many lists. Start with three to five. Add more only when you have a clear need.
• Vague card titles. Use verbs: “Draft proposal,” not “Proposal.”
• No owners. Every important card needs at least one member.
• Missing due dates. Dates and reminders keep the team honest.
• Huge checklists. Split large efforts into a few smaller cards.
• Label overload. Keep labels simple and consistent.
• Messy attachments. Rename files and remove old versions.

10 Quick Trello Tips

1. Use the spacebar to open the selected card fast.
2. Press N to add a card between two cards where your mouse is.
3. Use / to open search, then filter to a board for speed.
4. Add a “Today” list if your team needs a daily focus lane.
5. Color‑code priority with three labels: Red (High), Yellow (Medium), Green (Low).
6. Put a simple template card at the top of each list. Copy it to keep format and checklists.
7. Add a “Resources” list to store links and files you use a lot.
8. Use due date reminders one day before to avoid last‑minute rush.
9. Keep comments short. One idea per comment is easier to scan.
10. Review your board each Friday. Archive cards you no longer need.

Example Board Setup You Can Copy

Lists: Ideas → To‑Do → Doing → Review → Done

Labels: High, Medium, Low, Design, Website, Finance

Rules of Thumb:

• All new ideas start in Ideas.
• Anything planned for this week lives in To‑Do.
• Only five cards at a time in Doing to reduce overload.
• Everything must pass through Review before Done.
• Done items are archived at the end of the month.

This flow is easy to follow and gives you a clear view of progress.

Small Team Playbook

For teams of 2–10 people, try this:

• Make one board per project. Keep personal tasks off the team board.
• Add a Policies card to the top of the board. List how labels, dates, and comments should be used.
• Use a Stand‑Up card where everyone posts a daily update. Add a checklist with names and ask each person to check off when they post.
• Agree on a Definition of Done. For example: “Checklist is complete, files attached, summary comment added.”
• Use Observers for leaders who only need to monitor progress. This keeps editing rights with the people doing the work.

Solo Workflow That Sticks

If you are working alone, Trello can be your second brain:

• Keep one board for Personal, one for Work.
• Use labels to mark energy level: Deep Work, Quick Win, Errand. Pick tasks that fit your current energy.
• Add due dates for real deadlines only. For nice‑to‑have tasks, leave the date blank.
• Each night, move 1–3 cards into Doing for tomorrow. This keeps your morning clear and focused.

When to Use a New Card vs. a Checklist Item

Make a new card when:

• Work takes more than a day.
• More than one person is involved.
• It needs its own due date or owner.

Use a checklist item when:

• The step is under an hour.
• Only one person will do it.
• It is part of a larger task.

This rule keeps your board neat and your progress easy to see.

Keep Your Board Clean

A clean board is a board you will use every day. Set a short weekly cleanup:

• Delete empty lists and archive old ones.
• Merge duplicate labels and remove unused labels.
• Rename cards with clearer titles.
• Remove dead attachments and link to the single source of truth.
• Add a brief summary to major cards that are still open.

Performance and Focus

Trello is fast, but large boards can still feel heavy. Here is how to keep it smooth:

• Archive done cards often. Less is more.
• Split huge projects into smaller boards.
• Filter during meetings so everyone sees the same set of cards.
• Keep your background simple to reduce visual noise.

Security and Access

Only invite people who need access. Remove members who leave the project. Use observers for stakeholders. Avoid putting sensitive passwords or secrets in cards. If you must store private data, link to a secure document and manage access there.

Final Thoughts

Trello is powerful because it stays simple. Boards show the big picture. Lists show the flow of work. Cards hold the details. When you add labels, dates, checklists, attachments, and comments, you give the team what they need to act. With clear roles and a steady routine, your board will become the single source of truth.

Start with the basics today. Add only what helps. Review once a week. With these habits, Trello will make your work life calmer, clearer, and more productive. And remember: being productive does not have to be difficult—it can be simple with Trello and Simpletivity.

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Are you still using spreadsheets to manage your business? Or maybe you're frustrated with today's project management and CRM tools that feel too complicated and too pricey. You're not alone. Many small businesses face the same problem.

But there’s a better way.

In this article, you’ll learn how to create your own custom CRM, project management tool, customer portal, and more—all without writing a single line of code. The solution? A no-code app builder called Knack.

What Is Knack?

Knack is a user-friendly platform that allows you to build exactly what you want in a business app. Whether you need a CRM, a customer service portal, or a project dashboard, Knack lets you create it without being locked into someone else’s idea of what those tools should be.

And the best part? It’s much more affordable than most other tools.

Build a CRM That Works for You

Instead of using someone else's CRM layout, Knack lets you customize everything. You can choose exactly what fields you want to see—nothing more, nothing less. Want a simple list of leads with just the info you care about? Done.

For example, you might only want to track name, email, and sales stage. In Knack, that's all you'll see. No extra empty fields. No complicated settings. Just what matters to you.

You can also create different pages to view your data in different ways. And remember, there's a difference between Knack's interface—and what you’ve built using Knack.

Create a Visual Project Management System

Maybe you want something more visual, like a dashboard for your team. You can design pages that show key metrics, project status, or anything else that's important.

Need to track team tasks or deadlines? You can do that. Want your staff to see performance data when they log in? You can design that too. Knack is fully customizable.

Set Up a Powerful Customer Portal

Do your clients need a secure place to manage their accounts? Knack can do that. You can create a customer portal where clients log in to submit service requests, track progress, and view their invoice history.

You can even let them make payments through your app. It’s all possible with Knack.

How Knack Works: Tables, Users, and Pages

Knack is built around three main parts:

Tables – Think of these like spreadsheets. They store your data, but you won’t need to spend much time here. You can import existing data or collect new data from your app.

Users – You can create different roles like sales reps, managers, or clients. Each role can have different access and permissions. You decide who sees what.

Pages – This is what users interact with. Design custom dashboards, forms, or reports. Choose exactly what appears on each screen.

Customize Everything With Ease

Adding and editing fields in Knack is as easy as using a form builder. You can change field names, data types, and decide if fields are required.

Want to sort a dropdown alphabetically? No problem. Want to create a default option? You can do that too. The point is—you’re in control.

When you or your team adds a new contact or lead, they’ll see the exact fields and layout you’ve designed. It’s clean, it’s efficient, and it works.

Manage User Roles with Flexibility

With Knack, you’re not limited to a few user roles. Add as many as you like. Maybe you need roles for sales reps, managers, clients, and even vendors.

Each role can have its own set of permissions. For example, clients might only see their data, while managers see everything. You decide.

Design Your Interface Your Way

From the login screen to individual dashboards, you can customize every detail. Choose the layout, colors, and buttons that make sense for your business.

Don’t need certain features? Leave them out. Want to add a "notes" button or an "archive" function? You can do that with just a few clicks.

You’re never stuck with a one-size-fits-all solution.

Save Money with Simple Pricing

Here’s where Knack really shines: it’s only $19 a month, and that includes unlimited users and roles.

That’s right. Whether you have 1 team member or 50 clients, you only pay $19. You also get unlimited tables, fields, and pages. That makes Knack perfect for solo entrepreneurs, startups, and small businesses.

No more worrying about per-user fees or paying extra for basic features. With Knack, it’s all included.

Try Knack for Free

Want to give it a try? Head over to knack.com and start building your app today. No credit card needed.

Final Thoughts

You don’t need to be a tech expert or hire a developer to create a custom app. With Knack, you can build exactly what you need—and only what you need. Whether it’s a CRM, a project dashboard, or a client portal, you can do it all for a fraction of the price.

Say goodbye to spreadsheets. Say goodbye to bloated software.

Say hello to Knack.

Do you have tasks scattered across multiple apps, sticky notes, and even handwritten pages? If so, you’re not alone. Many people struggle with managing tasks from various sources. But there’s a simple solution: using ChatGPT to gather and organize everything into one list—fast.

Why It’s Hard to Stay Organized

Apps are great. But switching between them can be exhausting. Add in sticky notes, whiteboards, and paper notes, and it’s easy to feel overwhelmed. The key problem is fragmentation. Your to-dos are everywhere, and it takes too much time to collect them.

The Simple Screenshot Trick

One of the fastest ways to gather information for ChatGPT is using your computer’s screenshot tool. Most Windows and Mac devices come with one built-in. All you have to do is take screenshots of your task lists, sticky notes, or handwritten pages.

Once you have your screenshots, paste them into ChatGPT. You don’t need to add any instructions at first. Just paste them in.

Why Screenshots Work So Well

Sometimes, you can’t copy and paste your tasks. For example, Google Tasks doesn’t let you select multiple items to copy. Trying to do so only moves them around. Even in apps where copy/paste is possible, it might be faster to take a screenshot.

Screenshots also work for handwritten notes. Think about sticky notes or whiteboards. Snap a picture, grab a screenshot, and paste it into ChatGPT.

Turn Screenshots Into One Task List

Now that your screenshots are in ChatGPT, give it a simple instruction: “Put these three task lists into a single list.” It doesn’t even matter how many screenshots you added. ChatGPT will extract the text and combine everything.

It will also count your tasks for you. This can be helpful when you're trying to get a sense of how much you need to do. For example, you might find out you have 21 tasks—something that wasn’t easy to count manually.

Take It to Your Favorite App

Now that you have your unified list, copy it and paste it into your favorite task manager. In this example, I use Trello. But you can do the same in Notion, Todoist, or many others.

Paste the list into a new card or note. Many apps are smart enough to ask if you want to split the list into multiple tasks. Choose to create separate tasks, and suddenly, you have 21 individual cards or items that you can organize further.

Use ChatGPT to Categorize Tasks

You can also use ChatGPT to prioritize your list. Add a prompt like: “Group these tasks into three categories: Urgent, Important, and Not a Priority.”

ChatGPT will break down the list. For example, urgent tasks might include scheduling meetings or sending reminders. Important tasks might relate to ongoing projects. Less critical items fall into the Not a Priority group.

Even if it’s not perfect, this method gives you a quick way to reduce mental load and increase focus.

See Your Tasks Clearly

Once your list is categorized, it becomes much easier to act. You can label tasks, set deadlines, or even assign them to team members if you're using a collaboration tool.

You’ll go from a mess of random ideas to a clean, structured task list. And the best part? It takes just a few minutes.

Why This Method Works

The secret is reducing friction. You don’t have to type everything out. You don’t have to switch between five apps. You just screenshot and paste. ChatGPT does the rest.

You’re also making use of what you already have. Instead of re-writing your sticky notes or transferring data by hand, you use tools and tech to streamline the process.

Start Today

Try it yourself. Grab a few screenshots of your current task mess and paste them into ChatGPT. See how quickly you can turn chaos into clarity.

This isn’t just about getting organized. It’s about saving time, reducing stress, and focusing on what matters. ChatGPT isn’t just smart—it’s your new productivity assistant!

Do you think building an online course means hours of video recording, fancy cameras, and hiring a professional team? Think again. What if I told you that your existing PowerPoint slides could be transformed into a fully interactive online course? In this article, I’ll show you how to do just that with iSpring Suite—all within the comfort of your PowerPoint application.

Why Choose iSpring Suite for Course Creation?

iSpring Suite is a PowerPoint add-in that allows you to build interactive courses using tools you already know. Instead of learning a whole new program, you simply enhance your current PowerPoint presentations with interactive elements like quizzes, drag-and-drop exercises, and hotspot questions.

This makes it perfect for educators, trainers, and businesses who want to create engaging content quickly without the technical hassle.

Getting Started with iSpring in PowerPoint

Once you have iSpring Suite installed, you’ll see a new tab appear on the PowerPoint ribbon. This tab opens a world of new features including quizzes, interactions, screen recordings, characters, and more.

You likely already have a PowerPoint deck that's 80% ready to become a course. All you need to do is add interactive features. With iSpring, there’s no need to start from scratch. Just enhance what you already have.

Types of Interactions You Can Create

iSpring Suite offers much more than basic multiple-choice quizzes. Here are just a few types of engaging content you can add:

• Drag-and-Drop Quizzes: Learners can move answers around to match categories or diagrams.
• Hotspot Questions: Ask learners to click on the correct part of an image.
• Timed Quizzes: Add pressure and simulate real-world testing.
• Scenario-Based Training: Create realistic simulations for decision-making practice.

These features make your course more engaging and effective for learners.

A Real Example: Drag-and-Drop Quiz

In the video, I demonstrate a drag-and-drop exercise designed to teach grocery store shelf placement. The learner is asked to place butter in the correct location. This type of hands-on interaction increases memory retention and learner satisfaction.

You can design your own diagram or scenario and use drag-and-drop tools to let learners interact with the content directly.

Adding Hotspot Questions

Hotspot questions are great for visual learning. For example, you could ask: “Click on the food that contains the most fat.” The learner then clicks on one of the items in an image.

In the demo, salmon is the correct answer, and the user receives instant feedback. This makes learning active rather than passive.

Using Quiz Maker in iSpring

You can easily create and customize quizzes with the iSpring Quiz Maker tool. Simply select a slide, go to the quiz option in the iSpring tab, and design your quiz.

You can add:

• Multiple choice questions
• Fill-in-the-blank
• Dropdown menus
• Hotspots
• Branching logic (if the learner answers incorrectly, guide them to a different path)

Branching and Custom Feedback

One powerful feature in iSpring is branching. Depending on how a learner answers, they can be sent down different paths. This allows for customized learning journeys and can significantly improve outcomes.

You can also limit the number of attempts or add personalized feedback to each question.

Preview and Polish

At any point, you can preview what the course will look like to the end user. This ensures your design is clear, intuitive, and fully functional.

You don’t need any special video editing skills. Everything stays within PowerPoint, which makes iSpring incredibly user-friendly.

Publish and Share

When your course is ready, you can publish it in multiple formats:

• SCORM for LMS platforms
• HTML5 for web embedding
• Video format for traditional playback

This flexibility ensures your course works wherever your learners are.

No More Barriers to Entry

If you’ve always wanted to build an online course but didn’t know where to start, iSpring Suite eliminates the barriers. You don’t need to learn new software, hire a production team, or spend weeks editing videos. Just open PowerPoint and start creating.

Try iSpring Suite for Free

Want to give it a try? iSpring offers a free trial so you can explore all the features without commitment.

Are you tired of paying $25 a month just to send a few documents? If you're a freelancer or a small business owner, chances are most e-signature tools are more than you need. They come with hidden limits, bloated features, and confusing things like "envelopes."

Let’s talk about a smarter, simpler way to get documents signed.

The Problem with Popular E-Sign Tools

DocuSign is the most popular tool out there, but it’s not built for smaller operations. Just look at its clients: Kroger, Domino’s, and United Airlines. Are you running a company of that size? If not, you're probably paying for features you'll never use.

Worse yet, their pricing isn’t even truly unlimited. They use something called "envelopes." An envelope can include several documents but can only go to one customer at a time. So if you're frequently sending documents to different clients, those envelopes run out fast.

On the personal plan, DocuSign gives you only five envelopes per month. That’s barely enough. If you upgrade to Standard or Business Pro, you get 100 envelopes per year. That’s about eight per month.

Meet DigiSigner: A Simpler Alternative

Enter DigiSigner. It’s a much simpler solution and perfect for entrepreneurs and freelancers. At just $12 a month, you get unlimited document sends. That means unlimited contracts, NDAs, and proposals.

DigiSigner’s design is clean and straightforward. You’re not bogged down by unnecessary features. Let’s walk through how it works.

Upload and Prepare Your Document

Start by uploading a document from your computer or syncing with Drive or Dropbox. Once uploaded, DigiSigner opens it so you can add the necessary form fields.

Adding fields is simple. Just drag and drop. For example, if you need to collect a client’s name, email, and phone number, you can add those text fields and make them required.

You can even label fields for clarity. For example, you might want to use placeholders like "XXX-XXX-XXXX" in the phone number field to show it expects digits.

Add Signature and Date Fields

Next, scroll down to where you need the signature. You can drag a signature field into place and even resize it.

Don’t forget to add a date signed field instead of a plain text date. It will automatically fill in the current date when signed.

Sending and Tracking Your Documents

Once the document is ready, it’s just one click to send. Add the recipient's email and hit send. Like DocuSign, you can set a signing order or include multiple signers.

DigiSigner also lets you track document status. You can see who has signed, who you're waiting on, and a list of completed documents.

Clean Interface, No Clutter

DigiSigner isn’t trying to be a full enterprise suite. It's focused on what small businesses need. That means fewer distractions and a faster workflow.

You can manage your team, create unlimited templates, and avoid unnecessary dashboard clutter.

Why You Should Switch Today

If you’re frustrated with the term "envelope" that only confuses things, DigiSigner is a breath of fresh air. It offers:

• Truly unlimited documents
• Simple interface
• Affordable pricing at $12/month
• Free plan and 14-day free trial

You can try DigiSigner today!

I spend just 10 minutes every Sunday doing one simple review, and it completely transforms my week. If you find yourself constantly scrambling on Mondays or falling behind during the week, this one habit could be the missing piece in your productivity puzzle.

A Simple Start to a Powerful Routine

Every Sunday night around 8:00 PM, I sit down for a quick weekly planning session. This isn’t a long or boring process. It’s a short, focused connection with my calendar, and it rarely takes more than 10 minutes.

Why a Weekly Review?

The goal of this review is to do two things:

1. Look back at the past week to catch anything that might have slipped through the cracks.
2. Look ahead to make sure I’m ready for what’s coming.

By doing this, I make sure nothing gets lost and I feel more in control of my time.

Start With a Look Back

No matter what calendar app you use, start by making sure all your calendars are selected. I share mine with my wife, so I include her schedule too—anything that affects my week needs to be visible.

Then I go back to the previous Sunday and slowly drag my cursor over each event that happened during the week. This helps jog my memory:

• Did I follow up on that meeting with Elliot?
• Should I schedule a follow-up?

Even if nothing needs action, this two-minute step ensures I’m not forgetting anything. It can even spark new ideas, like planning another lunch meeting that went well.

Now, Look Ahead

After reviewing the past, I switch to looking ahead. This is where I plan for the next two weeks, not just the coming week. This helps me:

• Prepare for big presentations.
• Reschedule conflicts early.
• Avoid last-minute chaos.

By using the week view on my calendar, I get a better sense of how each day connects. If I see a packed Tuesday, I avoid adding more to it and might give myself a lighter to-do list.

Be Proactive, Not Reactive

When I come across something like upcoming office hours, I’ll remind myself to send an email the day before. I add it to my task list or create a calendar note. I also watch for double or triple bookings and reschedule early to avoid stress.

This part of the process also takes just a few minutes, but it makes a huge difference in how smoothly the week goes.

It All Takes Just 10 Minutes

In total, this review takes me no more than 10 minutes. That’s a small investment for peace of mind and a clear plan.

I sleep better knowing I’m prepared. I start my Mondays smiling, not scrambling.

What’s Your Routine?

Now it’s your turn. Do you have a weekly review or planning habit? What helps you stay organized?

Remember, being productive doesn’t have to be hard. Sometimes the simplest habits make the biggest difference.

Do you think a CRM is overkill? That belief might be costing you time, missed opportunities, and peace of mind. Many entrepreneurs and small business owners think customer relationship management (CRM) systems are too complex, expensive, or unnecessary. Let’s bust five of the most common CRM myths and show how a simple CRM can actually make your life easier, not harder.

Myth #1: I Can Track Everything in a Spreadsheet

Spreadsheets can seem familiar and easy, but they can quickly become chaotic and confusing. A typical sales spreadsheet might include company names, deal values, dates, and notes. But when it comes to managing deals and remembering who to follow up with, spreadsheets fall short.

Notes get lost, and it’s hard to see where to start each day. With a CRM, everything is clear. You can see your current deals, the stages they’re in, contact details, and potential value. One click takes you deeper into any deal, and updates are easy.

A CRM isn’t just a fancy spreadsheet. It’s a tool designed specifically to help you stay organized and on top of your sales process.

Myth #2: I Don’t Have Time to Learn a New Tool

Many people fear adding new software because it feels like a time drain. But a well-designed CRM makes learning simple. For example, adding a new deal in Pipedrive is just a matter of clicking a button and typing in a few details.

You can import your existing contacts and start tracking deals in minutes. The drag-and-drop interface lets you move deals from one stage to another as you make progress.

If you can drag and drop, you can use a CRM.

Myth #3: I Don’t Have Enough Leads for a CRM

You might think CRMs are only for people managing hundreds or thousands of leads. But even with just a few contacts, a CRM makes life easier. All your information is in one place. No more flipping between your inbox, contact list, or spreadsheets.

Take David, for example. In a CRM, you can see every meeting, note, and email you’ve shared with him. When it’s time to create a deal or send a follow-up, everything you need is already there.

Even with a dozen leads, a CRM helps you stay organized and focused.

Myth #4: CRM Automation Is Too Complicated

Automation sounds advanced and scary, but CRMs like Pipedrive make it super simple. You can use templates to get started—no need to build workflows from scratch.

Let’s say you want to follow up with leads that have gone cold. Just pick a re-engagement template, decide how long to wait before reaching out, and write your email. The system handles the rest.

Want to get reminders instead of auto-emails? That works too. Automation doesn’t have to mean complexity. It’s about saving time and not missing important moments.

Myth #5: A CRM Is Too Expensive for One Person

Let’s be real. You’re probably already paying for Zoom or QuickBooks. Those are single-purpose tools. A CRM helps with sales, contact management, follow-ups, and more—and many start at just $14/month.

And unlike other tools, a CRM can actually grow your business. It helps you close more deals, follow up faster, and stay organized. That’s worth the small investment.

Pipedrive even offers a free 14-day trial. You can test it with dummy data, set up automations, and see if it works for you. If it helps, keep it. If not, no problem.

Final Thoughts

CRM systems aren’t just for big teams. They’re for anyone who wants to stay organized and grow their business. Forget the myths. CRMs make it easy, affordable, and effective.

Trello just made planning your week easier than ever. With its brand new Planner view, you can now drag and drop cards directly onto your calendar. No need for extra tools or power-ups—this new feature is built right in.

In this guide, we’ll show you how to turn your Trello board into a weekly schedule in under five minutes. You’ll also learn how to sync it with your Google Calendar for smooth task management.

Getting Started with Trello's Planner View

To begin, open any Trello board. Scroll to the bottom. You’ll see new options appear. Look for the one labeled "Planner," which is the second option. Or, simply press G + P on your keyboard.

This opens a new side panel on the left. From here, you can drag and drop any Trello card right onto your calendar.

Connecting to Your Calendar

Before using the calendar, you’ll need to connect your Google Calendar. As of now, only Google Calendar is supported. Microsoft Outlook integration is expected later this year.

Once connected, you’ll see your upcoming events and appointments in the left-side panel. At the top, you can jump to future dates, navigate day-by-day, or tap the "Today" button to return to the current day.

Dragging and Dropping Tasks

You can now drag tasks from your Trello board and place them directly into your calendar. Let’s say you’ve been putting off a printer fix. Drag that task into your calendar slot for 11:00 AM today.

The card remains on your Trello board, but now it also appears in your calendar. By default, the task duration is 30 minutes. But you can stretch it to an hour or more as needed.

Keeping Everything in Sync

Here’s the cool part: everything stays in sync. If you move a task in Google Calendar, it updates in Trello. And if you move it in Trello, it updates in Google Calendar. This way, no matter where you work, your schedule stays current.

So if you reschedule your printer fix to 3:00 PM from within Google Calendar, Trello reflects that change right away.

Managing Events Inside Trello

Clicking on an event inside the Planner view gives you more options. You can change the time or date without dragging. You can also delete the event—don’t worry, this only removes it from the calendar, not your Trello board.

Better yet, when the task is done, just click "Mark Complete." This updates the card and lets you know it’s finished. The task will still be visible in the calendar, but now it’s one less thing on your list.

Adjusting Your Calendar View

Need to see more days at once? You can resize the calendar view by dragging the divider line to the right. Want to show more or fewer days? Click the settings icon and select "Change days shown."

This gives you the flexibility to see only what you need—whether that’s a couple of days or your entire week.

And if you want to hide the calendar view temporarily, just use the toggle at the bottom. Turn it off when not needed, and bring it back whenever you like.

Why Use Trello’s Planner View?

This new feature brings real-time scheduling directly into your Trello workflow. It’s perfect for:

• Time-blocking your day
• Syncing Trello with Google Calendar
• Staying on top of daily tasks without switching tools
• Creating a visual, drag-and-drop weekly planner

Final Thoughts

Trello’s new Planner view is simple, powerful, and perfect for anyone looking to boost their productivity. Whether you’re managing a team or just trying to stay on track personally, this tool keeps your schedule aligned across platforms.

Try it out and let us know how you’re using the Trello Planner in your workflow. Remember, productivity doesn’t have to be complicated. With Trello’s new Planner feature, it’s incredibly simple.

What if ChatGPT truly understood how you think, what you care about, and how you work? Instead of feeling like just another chatbot, imagine if it responded like a real assistant—tailored just for you. That’s exactly what you can achieve with one powerful prompt and a few smart settings.

In this article, you’ll learn how to customize ChatGPT using built-in settings and a detailed prompt. The goal? To make ChatGPT respond in a way that fits your communication style, your preferences, and your workflow.

Why Customizing ChatGPT Matters

ChatGPT is already powerful, but out of the box, it’s generic. It doesn’t know you. It doesn’t understand how you like to work. That’s why customizing it can save time, reduce frustration, and make your experience much more productive.

When you adjust the custom settings, ChatGPT starts to behave like a real assistant. It asks better questions, gives better answers, and helps you get more done.

How to Access ChatGPT Custom Settings

It all starts with your profile. Click on your profile picture in ChatGPT and choose “Customize ChatGPT.” This will open up a settings window with two important sections:

1. What would you like ChatGPT to know about you to provide better responses?
2. How would you like ChatGPT to respond?

If you’ve never filled these out or used vague language, you’re missing out on the true power of the tool.

The Magic Prompt That Changes Everything

This prompt is the key. It helps ChatGPT generate a set of personalized questions that reveal how you think, work, and communicate. Once ChatGPT understands those things, its responses become significantly more useful.

Don’t worry, the full prompt is included below so you can copy and paste it:

____________________

Context:
You are assisting a professional who wants to dramatically improve the quality, tone, and usefulness of ChatGPT’s responses. The goal is to craft tailored Custom Instructions that can be pasted into ChatGPT’s settings — enabling more personalized, helpful, and context-aware replies. The user values clarity, practical advice, and responses that align with their communication style and workflow.

Role:
Act as a veteran investigative journalist with 20+ years of experience at top-tier publications. Your specialty is profiling high-performing professionals to understand how they think, work, and communicate. You ask revealing yet respectful questions that get to the heart of what makes someone effective — and then translate those insights into powerful, concise language. You are known for your ability to draw out someone's unique voice and values in just a few well-crafted questions.

Action:
Follow these 4 steps to complete this task:

1. Begin     by briefly explaining the purpose of Custom Instructions in ChatGPT and     how they benefit the user.
2. Ask     up to 7 sharp and engaging interview questions designed to uncover     how the user thinks, communicates, and makes decisions.
3. Once     the user answers all 7 questions, distill their responses into two     well-crafted Custom Instruction fields:
    
   • “What      would you like ChatGPT to know about you to provide better responses?”
    
   • “How      would you like ChatGPT to respond?
4. Format     your final output as clearly labeled text blocks, suitable for     copy-and-paste into the ChatGPT settings.

Format:
Your response should follow this structure:

• A     short introduction (2–3 sentences)
• A     numbered list of 7 interview questions
• Once     answers are received, return two clearly formatted blocks:
   
  • Block      1: What would you like ChatGPT to know about you to provide better      responses?
   
  • Block      2: How would you like ChatGPT to respond?

Each block must be:

• Under     1,500 characters
• Written     at a reading level no higher than Grade 8
• Polished     and easy to understand
• Reflective     of the user's unique voice, goals, and preferences

Target Audience:
The intended user is a solo professional, consultant, or knowledge worker whowants ChatGPT to function more like a thoughtful assistant than a searchengine. They prefer responses that are clear, direct, and tailored to theirgoals and working style. Reading level: Grade 7–8. Values: efficiency, clarity,warmth, usefulness.

____________________

‍

The Prompt in Action: 7 Key Questions

Once you enter the prompt, ChatGPT will ask you seven detailed questions. These questions uncover how you think, what you value, and how you prefer to work.

Here are a few examples:

• What kind of support do you need most often? Brainstorming? Drafting? Organizing?
• What’s your preferred communication style? Do you like bullet points, direct answers, or step-by-step guides?
• How much context should ChatGPT remember? Are there tools or workflows you use regularly?

The more honest and detailed your answers, the better ChatGPT will perform for you.

Answer Directly in the Chat

You might be tempted to copy these questions into a separate document and answer them there. Don’t. Instead, respond directly within the same ChatGPT conversation. This lets ChatGPT generate custom instruction blocks based on your answers.

At the end, ChatGPT will convert everything into the format required for the custom settings. You’ll see two blocks:

1. What ChatGPT should know about you
2. How ChatGPT should respond

Copy and paste these into your settings to lock them in.

Example: Custom Settings in Action

Here’s what a final set of custom settings might look like:

What to Know About You: "I’m a productivity coach who uses Notion, Trello, and Google Workspace. I value clarity and brevity. I usually need help drafting outlines, summarizing content, and generating ideas."

How to Respond: "Use bullet points when listing ideas. Keep responses under 150 words unless I ask for more. Ask clarifying questions if the task isn’t clear."

With these inputs, ChatGPT can give you answers that actually work for your needs.

Save and See the Difference

Once you’ve pasted the responses into your settings, ChatGPT will remember them every time you interact. This means no more explaining your preferences over and over again.

You’ll get faster answers, better suggestions, and more relevant help.

Give It a Try

Now it’s your turn. Copy the prompt, answer the questions honestly, and paste the results into your settings. The improvement in your ChatGPT experience will be immediate.

Customizing ChatGPT isn’t just a trick—it’s a game changer. When your tools understand you, work gets easier. And being productive doesn’t have to be difficult. In fact, it can be very simple.

Your Gmail inbox doesn’t have to be loud, cluttered, or overwhelming. With just a few changes, you can enjoy a minimal and focused email experience. Here's how you can do it step by step.

Step 1: Turn Off Chat and Meet Tabs

Start on the left-hand side of Gmail. If you never use Google Chat or Google Meet, it's best to hide them.

• Click the gear icon.
• Choose "See all settings."
• Go to the "Chat and meet" tab.
• Turn off Chat.
• Under Meet, select "Hide the Meet section in the main menu."
• Click "Save changes."

Now, your inbox looks cleaner already.

Step 2: Hide the Google Sidebar

On the right-hand side, you might see Google Calendar, Keep, and other tools. If you don’t use them:

• Scroll to the bottom right corner.
• Click "Hide side panel."

This clears space and reduces distractions. You can always open it again when needed.

Step 3: Clean Up Your Labels

Labels help you organize emails. But you don’t need to see all of them all the time.

• Scroll down your list of labels.
• Click "More."
• Select "Manage labels."

Here, you can decide which system and custom labels to show, hide, or show only if they contain unread messages.

For example:

• Hide "Snoozed," "Important," and others you don’t check often.
• Show only your "Inbox" and "Sent" labels.
• Set folders like "Spam" to "Show if unread."

The same goes for your custom labels. Show only the ones you use daily.

Step 4: Reduce Gmail Tabs

Gmail often has multiple tabs like "Promotions," "Social," and "Updates."

• Go to "Settings."
• Click the "Inbox" tab.
• Under "Categories," uncheck all except "Primary."
• Save your changes.

Now all your emails go into one simple tab, making it easier to manage.

Step 5: Use Starred Emails

To keep your focus on important emails:

• Click the gear icon.
• Find "Inbox type."
• Select "Starred first."

This moves starred emails to the top of your inbox. You can expand or collapse other messages so you stay focused.

Other inbox types are also available, including Priority Inbox and Multiple Inboxes.

Step 6: Try SaneBox for Smarter Email Sorting

Want to take your Gmail cleanup to the next level? Try SaneBox. It filters distractions and helps you focus on what matters.

• Works with your existing Gmail account.
• Moves low-priority emails out of sight.
• Feels like having an assistant for your inbox.

Try it free at sanebox.com/simpletivity

Final Thoughts

Managing your inbox doesn't have to be hard. By hiding unused features, customizing what you see, and using tools like SaneBox, you can enjoy a simple and productive Gmail experience.