# My Trello System Source: https://www.youtube.com/watch?v=hEzUGb_9mG0 Recap page: https://rapidrecap.app/video/hEzUGb_9mG0 Generated: 2026-02-27T02:03:52.118+00:00 --- ## Quick Overview Karl Jacobson presents a four-step productivity system using Trello, focusing on capturing tasks in the Inbox, prioritizing with lists and labels, scheduling in the Planner, and maintaining board cleanliness with automations like daily clean-up and nightly idea archiving. **Key Points:** - The productivity system is built around four steps: Capture (Trello Inbox), Prioritize (Trello Lists & Labels), Schedule (Trello Planner), and Automate (Auto Board Clean-up). - Step 1 emphasizes consolidating all inputs (appointments, notes, bills, etc.) into the Trello Inbox, accessible via desktop and mobile. - Step 2 introduces prioritization using Trello lists (Ideas, To Do, Doing, Done, Maybe/Someday) and color-coded labels (Low, Medium, High importance). - Cards must have a due date to move from the 'Ideas' list to the 'To Do' list, and the 'Maybe/Someday' list should be audited monthly (05:02, 05:57). - Step 3 integrates external calendars (Google/Outlook) using the Trello Planner feature for side-by-side scheduling (08:27). - Step 4 implements scheduled automations to clean the board, such as moving all cards from 'Doing' to 'To Do' every day at 5:00 PM, and moving cards older than 30 days from 'Ideas' to 'Maybe/Someday' every day at 11:00 PM (12:26, 12:51). ![Screenshot at 00:15: The video introduces the four-step productivity system: Capture in Trello Inbox, Prioritize with Lists & Labels, Schedule in Planner, and Automate for board clean-up.](https://ss.rapidrecap.app/screens/hEzUGb_9mG0/00-00-15.jpg) **Context:** Productivity coach Karl Jacobson details his comprehensive, automated weekly planning system built around the Trello application. The system is designed to reduce mental clutter, ensure timely task execution, and maintain an organized workflow across both professional and personal commitments by integrating task management with calendar scheduling and automated board maintenance. ## Detailed Analysis Karl Jacobson outlines a four-step system for maximizing productivity using Trello. Step 1 is Capture, utilizing the Trello Inbox feature (accessible on desktop and mobile) to dump all incoming items—including appointments, loose notes, bills, and client projects—to clear mental space (00:28, 00:39). Step 2 is Prioritize, establishing five core lists: Ideas, To Do, Doing, Done, and Maybe/Someday (02:38). A crucial rule dictates that a card must have a due date to move from 'Ideas' to 'To Do' (04:31). Tasks are further prioritized using color-coded labels for importance (Low, Medium, High) (06:14). Step 3 involves Scheduling using the Trello Planner add-on, which allows users to connect Google or Outlook calendars to view Trello tasks alongside existing appointments side-by-side for seamless scheduling (08:27). Step 4 focuses on Automations to keep the board clean. Two key scheduled automations are set up: one moves all cards from 'Doing' to 'To Do' every day at 5:00 PM (12:26), and the second moves any card remaining in the 'Ideas' list for over 30 days to the 'Maybe/Someday' list every day at 11:00 PM (12:51). This automation ensures that the workflow remains uncluttered and relevant. ### Step 1 - Capture Tasks (Trello Inbox): Consolidate all to-dos, notes, appointments, and projects into the Trello Inbox using email forwarding or the mobile app (00:28, 00:34). ### Step 2 - Prioritize (Lists & Labels): Establish five lists (Ideas, To Do, Doing, Done, Maybe/Someday) and assign priority labels (Low, Medium, High) to cards based on importance (02:38, 06:30). Rule: Cards must have a due date to move from Ideas to To Do (04:31). ### Step 3 - Schedule Tasks (Trello Planner): Connect Google or Outlook calendars via the Planner feature for a side-by-side view of scheduled events and Trello tasks (08:27, 08:55). ### Step 4 - Automate Board Clean-up: Implement scheduled automations to manage flow: Move cards from 'Doing' to 'To Do' daily at 5:00 PM, and move cards older than 30 days from 'Ideas' to 'Maybe/Someday' daily at 11:00 PM (12:26, 12:51). ### Auditing Maybe/Someday - Audit the 'Maybe/Someday' list monthly by either scheduling relevant cards or deleting irrelevant ones to prevent board clutter (05:57, 07:03). ![Screenshot at 00:00: Introduction showing the Trello logo and Karl Jacobson setting up the discussion.](https://ss.rapidrecap.app/screens/hEzUGb_9mG0/00-00-00.jpg) ![Screenshot at 00:15: Visual representation of the four-step productivity system: Capture \(Inbox\), Prioritize \(Lists/Labels\), Schedule \(Planner\), and Automate \(Robot icon\).](https://ss.rapidrecap.app/screens/hEzUGb_9mG0/00-00-15.jpg) ![Screenshot at 02:38: The five core Trello lists established for the productivity system: Ideas, To Do, Doing, Done, and Maybe/Someday.](https://ss.rapidrecap.app/screens/hEzUGb_9mG0/00-02-38.jpg) ![Screenshot at 04:46: Setting a due date on a card within the Trello card details window, a prerequisite for moving a task to the 'To Do' list.](https://ss.rapidrecap.app/screens/hEzUGb_9mG0/00-04-46.jpg) ![Screenshot at 10:47: The Trello Planner view showing Trello tasks synced alongside Google Calendar events on a timeline.](https://ss.rapidrecap.app/screens/hEzUGb_9mG0/00-10-47.jpg)