I use Trello for all sorts of content creation projects, including my YouTube channel.

My Trello board has several key columns: To-Do, Next Up, Doing, Ready, and Done. I move my videos from left to right through these stages.

The To-Do column contains 10–15 video ideas I want to create. I get these ideas from different places - sometimes, it’s from content I’ve published elsewhere, like an email I want to turn into a video. Other times, I see an interesting video and think I could create something different but better.

For research, I use VidIQ. It suggests video ideas daily and helps with keyword research. When I find promising keywords or topics, I add them to my To-Do column.

Next Up is where I place 2–3 videos I want to record the following week. I usually drag cards from To-Do to Next Up on Thursday or Friday since I record on Tuesdays.

I batch record 2–3 videos in one session. It’s a hassle setting up the camera and getting into a good recording flow, so batching helps.

(Even if you don’t care about video, I recommend batching your content creation as it’s a real time-saver)

Once recorded, I move videos to Ready for publishing on my channel. After publishing, they go to Done.

For each video card, I attach the thumbnail and script. I write my scripts in WorkFlowy, an outlining tool, but you could use Google Docs, too. Having everything in one place makes it easier to track and update content.

I also use Trello’s calendar power-up to visualize my publication schedule. This helps me maintain a consistent posting rhythm and plan ahead.

When working with my video editor, I keep a separate workflow. He edits 2–3 videos monthly, usually the more complex talking head videos that need b-roll and careful editing. I send him files via WeTransfer and attach the script so he knows what visuals to include.

For organization, I use labels: Essay Video, Screen Share, Long, and Shorts. This helps me filter and track different types of content. Screen shares like tutorials I usually edit myself, while essay-style videos go to my editor.

I also employ a virtual assistant who helps commission thumbnails from designers on Upwork. We use checklists to track progress and ensure everything stays organized.

Two bonus columns round out my board: Someday/Maybe for video ideas I might create later, and Resources for b-roll, stock footage, and design templates.

Every Friday, I clean up my board and archive completed cards. This keeps everything tidy and helps me stay focused on current projects.

The key is finding a workflow that works for you and adjusting it based on your content volume and team size.

I break down my process in this video.

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