Mastering Time Management in Trello: A Comprehensive Guide to Tracking Every Minute

Chris Bird
By Chris Bird · Jan 04, 2024

The Power of Trello in Organizing Your Workflow

In the dynamic environment of work and personal project management, Trello stands out as an intuitively designed tool that helps in creating an organized structure for all types of projects. Trello has been favored by millions for its simplicity and visual approach to managing tasks through its card and board system. It’s like having a digital whiteboard filled with sticky notes, each note being a task, a deliverable, or an idea that can be sorted, tagged, and moved around as needed.

The cards on Trello boards are not only movable and labelable but also expandable, allowing users to add due dates, checklists, attachments, and comments. All this functionality helps in streamlining project management processes, and when used effectively, it greatly enhances productivity and project tracking.

Moreover, Trello seamlessly integrates with a myriad of power-ups and add-ons, expanding its capabilities far beyond that of a straightforward task manager. This adaptability makes it an ever-popular choice for agile teams, freelancers, and personal project planners alike.

Why You Should Track Time in Trello

Despite its wide range of features, Trello does not come with a built-in time tracking tool, which is essential for thorough task management, productivity analysis, and billing purposes. Time tracking in Trello can help in several ways:

1. Enhanced Productivity: By knowing how much time you spend on each task, you can identify inefficiencies in your workflow and make necessary adjustments.

2. Client Transparency: For freelancers or agencies, tracking time per Trello card provides clear accountability when billing clients.

3. Project Costing: Understanding time expenditure on projects helps in accurately estimating the costs associated with labor.

4. Deadline Adherence: Time tracking aids in ensuring that the project stays on schedule, signaling when to speed up work or adjust deliverables.

With the importance of time tracking established, let's delve into the best ways to keep track of time spent on Trello tasks.

Effective Time Tracking in Trello with TimeNavi

TimeNavi is an innovative time tracking software designed to work harmoniously with popular organizational tools like Google Calendar. This seamless integration means that for users of Trello who also utilize Google Calendar, time tracking becomes a natural extension of their existing workflow.

Here’s how TimeNavi can revolutionize your Trello time tracking:

1. Calendar Integration: TimeNavi's core feature is its ability to synthesize data from your Google Calendar. Utilizing this, you can have a Trello card's due date and checklist items appear within your calendar, and TimeNavi will automatically calculate the time spent on these tasks based on your calendar events.

2. Project Categorization: By assigning colors or keywords to calendar events linked to Trello cards, TimeNavi can categorize time spent into different projects or types of work. This categorization provides invaluable insights into where your or your team's hours are going.

3. Billable Hours Calculation: For work that translates directly into billable hours, TimeNavi can help distill which portions of your calendar are falling into this category. The software's capability to discern between billable and non-billable hours ensures accurate billing and payroll.

4. Advanced Analytics: With TimeNavi, you also gain access to analytics that go beyond just tracking time. You can see the breakdown of your workday, compare time spent across different tasks or projects, and gain a better understanding of your work patterns and productivity levels.

To connect Trello with TimeNavi, consider the following steps:

1. Use Trello's calendar Power-Up to see your cards’ deadlines in a calendar view.

2. Sync this with your Google Calendar using the iCal feed provided by Trello.

3. Let TimeNavi run in the background, tracking the time you spend on Trello tasks through your calendar activities.

TimeNavi keeps the process straightforward, circumventing the need to start and stop timers manually. This automated tracking ensures that every minute is logged without disrupting your focus on the actual tasks at hand.

Manual Time Tracking: The Traditional Approach

For those who prefer a more hands-on method, manual time tracking on Trello is possible through various Power-Ups and third-party integrations. Some popular Power-Ups provide simple stopwatch features, allowing you to start and stop timers on each Trello card, manually record times, or even generate time reports.

Manual time tracking, though potentially more labor-intensive, might appeal to individuals or teams who want complete control over their time logging process or need precision down to the minute. This method requires discipline and consistency in usage to be effective.

If you consider manual time tracking, here are a few tips to ensure accuracy and efficiency:

- Set reminders to start and stop your time tracker as you begin and complete tasks.

- Regularly audit your time logs to check for any discrepancies or missed entries.

- Make it a habit to update the time spent on tasks at the end of each day or session.

While manual tracking has its place, the argument for automated solutions like TimeNavi relies on their ability to save crucial work time, reduce human error, and provide a more comprehensive overview of time expenditure without the need for daily manual input.

Utilizing Power-Ups for Enhanced Time Tracking in Trello

Beyond TimeNavi and manual tracking, Trello’s rich ecosystem includes various Power-Ups specifically built for time tracking purposes. These tools integrate seamlessly into Trello's interface and offer a range of features from simple time logging to generating detailed time reports and analyzing team productivity.

Choosing the right Power-Up will depend on the specific needs of your workflow, such as whether you need integration with billing systems, detailed productivity analytics, or just a straightforward timer.

Here are some considerations when selecting a time tracking Power-Up for Trello:

- Evaluate the complexity and scale of your projects to determine the level of detail you need in time tracking.

- Consider whether you require integration with other tools such as invoicing software or reporting platforms.

- Look for user-friendly designs that fit naturally into your Trello workflow, ensuring that the learning curve is minimal.

Keep in mind that many of these Power-Ups, while powerful, may come with a cost, so budget considerations are also important when planning to integrate third-party time tracking solutions into your Trello boards.


In conclusion, time tracking within Trello is essential for maximizing efficiency, enhancing productivity, and ensuring accurate billing for clients or employers. While Trello doesn't have a built-in time tracking feature, using an automated tool like TimeNavi can streamline the process, making time management hassle-free and accurate.

For those who prefer manual control, various third-party Power-Ups offer the flexibility needed to customize your time tracking experience. However, the sophistication and automation of TimeNavi ensure that you can focus more on actual work and less on administration. By adopting smart time tracking practices within Trello, you can unlock the full potential of this powerful project management tool.

Remember, the right time tracking approach isn't just about the tools—it's about adopting a methodology that fits into your workflow smoothly and supports the achievement of your goals. With a tool like TimeNavi, you can reinforce your Trello boards, making them not just a visual representation of your tasks but also a comprehensive productivity powerhouse.

Ready to take your Trello time tracking to the next level? Start with TimeNavi today and transform the way you manage your minutes. Try it out at and witness the impact firsthand!