Trello is such a powerful tool for collaborating with others when you're managing a team project. When you want to make sure that your entire group is all on the same page, Trello is a fantastic tool for managing those projects or managing various tasks.
One of the great things is that if you attach people or if you assign people to certain cards, the other people on that card will receive notifications. You can set up email notifications within Trello.
That means if I click on this card here and I start to add a due date to this card, anyone else on this card is going to receive a notification as well. If I add or maybe change the label of this card, they will receive an email notification.
If I add a comment, anyone else, any of the members attached to this card, will receive an email notification. However, this can sometimes have a negative effect because suddenly everyone on this card has an awful lot of emails and an awful lot of additional Trello emails notifying them of several things within the same card.
Very quickly, your inbox and the inbox of your teammates may be flooded with Trello notifications. So today, I want to show you how to change the email frequency for your Trello notifications so that you don't receive an email for every single change on your Trello board, but perhaps reduce the frequency to just those things that are most important to you.
To do so, you want to click on your name, your account here at the top, and select settings. You want to scroll down roughly halfway down the page and you'll see an area called notifications.
Here, we see a link that says change notification email frequency. Now, when we click on that, we get three options.
By default, Trello selects instantly, so when you first sign up to Trello, it's going to be set as instantly send emails as soon as possible. I find that this can be really challenging and often a bit of a turnoff to brand new Trello users because suddenly they're getting many, many email notifications even for several small changes on a single card.
So I usually recommend that you select periodically, and here it says it sends emails about once an hour. So what exactly does that mean?
Am I going to receive a Trello email every single hour? No, no, of course not.
Only if changes are made. Essentially, what happens when you select this option, the middle option periodically, Trello is going to take a look at all of the changes that are being made, and at most, it's going to send you an email notification on the hour.
So I'm just going to select this option here. Of course, the third option there is never if you don't want to receive any notifications at all, but I'm going to select periodically.
Then let's go back to my teamwork board. What this means is that I can go into this card and I can make several changes, many of the changes that I made before.
I can add labels, checklists, add comments, add other people, add an attachment, and my other members, my other team members that are attached to this card will only receive one summary email. And not just for this card.
If I make a bunch of changes within the hour, they will only receive one email notification giving them a nice summary of all the changes that were made to cards that affected them, cards that they were assigned to. Now, if I come back into Trello an hour later, right after I made those first changes and I start making other changes, that will count as a second change or a second batch of changes.
Then Trello will send out another email to those people that it affects. But it's a great way to still keep everyone in the loop, keep everyone on top of what's going on and what's being changed within the Trello board, but without flooding their email inbox with dozens and dozens of Trello notifications.
I find this is a really big turnoff for many brand new Trello users. Despite all the advantages of using a Trello board and collaborating with others, a number of people are turned off by the amount of email notifications that they receive because by default, it is set to instantly.
So share this video with your Trello team members. I'd recommend that you share this with people who are brand new to Trello so that they can know how to change their email notification settings.
Of course, if you would like to stay up to date with things relating to Trello or relating to other parts of productivity software or just productivity and time management in general, be sure to subscribe to Simpletivity here on YouTube. And if you haven't had a chance to visit the Simpletivity website, I encourage you to do so as well.
We've got free guides, we've got other tips and other tricks to help you be more productive. Until next time, it's very simple.
