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A Playbook to make Make Smarter Project Decisions
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Why This Playbook Matters Project management tools are everywhere but most of them still need you to think, decide, and act. This workflow flips that model. Using Trello, Zapier, and OpenAI, you can create a project system that analyzes progress, detects blockers, and tells your team what to do next—automatically. It's not just productivity. It’s peace of mind. Implementation Guide Step 1: Set Up Your Trello Board Objective: Lay a clean foundation by organizing tasks into actionable stages. Action Steps: • Create a Trello board titled "AI Smart Project Manager." • Add four lists: Backlog, In Progress, Blocked, Done. • Use labels to show High, Medium, and Low priority. • For each card: write a clear description, assign members, and set a due date.
Step 2: Connect Trello to Zapier Objective: Let Zapier detect when a task is updated. Action Steps: • In Zapier, create a new Zap. • Set the Trigger: • App: Trello • Event: Card Updated
Objective: Have AI assess task status and suggest next moves. Action Steps: • Add a new Action in Zapier: • App: OpenAI • Event: Send Prompt Use this prompt: You are a smart project manager assistant. Analyze this task: - Title: - Description: - Current List: - Due Date: Suggest: 1. Priority Level (High/Medium/Low) 2. Action Needed (e.g., escalate, unblock, complete, assign reviewer) 3. Deadline Adjustment (if necessary) Provide concise bullet points. • Dynamically map Trello fields into the prompt via Zapier.
Objective: Keep your team updated automatically. No meetings required. Action Steps: • Add another Action in Zapier: • App: Trello • Event: Create Comment to Card Paste the OpenAI output into the comment section. Optionally: • Update the card’s label based on the suggested priority. • Move the card to a different list if a key action is required.
Final Thoughts With this system, you: ✅ Remove the guesswork from project decisions ✅ Free up time lost to micromanagement ✅ Keep teams aligned in real-time ✅ Turn your task board into an intelligent command center Micromanaging is dead. Smarter systems are here. |
Kayode Omotoye
Join 1k+ others who receive the weekly newsletter, where I provide actionable strategies, insights and tools to automate your business.
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