Trello is Not Kanban, and Kanban is Not Trello: Choose the Right Tool

Many people get confused: Is Trello Kanban? Is Kanban Trello? Actually, no.

Trello is a task management tool that uses the Kanban method as a visual base, with columns and cards that move from one stage to another. Kanban, on the other hand, is a visual management method created in Japan by Toyota to organize workflows, identify bottlenecks, and increase process efficiency.

What is Kanban, exactly?

Kanban, translated from Japanese, means "card" or "visual signal." It's a board divided into columns that represent the stages of a workflow. The cards (or tasks) move between stages as they progress.

Example of a simple Kanban board:

[ To Do ] → [ In Progress ] → [ Done ]

This makes it possible to clearly visualize the status of each task, the workload in each phase, and where there might be bottlenecks or delays.

The Kanban method is widely used by technology, marketing, operations teams and many other sectors precisely because it's flexible, visual, and easy to implement.

But is Trello enough for everything?

While Trello is excellent for organizing Kanban-based tasks, it's limited when it comes to managing more structured and recurring processes.

Here's the essential difference: Tasks are one-off actions, processes are standardized sequences of steps involving responsible parties, deadlines, rules, validations, and expected outcomes.

What is a process?

Simply put, a process is a sequence of linked activities with a beginning, middle, and end that repeats frequently within a company - such as client onboarding, purchase approvals, technical support, sales, etc.

Tools for BPM (Business Process Management)

For those who need to go beyond task management and truly manage processes, there are specific tools for this, like octapipe.

Unlike Trello, BPM tools like octapipe offer:

• Custom forms: for structured data entry and requests
• Automatic triggers: for card movement and rule-based actions
• Custom fields: card and form parameterization with various field types (text, number, date, selection, etc.)
• SLA and deadlines: time control in each phase, expiration alerts, and delay monitoring
• Checklists per stage: definition of mandatory activities in each process phase
• Responsible assignment: by task, by phase, or by request type
• Access control: restriction by team, profile, or process
• Action history: detailed record of everything that happened in the process
• Dashboards and reports: specific process metrics (average time, bottlenecks, volume per stage, etc.)
• Message automation: automatic email or notification sending based on progress
• Data import/export: integration with other tools
• Open API (in advanced plans): integration with external systems

These resources help companies standardize routines, automate flows, and monitor results with greater efficiency and predictability.

Conclusion

If your team needs more than the basics, octapipe is the natural evolution of Trello. With a platform designed for efficiency, automation, and scalability, you'll transform your process management in no time.

Try octapipe and take your productivity to the next level.