Module 7 : Practical Lab - Supply Chain Mapping and Visual Collaboration using Trello

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Objectives

By the end of this lesson, you should be able to:

• Understand what workflow mapping means.

• Identify different digital tools used for workflow mapping.

• Understand how these tools can support logistics and supply chain teams.

Introduction

Workflow mapping is the process of showing the different steps that a task or activity goes through from the beginning to the end. In logistics and supply chain management, workflow mapping can help teams understand who is responsible for each activity and where a task is currently located.

Different digital tools can be used to create and manage workflows.

1. Trello

Trello is a visual workflow management tool that uses boards, lists and cards. It can be used to track activities such as purchasing, receiving goods, warehouse operations and deliveries.

2. Asana

Asana is a task and project management tool that allows teams to create tasks, assign responsibilities, set deadlines and monitor progress.

3. Miro

Miro is a visual collaboration tool that can be used to create flowcharts, process maps and diagrams. It is useful when a team wants to visually show how activities move from one stage to another.

Other Tools

Other tools such as Microsoft Planner, Monday.com and Google Sheets can also be used to organise and monitor workflows.

Conclusion

Different tools can be used for workflow mapping depending on the needs of the organisation. In this training, we will focus on Trello because it provides a simple visual way of managing tasks and allows teams to collaborate on their logistics activities.

Objectives

By the end of this lesson, you should be able to:

• Explain why Trello is suitable for logistics workflow mapping.

• Understand how Trello can support teamwork.

• Identify how Trello can be used using a phone or computer.

Introduction

In the previous lesson, we looked at different tools that can be used for workflow mapping, including Trello, Asana and Miro. For our practical training, we are going to focus on Trello.

One of the reasons for choosing Trello is that it is simple to understand and can be accessed using a smartphone or computer. This is important because many logistics and supply chain workers may not always have access to a computer.

Why Trello?

Trello allows us to organise work using boards, lists and cards.

For example, a logistics team can create a board called “Procurement and Delivery Workflow.” The board can contain lists such as:

• Request Received

• Under Review

• Approved

• Purchasing

• Goods Received

• Delivered

• Completed

Each activity can then be created as a card and moved from one stage to another as work progresses.

Trello also supports collaboration. Different team members can be assigned different cards. They can add comments, update tasks, use checklists and monitor deadlines.

For example, the procurement officer can work on purchasing, the stores officer can update goods received, and the logistics officer can update delivery activities on the same board.

Conclusion

Trello gives a logistics team a simple visual way of seeing what needs to be done, who is responsible, and what stage each activity has reached. In the next lesson, we will learn how to create and structure a Trello workflow for a real logistics activity.

Objectives

By the end of this lesson, you should be able to:

• Create a Trello board for a logistics activity.

• Create lists that represent different stages of a workflow.

• Create cards for individual logistics tasks.

• Move tasks from one stage to another.

Introduction

After understanding why we are using Trello, the next step is to create an actual logistics workflow. A workflow shows how an activity moves from the beginning to the end.

For example, when an organisation needs office supplies, the process may start with a request and end when the items have been delivered to the requesting department.

Creating the Workflow

Create a Trello board and name it:

Procurement and Delivery Workflow

Create the following lists:

1. Request Received

2. Under Review

3. Approved

4. Purchasing

5. Goods Received

6. Delivered

7. Completed

Each list represents a stage in the logistics process.

Next, create cards for different activities. For example:

• Purchase of Printing Paper

• Purchase of Toner

• Purchase of Pens

• Purchase of Cleaning Materials

As work progresses, move each card from one list to the next.

For example, when a request for printing paper is received, place the card under Request Received. Once it has been reviewed, move it to Under Review. After approval, move it to Approved, and continue moving it until the delivery is completed.

Conclusion

A Trello workflow allows the whole team to see the progress of logistics activities in one place. It makes it easier to identify pending tasks, completed activities and responsibilities. In the practical exercise, you will create and manage a complete procurement and delivery workflow using Trello.

Practical Scenario

Imagine that you are working in an organisation that needs to purchase and deliver office supplies to different departments.

Your task is to create a Trello board that shows how these requests move from the beginning until they are completed.

Step 1: Create Your Trello Board

Create a new Trello board and name it:

Procurement and Delivery Workflow

Step 2: Create the Lists

Create these seven lists:

1. To Do / Request Received

2. Under Review

3. Approved

4. Purchasing

5. Goods Received

6. Delivered

7. Completed

Step 3: Create the Cards

Under To Do / Request Received, create these five cards:

Card 1: Purchase Printing Paper

• Item: Printing paper

• Quantity: 20 boxes

• Department: Administration

Card 2: Purchase Toner

• Item: Printer toner

• Quantity: 5 cartridges

• Department: Finance

Card 3: Purchase Pens

• Item: Ballpoint pens

• Quantity: 100 pieces

• Department: Human Resources

Card 4: Purchase Cleaning Materials

• Item: Cleaning materials

• Quantity: 10 packs

• Department: Administration

Card 5: Purchase Packaging Materials

• Item: Packaging materials

• Quantity: 50 packs

• Department: Warehouse

Step 4: Move the Cards

Now move the cards through the workflow.

For example:

To Do → Under Review → Approved → Purchasing → Goods Received → Delivered → Completed

Move each card to the next list as if the activity is progressing.

For example, move “Purchase Printing Paper” from To Do to Under Review, then to Approved, and continue until it reaches Completed.

Step 5: Add Responsibility

Assign different cards to team members where possible.

For example:

• Procurement Officer — Purchasing

• Stores Officer — Goods Received

• Logistics Officer — Delivery

• Department Representative — Confirmation of delivery

Step 6: Add a Checklist

Inside at least one card, create a checklist:

☐ Request received
☐ Request reviewed
☐ Request approved
☐ Item purchased
☐ Item received
☐ Item delivered
☐ Delivery confirmed

Final Task

By the end of the exercise, your Trello board should clearly show:

• The different stages of the workflow.

• Different logistics activities.

• Who is responsible for the activities.

• How tasks move from To Do to Completed.

Submit: A link of your completed Trello board.