Case Study: Automating To-Do Lists and Task Delegation with Trello, Zapier, and Unito

My TC Concierge Case Study

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Megan Baptista is a master of minutiae… an adept of automatization. The way she works a Trello board is nothing short of admirable. 

Baptista started her real estate business My TC Concierge to support real estate agents and their clients by coordinating their transactions from start to finish. This includes quite a bit of paperwork and a ton of project management. 

To make this process a breeze, she relies on Unito’s advanced two-way sync and Zapier automations. Learn how these two tools save her and her team time while keeping them aligned on day-to-day priorities.

Megan Baptista, of My TC Concierge
Megan Baptista, of My TC Concierge

The challenge

Although Baptista handles all the intricate, technical details of real estate transactions, she doesn’t want to spend her days bogged down in them. When she started her company, she always had the intention of automating as much of the process as possible. 

Though every transaction follows a similar set of steps, every client is slightly different — based on whether they’re the buyer or seller, which brokerage they’re using, and more. So Baptista turned to Trello to help keep everything organized. Every time she signs on a new client, she sends them a JotForm to capture key information. She then uses Zapier to automatically create and populate a brand new Trello board for that client. 

And that’s only the beginning of this automation story.

When that new customer has a new transaction, Baptista fills out a Google Form with key information, like the property address. Zapier then automatically creates a transaction board in Trello, with a series of cards that represent all the tasks Baptista and her team need to complete. 

An example transaction board in Trello
An example transaction board

So far, so good. All of the key information is in Trello, where it needs to be. Except that, since My TC Concierge handles so many clients, Baptista’s boards were jam-packed. “It was just so overwhelming,” she says. “I couldn’t really get an overview of everything going on.” 

Beyond just automatically creating boards, Baptista wanted Trello to automatically tell her and her two assistants — Edelyn and Kristyl — what tasks they needed to accomplish each day. These automated to-do lists would save her the trouble of having to delegate work while helping everyone tackle the most pressing tasks.

Baptista also wanted to see when her team closed tasks and have access to key information from within a single Trello board. This required an open, two-way connection between boards, something Zapier couldn’t offer on its own. She tried to use Butler to connect the boards, but it didn’t provide enough functionality to support her ideal setup. For that, she needed Unito.

The solution

With new boards being created for each new transaction, Baptista needed a way to consolidate and dispatch key tasks. 

She started by building a master board in Trello. This board contains everything — all the tasks for all of the transactions her company is handling. 

Then she built a two-way sync in Unito to connect a transaction board with the master board. This sync acts as a template: each time a new transaction board is created, Baptista goes into Unito and duplicates her template, syncing it to the master board. With this sync in place, every card associated with a transaction is accessible and editable from the master board.

With the master board set up, Baptista then built individual to-do list boards for herself and her assistants. These include lists for cards due today, transactions closing this week, action plans, and completed tasks.

An example to-do list board for one of Baptista’s team members
An example to-do list board for one of Baptista’s team members

Now the pieces start coming together. Baptista created syncs in Unito connecting each of these to-do list boards with the master board. These syncs use filters to delegate tasks to the appropriate person on her team. These cards can be delegated by assignee or by the type of task it represents. 

In Baptista’s case, she wanted specific parts of each transaction to go to specific members of her team. So, she set up Zapier to automatically apply a label when a certain word is detected in a card — “contingency” for example. Once that label is applied, all contingency tasks will be synced to one of their to-do list boards. 

She has even created additional boards for specific needs. She has a contingencies board that allows her to see all of those cards at a glance. And she has a board called Today’s Calendar, which surfaces all tasks due today, regardless of whose board they’re on.  

An example of a secondary board Unito synced to a Trello master board
An example of a secondary board synced to the master board to gather all contingencies into a single view

To summarize:

  • Each new customer gets a board. This is automatically populated by Zapier.
  • Then, each new transaction gets its own board. This is automatically populated by Zapier.
  • All transactions boards are synced to a master board by Unito. 
  • The cards related to each transaction are automatically labeled using Zapier.
  • Unito then syncs these cards to the appropriate to-do list board, automatically delegating the work across her team.

The results

With the new master board in place, Baptista starts every day knowing exactly what she has to do, because Unito populates her to-do list. 

On top of knowing what she needs to prioritize, she can actually focus on that important work, since Unito is taking care of the rest — the endless stream of delegation and organization work that ate away at her time. 

“Unito is my little assistant,” Baptista says. “He goes to everybody’s desk and says ‘Here’s what you’re doing today.’ He’s our little runner.”

Plus, if she ever needs to keep an eye on a task approaching its deadline, she can see it from the master board or create a special milestone board. And she always knows how her team’s work is progressing, without having to jump in and out of 50 different transaction boards. 

“Instead of being emailed or jumping on a call with my assistants just to find out if something is done, Unito tells me, and automatically removes it from our to-do list.”

And the impact of all these automations? 

“Even if Unito just saves me two minutes per board, we’re opening and closing multiple transactions per day,” Baptista explains. “It probably saves me 30 minutes per day. That adds up.”

With Trello, Zapier, and Unito, Megan Baptista is more efficient than ever. Now it’s your turn!

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