How to Set Up a Photography Workflow with Trello

September 20, 2019

As entrepreneurs, we have a LOT on our plates. This is the biggest reason why setting up an efficient workflow is crucial to being successful. Today I’m sharing how to set up a photography workflow with Trello.

Why Having a Workflow is Important
  1. Organization. Photography is a very personalized service to provide. Every client has a different brand and product. Although their needs are similar, the types of photoshoots vary widely! Some days I’ll be working with multiple models shooting clothing. Others I’ll be alone in my studio working with a few products and props. Having a workflow helps me stay organized because the general steps I take with each client are the same. These steps include answering an inquiry, sending a contract, invoice, and shot list, executing the photoshoot, editing, and delivering the gallery. Having a workflow helps me keep track of what step I’m on with each project, and helps to make sure no clients fall through the cracks!
  2. Consistency. A huge key to success in creating happy customers is consistency. When you have a consistent workflow, you help ensure that EVERY customer you work with gets the same great care. It also increases efficiency, which means less time is spent doing everyday grunt work. This allows you to spend more time doing what you are best at – creating imagery and improving your business!
About Trello

Trello is a planning tool that anyone can use for free! Here’s an example of what it looks like:

How it’s Organized:

As you can see, there are different sections from left to right. These sections are called “Lists”. You can name them anything you’d like. In my workflow organization, I name them each step of my workflow process. This tells me what stage of the workflow each client is currently in.

Here’s a list of what lists I have listed (did I say list enough times already? haha) and a description of what each step is!

Templates: This is a list of templates I use to streamline my process. This way, when I have to send a document to a new client, I don’t have to start it from scratch every time. This saves me a lot of time and brainpower!

Inquiries: This is a list of companies I’ve received inquiries from, and are in the middle of the beginning planning process.

Planning/Waiting on Product: This is where clients go that are in the middle of planning their photoshoot, or are waiting on product to arrive.

Shoot: This is where clients go that are all prepped and ready to go for the photoshoot day.

Edit: This is where clients go that I am in the process of culling, editing, and retouching the images.

Deliver: This is the step where I need to deliver the images via an online gallery.

Blog: In an ideal world, every Wednesday I share a blog post with personal work or client work. This hasn’t happened for a while because I’ve been so busy, but a girl can hope, right? This list helps me keep track of which projects I’ve blogged already, and which still need to be done.

Done: When everything is finished, the client card goes here!


When you look under each list, you can see several cards. These are my client cards! I create a new card for each project, which is why I have multiple cards for the same client sometimes. This is because every photoshoot is unique – shoot dates, models, props, shot lists, and other details vary.

This is the general layout! Now let’s get into the specific client cards.

The main parts I use on the card are 1) the due date, 2) the attachments and 3) the to do list.

Due Date

Before the photoshoot, I always put the due date as the date of the shoot. This is just a reminder to me of when I’m booked, and when I need to have everything perfectly prepared by.

After the day of the shoot, I put the due date as the day I’m delivering the images. This helps me keep on track for prioritizing editing.


In the attachments section you can add images from your computer or from online. You can also add an attachment link. The attachment link is so helpful because when you create a shot list or a mood board, you can add the link directly to those pages on the card. This keeps everything organized in one place!

To Do List

This might be the most helpful part of the card. On the to do list, you can create a list of all the tasks you go through in the entire process in order. As I finish steps, I check things off my list. This helps me save energy and time because I never have to stop and think where I’m at on a project. I know exactly what step comes next. You can also add or delete to do items on each card, which helps me stay organized in highly detailed photoshoots!

I hope you found this helpful! What questions do you have about creating workflows? If you already have one, what works the best for you? Comment below, or send me a message here!