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3 min read

7 ways to automate your Kanban board

By Will Harris · September 22, 2022

Zapier and Kanban go hand in hand. Not only because Zapier integrates with virtually every Kanban-style app out there, but because not everyone knows how to properly pronounce our names. Reminder: Zapier makes you happier!

However you pronounce it (is it can-ban or con-bon?), Kanban is becoming an increasingly popular workflow that's helped teams all over the world manage their projects and be more productive.

But are teams leaving more on the table? While using the Kanban method can bring a huge productivity boost, there are ways to automate your Kanban board to make it work even harder. Here are some of the most popular ways we see people getting it done.

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Skip ahead

  • Manage personal tasks

  • Track your sales pipeline

  • Book meetings to move projects forward

  • Keep everyone up to date

  • Build your editorial calendar

  • Guide your product roadmap

  • Switch platforms with ease

To get started with a Zap template—what we call our pre-made workflows—just click on the button. It only takes a few minutes to set up. You can read more about setting up Zaps here.

Manage personal tasks

Whether you're using them at work or in your professional life, Kanban boards are a great way to manage personal tasks—and adding automation to the mix makes them even better.

There are plenty of ways to automate your Kanban personal task management. For example, if you want to create a new card automatically from an email you just received or a Slack message, you can use Zapier to do exactly that. 

Or, if there's a particular task you know you need to do at the same time every week, you can set up a Zap—our word for automated workflow—to create a card for that task at the same time every week.

Create Trello cards weekly at scheduled times

Create Trello cards weekly at scheduled times
  • Schedule by Zapier logo
  • Trello logo
Schedule by Zapier + Trello

Create Trello cards from new starred Gmail emails [Business Gmail Accounts Only]

Create Trello cards from new starred Gmail emails [Business Gmail Accounts Only]
  • Gmail logo
  • Trello logo
Gmail + Trello

Create ClickUp tasks for new saved Slack messages

Create ClickUp tasks for new saved Slack messages
  • Slack logo
  • ClickUp logo
Slack + ClickUp

Track your sales pipeline

One of the reasons Kanban has become so popular is that it gives you a view that shows progress. It's more of a spectrum than a binary, and that lends itself particularly well to something like managing a sales pipeline.

You can create columns for different lead statuses—like contacted, demo booked, contact later, or won—and see different leads progress through your pipeline.

With Zapier, you can add new leads straight into your Kanban board of choice, helping make sure you follow up with prospects ASAP.

Create Trello cards from new Typeform responses

Create Trello cards from new Typeform responses
  • Typeform logo
  • Trello logo
Typeform + Trello

Add new Pipedrive activities to Asana as tasks

Add new Pipedrive activities to Asana as tasks
  • Pipedrive logo
  • Asana logo
Pipedrive + Asana

Create ClickUp tasks for new Calendly invitees

Create ClickUp tasks for new Calendly invitees
  • Calendly logo
  • ClickUp logo
Calendly + ClickUp

Book meetings to move projects forward

Even though we try to accomplish a lot of our work asynchronously here at Zapier, we also know that meetings are sometimes necessary. We also take some of the pain out of coordinating meetings by automating them.

Using the Zap templates below, you can create calendar events for particular activities in your Kanban board. Maybe you want to schedule a call each time a new board is created to kick off a project. Or, maybe you want to create a time slot in your calendar for each task assigned to you. With Zapier, you can do both of those and a lot more.

Create Google Calendar detailed events from new Trello activity

Create Google Calendar detailed events from new Trello activity
  • Trello logo
  • Google Calendar logo
Trello + Google Calendar

Create Google Calendar events from new ClickUp tasks

Create Google Calendar events from new ClickUp tasks
  • ClickUp logo
  • Google Calendar logo
ClickUp + Google Calendar

Keep everyone up to date

In between meetings, you'll still want to keep your team up-to-date on everything that's happening with a project. Whether your team prefers email or a chat app like Slack, you can set up workflows that let your team know when important activity is happening in your Kanban board.

Post to Slack channels for new items created in monday.com

Post to Slack channels for new items created in monday.com
  • monday.com logo
  • Slack logo
monday.com + Slack

Send Slack messages when new KanbanFlow tasks are created

Send Slack messages when new KanbanFlow tasks are created
  • KanbanFlow logo
  • Slack logo
KanbanFlow + Slack

Send or receive Gmail emails for new Trello activity

Send or receive Gmail emails for new Trello activity
  • Trello logo
  • Gmail logo
Trello + Gmail

Build your editorial calendar

Along with task, pipeline, and project management, Kanban is also a popular method for marketing teams to manage their editorial calendar. Creating columns for different stages of the editorial process—like ideas, in progress, editing, and published—gives you a great way to track the progress of pieces in your content queue.

With automation, you can do everything from letting your team know the status of different articles to reminding yourself to review a draft later to letting a writer know when they've been assigned a new piece.

Create Trello cards from new tagged Pocket items

Create Trello cards from new tagged Pocket items
  • Pocket logo
  • Trello logo
Pocket + Trello

Send Slack channel messages when new Trello cards get moved to lists

Send Slack channel messages when new Trello cards get moved to lists
  • Trello logo
  • Slack logo
Trello + Slack

Get Slack direct messages for new Trello cards

Get Slack direct messages for new Trello cards
  • Trello logo
  • Slack logo
Trello + Slack

Take it to the next level: Improve your PPC campaigns and try these advanced ways to automate your forms.

Guide your product roadmap

Development teams were some of the first to start using Kanban in the tech world. Product management tools like Jira, ClickUp, and Productboard all offer Kanban views for teams who prefer to get their work done that way.

By connecting your development platform with your Kanban board, you can make sure issues are tracked, assigned, and resolved across the two tools.

Add new GitLab issues as ClickUp tasks

Add new GitLab issues as ClickUp tasks
  • GitLab logo
  • ClickUp logo
GitLab + ClickUp

Generate Jira Software issues from new GitHub issues

Generate Jira Software issues from new GitHub issues
  • GitHub logo
  • Jira Software Cloud logo
GitHub + Jira Software Cloud

Add new GitHub issues as features in productboard

Add new GitHub issues as features in productboard
  • GitHub logo
  • Productboard logo
GitHub + Productboard

Switch platforms with ease

Whether it's your home or a particular software tool—moving is a pain. But that shouldn't stop you from switching tools if the one you're using isn't the right fit.

Sure, migrating all of your projects manually from one Kanban tool to the next would be a long, laborious process. But with Zapier, you can automate the process and transfer all of your tasks and projects from one platform to the next.

Add new Trello cards to boards in monday.com

Add new Trello cards to boards in monday.com
  • Trello logo
  • monday.com logo
Trello + monday.com

Create a Trello Board for New Asana Projects

Create a Trello Board for New Asana Projects
  • Asana logo
  • Trello logo
Asana + Trello

For more on switching platforms with automation—Kanban or other—check out this post.

Get even more from your Kanban board

Okay, maybe there are two things Zapier and Kanban have in common. The pronunciation thing, for sure (we'll let someone else weigh in on how to properly pronounce Kanban), but also the variety of ways both help make individuals and teams more productive.

Combine the two, and you have a combo that can't be beat.

Related reading: How to automate monday.com.

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A Zap with the trigger 'When I get a new lead from Facebook,' and the action 'Notify my team in Slack'