How to Create Action Items from Meeting Notes in Trello

Overview

Teams love Trello for its visual simplicity, but translating meeting discussions into cards often falls through the cracks. With Efficlose's Trello integration, you can push meeting insights and action items directly to your boards—creating cards, assigning members, and setting due dates automatically. Keep your kanban flow uninterrupted and never lose track of meeting commitments.

Step-by-Step Instructions

Step 1: Connect Trello

Set up the integration between Efficlose and your Trello workspace:

1. Navigate to Settings → Integrations
2. Find Trello in the integrations list
3. Click Connect or Set Up
4. You'll be redirected to Trello's authorization page
5. Review the requested permissions and click Allow
6. Select which Trello workspaces to connect
7. Return to Efficlose—the integration status will show as "Connected"

Step 2: Identify Action Items During Meetings

Efficlose automatically extracts action items from your conversations. Help the AI capture them accurately:

During the Meeting

Use clear, action-oriented language:

• "Let's create a card for this in Trello"
• "Action item: Research competitor pricing by Thursday"
• "Maria will handle the design mockups this week"
• "We need to follow up with the vendor about delivery"

After the Meeting

Review and refine in Efficlose:

1. Open the recording in Efficlose → Recordings
2. Navigate to the Action Items tab
3. Review automatically extracted items
4. Edit, merge, or split items as needed
5. Add assignees and due dates

Step 3: Push Action Items to Trello

Convert your meeting action items into Trello cards:

1. In the meeting view, go to Action Items
2. Select the items you want to push to Trello
3. Click Push to Trello (or the Trello icon)
4. Configure each card:

Card Details

5. Click Create Cards to push to Trello

Step 4: Add Meeting Context to Cards

Enrich your Trello cards with meeting information:

Automatic Context When you push from Efficlose, cards include:

• Link back to the original meeting recording
• Relevant transcript excerpt
• Meeting date and participants
• Related decisions and discussion points

Manual Enhancements

1. Add attachments from the meeting (screenshots, files shared)
2. Include links to related documents
3. Add custom fields with meeting metadata
4. Create checklist items for multi-step actions

Step 5: Configure Automation Rules

Set up recurring workflows for meeting-to-Trello sync:

1. Go to Settings → Trello → Automation
2. Create rules for automatic card creation:
   • Auto-push all action items from certain meeting types
   • Route cards to specific boards based on keywords
   • Apply default labels based on meeting participants
   • Set standard due date offsets

Best Practices

Organize Boards for Meeting Follow-ups

Create a Dedicated Meeting Board

For teams with many meetings:

• Create a "Meeting Action Items" board
• Use lists for each week or sprint
• Archive completed cards regularly
• Use labels for meeting types or priorities

Integrate with Existing Boards

Route action items to relevant project boards:

• Product tasks → Product Roadmap board
• Customer requests → Customer Success board
• Bug reports → Engineering board
• Sales follow-ups → Pipeline board

Optimize Card Creation

Use Consistent Naming

Help your team find cards easily:

• Start with verb: "Create...", "Review...", "Send..."
• Include context: "Meeting Name - Action description"
• Reference dates: "Q1 Planning - Update roadmap by 1/15"

Leverage Labels Effectively

Color-code for quick scanning:

• 🔴 Red: Urgent / High Priority
• 🟡 Yellow: Needs Discussion
• 🟢 Green: Quick Win
• 🔵 Blue: Research Required
• 🟣 Purple: External Dependency

Team Collaboration

Assign Cards Promptly

Don't leave cards unassigned:

• Assign during the meeting when possible
• Use @mentions in descriptions for visibility
• Set up due date reminders in Trello

Use Checklists for Complex Items

Break down multi-step actions:

• Add checklist items for each subtask
• Track progress visually
• Enable checklist item assignment

Connect Meeting Insights to Workflows

Power-Up Integrations

Combine Efficlose with other Trello Power-Ups:

• Calendar: View due dates across boards
• Slack: Get notifications for new cards
• Google Drive: Attach meeting documents
• Time Tracking: Log time on meeting follow-ups

Butler Automation

Create Butler rules for meeting cards:

• Move cards to "In Progress" when assigned
• Add due date reminders automatically
• Archive cards when all checklists complete
• Notify managers of overdue items

Troubleshooting

Connection Issues

Re-authorize the Integration

If the connection is lost:

1. Go to Efficlose → Integrations → Trello
2. Click Reconnect
3. Re-authorize through Trello
4. Verify workspace access is still granted

Check Trello Permissions

Ensure your Trello account has:

• Access to the target workspace
• Permission to create cards on the board
• Member status (not just observer)

Cards Not Creating

Verify Board Access

1. Open the board directly in Trello
2. Confirm you can manually create cards
3. Check if the board is closed or archived
4. Verify workspace settings allow Power-Ups

Check Required Fields

Some boards have custom field requirements:

1. Review board settings for required custom fields
2. Go to Settings → Trello → Field Mapping
3. Map Efficlose data to required fields
4. Set default values for mandatory fields

Missing Boards or Lists

Refresh the Board List

1. Go to Settings → Trello
2. Click Refresh Boards
3. Wait for the sync to complete
4. Check if missing boards now appear

Workspace Access Issues

If boards don't appear:

• Verify you're a member of the workspace
• Check if the workspace has enabled the Efficlose Power-Up
• Contact your workspace admin for access

Duplicate Cards

Enable Duplicate Detection

1. Go to Settings → Trello → Sync Options
2. Enable "Prevent duplicate cards"
3. Set matching criteria (title, due date, description)
4. Review and merge any existing duplicates

Advanced Features

Custom Field Mapping

Map Efficlose meeting data to Trello custom fields:

• Meeting type → Dropdown field
• Priority level → Custom field
• Sprint/iteration → Text field
• Effort estimate → Number field

Board Templates

Create templates for recurring meeting types:

• Weekly standup action items
• Client meeting follow-ups
• Sprint planning tasks
• Retrospective improvements

Multi-Board Sync

Route action items to multiple boards:

• By keyword or topic
• By assigned team member
• By meeting type or project
• By priority level

Related Guides

Complete your project management workflow:

• Notion Action Items – Sync insights to Notion databases
• Jira Action Items – Create Jira issues from meetings
• Salesforce Action Items – Push to your CRM
• Working with Meeting Insights – Post-meeting best practices

Key Takeaways

• Connect Trello to push meeting action items directly to your boards
• Use clear, action-oriented language during meetings for better extraction
• Configure card details including board, list, members, and due dates
• Add meeting context and checklists for complex action items
• Organize boards with consistent naming and color-coded labels
• Set up automation rules for recurring meeting-to-card workflows
• Keep the integration connected and check permissions if issues arise

Turn every meeting into organized, visual task management with Trello!