Introduction

Running a digital agency means dealing with multiple projects, deadlines, and client requests at the same time. Without a clear system, things quickly spiral into missed deadlines, duplicated work, and unhappy clients. The good news? You don’t need expensive project management suites. I organize my agency tasks using Trello, Slack, and GitHub — three free tools that work perfectly together.

In this article, I’ll explain how beginners can set up these tools, how I combine them into one workflow, and why this system has transformed the way my agency operates.

Why You Need a System

Agencies often face the same challenges:

• Projects overlap and tasks get lost.
• Communication spreads across emails, calls, and messages.
• Developers and designers struggle to keep code and feedback aligned.

Instead of paying for complicated tools, I built a simple but effective workflow around Trello, Slack, and GitHub.

Step 1: Task Management with Trello

Trello is a visual project management tool that uses boards, lists, and cards.

• Boards: One for each client or project.
• Lists: To-do, In Progress, Done.
• Cards: Each task (with deadlines, labels, and attachments).

👉 Example: For a web project, cards might be “Design Homepage,” “Set Up Hosting,” “Write SEO Copy.”

This makes it easy for everyone in the agency to know what’s happening.

Step 2: Communication with Slack

Slack replaces endless email threads with real-time channels.

• Channels per project: #client-x, #client-y.
• Private discussions: For sensitive topics.
• Integrations: Trello + GitHub updates appear directly in Slack.

The benefit? The team stays aligned without searching through inboxes.

Step 3: Version Control with GitHub

GitHub is essential for developers but useful for the whole agency.

• Repositories: Each project has its own repo.
• Issues: Bug tracking and feature requests.
• Pull requests: Reviewing code before merging.

GitHub integrates with Trello and Slack, so developers see commits while project managers see progress in tasks.

The Workflow in Action

Here’s how everything connects:

1. A task is created in Trello (e.g., “Fix mobile menu bug”).
2. The developer creates a GitHub issue linked to that card.
3. Updates appear automatically in Slack so the whole team knows the status.
4. When the bug is fixed, the Trello card is moved to “Done.”

This cycle repeats across clients, keeping everything transparent.

Why This Works for Beginners

• Free: All tools have free plans that cover most needs.
• Simple: No steep learning curve.
• Scalable: As your agency grows, you can upgrade or add advanced features.

Conclusion

You don’t need to overcomplicate your agency management. With Trello, Slack, and GitHub, you can build a professional workflow for free. Start small, organize one project today, and you’ll immediately see how much smoother things run.

If you’re a beginner running an agency or freelancing, this system is a game-changer.