Event Management, Google Business & Trello Automation

Google Workspace + Trello Business Systems, Automation & Management Dashboard About Us We are a small but growing entertainment/events business managing multiple events, tours, talent, venues, marketing campaigns and ongoing business operations. We recently moved from Asana to Trello because we want task management to remain simple for our team. We also operate extensively through Google Workspace (Drive, Sheets, Docs, Forms and Calendar). Over time, we have accumulated many spreadsheets, trackers, folders and processes. We are not looking to add another system on top of these. We need someone to audit what we currently have, recommend a simpler architecture, then help us consolidate, integrate and automate it. Our goal is broadly: Trello = team task management Operational Sheets = detailed specialist information where required Google Workspace = files/docs/forms/calendars Master Google Sheet = management hub/dashboard giving the business owner oversight of everything important We are open to a better architecture if you recommend one. 1. Audit & System Design Before making major changes, review our current: - Trello board and automations - Google Sheets/trackers - Tour & Event Management system - Venue Prospecting/Acquisition tracker - Social Media/Marketing tracker - Timesheet/Task-Time tracker - Google Drive/Shared Drives - Docs/templates - Forms - Calendars - Existing integrations/processes We have many spreadsheets, so initially this may appear like a lot. We need you to identify what should be kept, consolidated, connected, automated, archived or retired, and where information is being duplicated. Please present your recommended architecture before significantly changing/deleting existing systems. 2. Trello Trello must remain very easy for staff. Currently staff have individual lists, with tasks duplicated into a central To Do list, then moved through In Progress and Complete. We are happy to change this if there is a better structure. We are considering: One card = one task List = Status Member = Owner Project = Project/Event Due Date = Deadline Priority = Importance Potential workflow: TO DO → IN PROGRESS → WAITING/BLOCKED → REVIEW/APPROVAL → COMPLETE Staff should easily see their own tasks while management can see everything. We do not want staff updating Trello AND manually updating the same task in Sheets. 3. Project/Event Templates We run repeat events/projects and want reusable templates. A major event may require: Planning → Venue → Talent → Contracts → Ticketing → Creative → Marketing → Production → Logistics → Run Sheet → Guest Lists → Event Delivery → Invoicing → Post-Event We may require templates for Major Events, Tours, Smaller Events, Marketing Campaigns and Internal Projects. We need to be able to modify these templates ourselves. 4. Tour & Event Management This is a major part of our business. We currently have a substantial Tour/Event Management spreadsheet covering information such as: - Events/tours/dates/locations - Venues and contacts - Talent and staffing - Travel/accommodation - Schedules/run sheets - Production/technical requirements - Marketing/ticketing - Contracts/documentation - Payments/invoicing - Deadlines/actions/status Please review this carefully. It may remain a dedicated operational system if that is best, but key information should ideally feed the Master Dashboard. For example: Sydney Event | 85% Ready | 4 Outstanding | 1 Payment Outstanding | On Track Actions arising here should ideally connect with Trello where appropriate rather than requiring duplicate entry. 5. Venue Prospecting & Acquisition We have a spreadsheet used to find/contact potential venues. We would like this reviewed as a possible pipeline: IDENTIFIED → RESEARCHING → TO CONTACT → CONTACTED → FOLLOW-UP → NEGOTIATING → SECURED → NOT PROCEEDING It may include venue/contact/location, communication history, owner, follow-up dates, status and notes. Follow-up tasks should ideally connect to Trello. Management should be able to see prospects, follow-ups due, negotiations and venues secured. 6. Social Media / Marketing We have a detailed Social Media/Marketing tracker covering content across multiple events/projects. This may include project, platform, content, owner, creative/copy status, due date, scheduled date and posting status. We do not need every post on the executive dashboard, but want high-level project visibility, e.g.: Event Marketing | 82% Complete | 14 Scheduled | 3 Outstanding | 1 Overdue Please reduce duplicate entry between this system and Trello where practical. 7. Timesheets / Task-Time Tracking Staff currently record what task they worked on and how long it took in a spreadsheet. We would like to simplify this and potentially connect time entries to existing projects/Trello tasks. Ideally: Team Member → Project → Task/Activity → Date → Time Reporting could include hours by staff member, project/event and activity, allowing us to better understand workload and the labour required to deliver events. Existing payroll/timesheet requirements must be understood before changing this process. 8. Google Workspace Please review and recommend improvements to: Drive/Shared Drives: folder structure, project folders, permissions, business ownership, contractor access, naming conventions and archiving. Docs: templates, SOPs and repeatable documents. Forms: opportunities to improve repetitive data collection. Calendar: shared calendars, events, tours, deadlines and milestones. Ideally, project/event naming should be consistent across Trello, Drive and Sheets. 9. Master Google Sheet / Management Hub We currently have many spreadsheets. We do NOT simply want another spreadsheet added to the collection. Some specialist Sheets may remain separate, but we want ONE MASTER MANAGEMENT HUB providing high-level oversight. The dashboard should ideally show: - Active projects/events - Project health/progress - Upcoming events/deadlines - Open/In Progress/Completed tasks - Overdue/Due Soon t