---
title: Aviary Communications Workflow — Slack + Trello
type: article
created: '2026-04-05'
updated: '2026-04-05'
source_docs:
- raw/2026-01-29-impromptu-zoom-meeting-118321798.md
tags:
- client-management
- aviary
- slack
- trello
- workflow
- communications
layer: 2
client_source: null
industry_context: null
transferable: true
---

# Aviary Communications Workflow — Slack + Trello

## Overview

Aviary's primary stakeholder (Blessin) cannot attend weekly calls but needs frequent visibility into project progress — ideally daily or every two days. To address this, the team adopted a dual-tool communications strategy: an internal Trello board for structured task management and a shared Slack channel (`aviary-team`) for lightweight, high-frequency client touchpoints.

This pattern is worth replicating for any client who needs async visibility without being pulled into recurring meetings.

---

## The Problem

- Blessin (Aviary decision-maker) is unavailable for weekly syncs
- The client team needs to relay project status to him regularly
- Email and weekly calls are too infrequent and too high-friction
- ClickUp's client-facing features have caused friction in the past

---

## The Solution: Two-Layer Workflow

### Layer 1 — Internal: Trello Board

Used by the Asymmetric team for detailed task management. Not shared with the client until it is fully populated and ready for consumption.

**What goes in Trello:**
- All active tasks and next steps for the Aviary engagement
- Assignments (who owns what)
- Start and end dates / timelines
- Priority flags
- Dependencies and blockers

**Views available:** Kanban board, Gantt chart, calendar, list — use whichever is clearest for the task type.

**Rollout rule:** Populate internally first. Share with the client only once the board accurately reflects the current state of work and is presentable.

### Layer 2 — External: Slack Channel (`aviary-team`)

A shared Slack Connect channel used for quick, high-level updates to the client team. Keeps communication out of email and gives Blessin a place to check in asynchronously.

**Channel name:** `aviary-team` (deliberately not "aviary-external" — framing matters)

**Who's in it:**
- Mark Hope (Asymmetric)
- Sebastian Gant (Asymmetric)
- Aaron Grossman (Aviary — `agrossman@helloaviary.ai`)
- Blessin (Aviary)
- Justin (Aviary)

**Usage:** Route all client-facing updates, deliverable shares, and status notes through this channel instead of email.

---

## Setup Steps Completed

- [x] `aviary-team` Slack channel created via Slack Connect
- [x] Aaron Grossman invited via email
- [x] Sebastian added to channel
- [ ] Blessin and Justin to be added by Sebastian
- [x] Trello board created and Sebastian invited
- [ ] Sebastian to populate Trello with all Aviary tasks, priorities, and timelines

---

## Key Decisions

- **Trello over ClickUp** — ClickUp's external sharing has caused problems previously; Trello is simpler and sufficient for this engagement
- **Slack over email** — Aviary team expressed comfort with Slack; it lowers the barrier for Blessin to stay informed without scheduling time
- **Internal-first rollout** — The Trello board should not be shared until it is clean and accurate; a half-populated board creates more confusion than no board

---

## Generalizable Pattern

This dual-layer approach works well when:
- A key client stakeholder cannot attend recurring meetings
- The client team needs to relay status upward internally
- The engagement has enough parallel workstreams to warrant a visual task board

**Template:** Internal Kanban (Trello/ClickUp) for team coordination + Slack Connect channel for client-facing async updates. Share the board only after it reflects real, current work.

---

## Related

- [[wiki/clients/aviary/_index]]
- [[wiki/knowledge/client-management/abm-stack-apollo-hubspot-sendgrid]]
- [[wiki/meetings/2026-04-05-aviary-alignment]]