3245: How Trello is Tackling Task Overload with AI and Design Thinking

What happens when one of the world’s most loved productivity tools decides to reinvent itself for the age of AI? At Team 25 in Anaheim, I sat down with Gaurav Kataria, Head of Product for Trello at Atlassian, to unpack the biggest release in Trello’s history and what it means for individuals and teams navigating the chaos of modern work.

Gaurav describes the new Trello as “an AI-powered to-do list,” built not to replace project management tools like Jira but to complement them—especially for those personal tasks, scattered action items, and mental notes that get lost in a sea of email, Slack messages, and SaaS app notifications. With half a million users opting into the beta within 48 hours of launch, it's clear that the new direction is resonating.

In our conversation, we explore how Atlassian is using AI to enhance, not overwhelm, individual productivity—by capturing inputs from everywhere, organizing them intelligently, and helping users block time visually with integrations into Google and Microsoft calendars. This isn’t about automating your life; it’s about giving you clarity and control without friction.

We also talk about how Trello remains deeply personal. From list colors to card covers and mobile widgets, the design philosophy centers on reducing cognitive load and sparking focus. Trello isn’t trying to be a super app. It’s trying to be the app that respects your mental model, works the way your brain works, and empowers you to get meaningful work done on your own terms.

If you’re overwhelmed by task sprawl or skeptical of AI’s growing role in daily workflows, this episode offers a grounded look at what thoughtful, user-centered innovation looks like in action. How do you strike the balance between simplicity, automation, and human creativity? Let’s explore that together.