Optimizing workflows on monday.com not only helps streamline tasks but also enhances team productivity and task tracking. In this guide, I’ll dive into 10 detailed tips to make the most of monday.com, complete with step-by-step instructions, key benefits, and practical examples.
Contents
- 1. Leverage Automations for Repetitive Tasks
- 2. Customize Dashboards for Real-Time Project Insights
- 3. Use Integrations to Sync Tools Seamlessly
- 4. Start Projects Faster with Templates
- 5. Utilize Subitems for Detailed Task Breakdown
- 6. Optimize Views for Various Workflows
- 7. Use Tags and Labels for Easy Organization
- 8. Centralize Communication with Comments
- 9. Set Permissions for Enhanced Security and Control
- 10. Track Milestones and Progress with Custom Fields
- Conclusion
1. Leverage Automations for Repetitive Tasks
How to Set Up: Go to your board, click on “Automations” at the top, and choose from pre-set automation recipes or customize your own.
Example: Automate status updates or set up a reminder to notify team members of approaching deadlines.
Benefits: Automations save time and reduce human error. For instance, a marketing team can set up a rule that automatically changes the task status to “In Review” once the due date arrives.
2. Customize Dashboards for Real-Time Project Insights
How to Set Up: Navigate to “Dashboards” and add widgets like the Chart, Calendar, or Workload widgets. Customize the data each widget tracks according to your team’s needs.
Example: Create a dashboard showing project deadlines, team capacity, and budget tracking for an upcoming product launch.
Benefits: Dashboards provide a real-time overview, making it easier to identify bottlenecks. For example, project managers can track task completion rates to keep teams aligned with goals.
3. Use Integrations to Sync Tools Seamlessly
How to Set Up: Go to “Integrations” on the board settings. From here, connect applications like Google Calendar, Slack, or Zoom.
Example: Integrate Google Calendar so project due dates are synced to the team’s shared calendar, or set up Slack notifications for real-time updates.
Benefits: Integrations reduce time spent switching between platforms. For example, a remote team using Slack can receive task updates directly on Slack, keeping communication smooth.
4. Start Projects Faster with Templates
How to Set Up: monday.com offers templates for various workflows. Click on “+ Add” on your workspace and select a template that fits your team’s needs.
Example: Use the “Sales Pipeline” template to kickstart a new sales project, with stages like Lead Qualification, Pitching, and Contract Negotiation already set up.
Benefits: Templates standardize workflows and accelerate setup times, especially for new teams. This is valuable for HR teams setting up onboarding processes or marketers creating campaign plans.
5. Utilize Subitems for Detailed Task Breakdown
How to Set Up: Select a task, and choose the “Add Subitem” option to create a checklist of smaller tasks.
Example: For a product launch, break down tasks like “Content Creation” into subitems like “Draft Copy,” “Design Visuals,” and “Review with Marketing.”
Benefits: Subitems allow teams to see task progression in more detail, keeping complex projects organized. Development teams managing software releases, for example, can use subitems for bug fixes and feature testing.
6. Optimize Views for Various Workflows
How to Set Up: From any board, toggle between views like Kanban, Gantt, and Calendar. Choose the one that best fits your workflow needs.
Example: Use the Gantt view for tracking project timelines and dependencies or the Kanban view for task prioritization.
Benefits: Different views make it easier to monitor tasks from different perspectives. For instance, Gantt views can help construction teams visualize project phases and resource allocation.
7. Use Tags and Labels for Easy Organization
How to Set Up: Add tags and color labels to tasks for easy identification and filtering. Access these options in the task settings.
Example: Label tasks as “High Priority,” “Medium Priority,” or “Low Priority,” or tag them by department, such as “Marketing” or “Finance.”
Benefits: Tagging tasks simplifies search and prioritization. Marketing teams, for example, can quickly filter for high-priority tasks related to campaign deadlines.
8. Centralize Communication with Comments
How to Set Up: Add comments directly on tasks, tag relevant team members, and attach files if needed.
Example: For a content review process, leave feedback on each draft directly within the task, tagging team members as needed.
Benefits: Comments keep communication within context, reducing confusion and tracking feedback. Creative teams can streamline their review processes by centralizing feedback on each task.
9. Set Permissions for Enhanced Security and Control
How to Set Up: In board settings, adjust permissions to control who can view, edit, or delete content.
Example: Limit external stakeholders to view-only access while giving team leads full editing rights on key projects.
Benefits: Permissions maintain data integrity and prevent unauthorized changes. This is crucial for sensitive data like HR onboarding processes or financial reports.
10. Track Milestones and Progress with Custom Fields
How to Set Up: Create custom fields on any board to mark milestones or track key metrics.
Example: Add custom fields for “Phase Completion,” “Client Approval,” or “Review Stage” in product development boards.
Benefits: Custom fields make tracking more granular and provide clarity on important project milestones. Teams in client-facing roles can use this to ensure critical steps are approved before progressing.
Conclusion
By incorporating these 10 strategies, teams can unlock the full potential of monday.com, transforming it into a powerful productivity and collaboration tool. Whether you’re automating routine tasks, visualizing data with dashboards, or centralizing communication, each tip is designed to boost efficiency, save time, and streamline project management.
To experience these features firsthand, try monday.com free today and see how these optimizations can elevate your team’s productivity.
