Monday.com: 10 Essential Tips and Tricks

Monday.com is a versatile work operating system that streamlines project management, team collaboration, and workflow automation. Whether you’re new to Monday.com or a regular user, these tips will help you get the most out of the platform.

1. Start with a Clear Workspace Structure

• Organize by Departments or Projects: Create a separate workspace for each department or major project. This helps in keeping things organized and accessible.
• Use Folders: Group related boards together using folders. For instance, if you’re working on marketing campaigns, create a folder that houses all your marketing-related boards.
• Leverage Board Templates: Monday.com offers a range of templates to kickstart your projects. Whether it’s for project management, sales, or HR, these templates save time and ensure consistency across your boards.

2. Master the Art of Automations

• Automate Routine Tasks: Use automation to reduce manual work. For example, set up automation to notify team members when a task status changes or automatically move tasks to a different group when they’re completed.
• Custom Automations: Create custom automation tailored to your workflow. For example, if a task is marked as “Urgent,” you can trigger an automation to send an alert to the relevant stakeholders.
• Integration with Other Tools: Automate processes by integrating Monday.com with other tools like Slack, Google Drive, or Trello. This ensures seamless communication and file management across platforms.

3. Utilize Views for Better Insights

• Kanban View: Great for visualizing work and managing tasks in a flow. Perfect for agile teams who need to see work-in-progress at a glance.
• Calendar View: Ideal for deadline-driven tasks. This view lets you see all your tasks and deadlines on a calendar, making it easier to manage timelines.
• Gantt View: If your projects are timeline-focused, the Gantt view helps you map out tasks along a timeline, showing dependencies and helping you avoid bottlenecks.

4. Streamline Communication with Updates and Mentions

• Use Updates for Clarity: Instead of relying on external communication tools, use the Updates section within tasks to keep conversations in context. This ensures that all relevant information is in one place.
• Mentions for Direct Notifications: Tag team members using @mention to grab their attention. This is especially useful for assigning tasks or requesting updates.
• Reply in Threads: Keep discussions organized by replying in threads within the Updates section. This prevents clutter and keeps conversations relevant.

5. Take Advantage of Integrations

• Email Integration: Integrate Monday.com with your email client to turn emails into tasks or update items directly from your inbox.
• CRM Integrations: Use Monday.com’s CRM features or integrate with external CRM tools to manage client relationships, track deals, and manage sales pipelines.
• File Management: Integrate with Google Drive, Dropbox, or OneDrive to manage files directly from Monday.com. This keeps all your documents centralized and easily accessible.

6. Advanced Reporting with Dashboards

• Custom Dashboards: Create dashboards to visualize data from different boards. Use widgets like charts, graphs, and timelines to track progress, performance, and KPIs.
• Multiple Board Widgets: Pull data from multiple boards into a single dashboard to get a comprehensive view of your projects or departments.
• Share Dashboards: Share dashboards with stakeholders or team members to keep everyone informed. You can set permissions to control who can view or edit the dashboard.

7. Optimize Workflows with Workdocs

• Collaborative Editing: Use Workdocs for real-time collaboration on documents within Monday.com. Multiple users can edit a document simultaneously, making it easier to brainstorm or finalize documents.
• Embed Boards and Data: Embed Monday.com boards or data into your Workdocs for dynamic documents that update in real-time as your projects progress.
• Task Linking: Directly link tasks or items from your boards into your Workdocs, providing a clear reference to project specifics.

8. Regularly Review and Clean Up Boards

• Archive Completed Projects: Don’t let old boards clutter your workspace. Archive them when they’re no longer active but may still need to be referenced in the future.
• Delete or Archive Unnecessary Items: Regularly review boards for tasks or items that are no longer relevant, and either archive or delete them.
• Audit Automations and Integrations: Periodically review your automations and integrations to ensure they’re still serving your workflow effectively.

9. Personalize Your Monday.com Experience

• Custom Fields: Add custom fields to your boards to capture specific information that’s unique to your workflow.
• Board Colors and Labels: Use color coding and labels to quickly identify tasks, priorities, or statuses at a glance.
• Notifications Settings: Customize your notification settings to ensure you’re only getting alerts for the most important updates, reducing noise and staying focused.

10. Stay Up-to-Date with Monday.com’s New Features

• Regularly Check the Product Updates: Monday.com frequently rolls out new features and improvements. Stay updated by checking the product updates section to leverage new functionalities.
• Join the Monday.com Community: Engage with the community to share tips, ask questions, and learn from other users’ experiences. The community forums are a great place to discover advanced tips and tricks.