How To Audit Your monday.com Setup To Get Even More Business Automation Benefits
With monday, the possibilities for streamlining and timesaving in business are virtually endless. With in-depth, at-a-glance information displays and countless customization options, you can make your work setup more efficient than it’s ever been. All it takes is a few clicks!
But, if you want to make those few clicks really count, you should use them to set up automations. You see, one of the benefits that many businesses miss out on when they use monday is the automation features. As easy as it is to manually add or change data, doing it all yourself every single time takes time.
As a monday specialist, I know just how much automations can change the game. So, for the business owner that wants to maximise productivity and really make their workspace work for them, automation features are a necessity.
Want to know how? First, you’ve got to take a good look at your setup (which we can help you out with). Then, after an audit, work out how to implement automation in the areas that are missing it.
Here are four types of automation that could help take your business up a level, and how to use them.
Automation monday Tip #1: “Move Item” Automation
On monday, you manage your projects and teams through “tasks”, which are organised across different boards and workspaces. So, chances are that you’ll spend the majority of your time on the platform editing these tasks.
One of the most common actions you will regularly undertake on monday is moving your items (tasks) across groups and boards. Maybe an item has to move to represent the fact that it has entered a new phase, or that someone else has been put in charge of managing it. No matter where it needs to be taken, if you’re doing it manually every time, it’s time to make a change. Using the “Move Item Recipes” in monday’s Automations centre, you can specify actions that you want to be triggered when some of the item’s information changes.
For example, say the deadline date for a project has arrived. Rather than having to find the item for that project and move it to the “Completed” group, with automations, reaching the deadline will trigger the move for you! You can also set it up so that a person or group gets notified when an item moves. This is helpful for when it’s someone’s responsibility to act on an item once it has been completed.
Monday offers a bunch of other super convenient automation options for when you move an item, which include:
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Duplicating an item when the deadline hits.
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Moving an item to a different group and pushing back the date by a specified time when the deadline hits.
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Moving an item to a different board (rather than group) when a deadline arrives.
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Moving an item once it has been assigned to someone.
Automation monday Tip #2: “Status Change” Automation
It is also possible to trigger actions when you change the status of an item, once again using the Automations centre. You can find the centre by clicking the robot head icon at the top of your board. Then, scroll through the different “Recipes” on offer and find the ones that will best complement the processes you have in place. There are plenty to choose from! Whether you want an item’s status change to automatically trigger changes to information about the date, timeline, people, or something else entirely, monday has got you covered.
As monday experts, we frequently implement this type of automation for our clients. For example, you have an item that goes from “Ongoing” to “Completed” (or any other status label that you like), you can set it up so that a new board is automatically created, move the item to that board, and notify someone of the move. Or, if a team member starts a task and switches the status to “In Progress,” Monday’s automation tools can start tracking the time or change the deadline.
And don’t worry if there’s a specific automation that you want which isn’t available through the Automations centre. With monday’s custom automations, you’ll be able to tailor your business automation tools to your exact requirements.
Automation monday Tip #3: “Connected” Boards Automation
Have you been typing anything into Monday more than once? Or manually transferring information from one board to another in your workspace? Maybe you’re having to jump between projects to try and find relevant information that was input elsewhere by another team member. If so, you need to give “Connected” or “Cross-Board” automations a try.
For those who collaborate across separate boards or have different boards for projects that require some of the same data, Cross-Board automations are invaluable. And, you can implement them using – you guessed it – the Automations centre.
Basically, they cause a specific action to occur in one board when something changes in another, linked board. Say, for example, that the status changes on an item. If that status change means that the item needs to move to the next board in the project’s pipeline, monday’s Cross-Board tools can make that happen automatically. There’s no need to keep checking up on the item’s progress and moving the information over manually!
Just remember that for Cross-Board automations to be effective, the boards that you link must have one or more of the same column.
Automation monday Tip #4: “Sub Item” Automation
Convenient in and of itself, Sub Items can help with communication, collaboration, and transparency. However, to make the most of them, you’ll need to make your way over to the trusty Automations centre and select “Create Custom Automation”. From here, you can create automations for Sub Items that include duplicating them and moving them between items in response to status changes. You can also trigger the creation of new Sub Items when items move through different stages.
So, to summarise: How To Audit Your monday.com Setup To Get Even More Business Automation Benefits
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Are you doing anything manually in monday? Look at “Move Item” automation and “Status Change” automation.
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Are you typing anything more than once? Look at “Cross-Boards” automation in monday.
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Are you manually creating your client onboarding steps? Look at “Sub Item” automation in monday.
Ready to maximise your workflow with monday automations?
We know everything there is to know about monday. So let us take a look into the way you’re working, and we can help you implement the time- and money-saving business automation tools that will work best for you.
If your workflow for creating client onboarding steps is fairly complex, you’ll probably have been making good use of monday’s “Sub Items” feature. With this feature, you can add new layers of information to items, which will allow you and your team to map out onboarding processes in detailed steps and track their progress. You can add a Sub Item to an item by:
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Going to the “Columns Center” and adding it from there.
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Right-clicking on the item name and selecting “Add Sub Item.”
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Selecting “Add Sub Item” from the item’s dropdown menu.