How I Save My Team 47 Hours A Week with Monday.com
*Please Note: I have added affiliate links below. I earn a bit if you buy at no extra cost to you!
What would you do with an extra 47 hours a week?
As a Full-Stack Marketer, my time is precious, so I want to continue sharing ways you can save some of your own.
If you don’t know about it, welcome to Monday.com.
I had a problem that needed a solution.
Before 2019, I used Google Sheets to log developer projects (contracted work) and log changes to our Google Ads account. And it was messy.
My old worksheet before switching to Monday.com
I needed something that not only organized me but reminded me and allowed me to share important things with my team.
Enter Monday.com
I came across the platform while searching for solutions that were free and easy to start using.
It was an instant win for my productivity.
As soon as I started using the system, I knew it was a game changer.
I was confident it would be an excellent tool to eliminate long thread emails between my team members and keep our growing small business (5–10 people) organized.
After over two years of using this system as a team, we have 4 main board types that are the cornerstone of our organization and communication.
Saving 47 Hours Per Week
All these boards were customized (by me) for our team’s needs before Monday started sharing great templates. But they can all be customized to your needs.
Our Team’s 4 Main Boards:
- BIG Board — 21 Hours Saved
- Personal Projects — 5 Hours Saved
- Company Resources — 7 Hours Saved
- Help Desk / IT — 14 Hours Saved
The BIG Board — For Teamwide Projects
Great for everyday tasks and project tracking.
Weekly Time Saved Per Team Member:
3 Hours x 7 Members = 21 Hours Per Week
This board is the heart of our Monday.com account. It’s where our team collaborates on everything with updates, files, links, screenshots, and more.
This board holds small and more significant tasks in one place to keep track of everyone’s workload. This eliminates emails from being sent back and forth, saving time.
Key Features:
- Priority Ranking — So our team knows what deadlines are more important.
- Calendar Integration — Syncs tasks per person into their Google Calendar.
- Personal Views — So team members can filter their tasks.
⚡️ Power Feature ⚡️
Custom reminders to our leaders prompt them to follow up on unfinished tasks and adjust to priorities.
My Personal Project Board
Formatted the same as the BIG Board to move from board to board quickly
Weekly Time Saved:
5 Hours
This is where I keep the higher-level projects I’m working on before involving my other team members.
The color coding and calendar reminders allow me to stay organized on priorities. I also have unique rules and automation actions that fit into my work style.
Key Features:
- Sub-Items — Adding more details on steps or needs to projects with sub-items.
- Specific Times — Adding times to the deadline allows me to block off my calendar automatically.
⚡️ Power Feature ⚡️
I have a related column that connects other tasks/projects from the BIG Board to this board so I can keep my notes in one place.
Company Resource Board
Where our SOPs are shared to allow the team to self-help on tasks.
Weekly Time Saved Per Team Member:
1 Hour x 7 Members = 7 Hours a Week
This board is a game-changer for new hires and when people are out of the office.
We log our SOPs and resources for our brands here, including logos, colors, fonts, spellings, and trademarks.
Sharing video tutorials, screenshots, and links allows us to onboard new hires and redistribute responsibilities.
Key Features:
- Training — We also structure our training boards for new hires similarly so we can copy SOPs from this board seamlessly.
- Search — With the search feature it allows our team to find help on their own quickly.
⚡️ Power Feature ⚡️
When new SOPs are needed, the responsible team members are notified with reminders.
Help Desk / IT Board
We use the form feature for our team to report issues.
Weekly Time Saved Per Team Member:
2 Hours x 7 Members = 14 Hours a Week
We use the form to allow our team to report issues with workstations or our online tools.
We have automatic assignments set up to escalate any significant problems. Also, we add our customer impact on them so we can prioritize correctly.
Key Features:
- Email Tasks — When emailing our IT team, we automatically use the Monday.com email address to create new items for this board.
⚡️ Power Feature ⚡️
Repetitive reminders allow us to ensure problems are addressed and resolved.
Being organized is key to success, regardless of your team size.
The beauty of Monday.com is that you can even scale it to the enterprise level!
Everyone is stretched thin…
It’s no secret that teams from small businesses to corporations are stretched thin. Wouldn’t it be great to save everyone time and energy?
Need help setting up your system? As a power user, I would be happy to provide some assistance in setting up your company’s funnels and processes. Contact me today for a free 30-minute consultation!