How To Manage Projects & Tasks In monday.com

How Do You Set Up A Projects Board In monday.com?

Start with your process. Yours may differ, but this is the structure we start from:

1. Press the plus button in the top left and create a new board manually, rather than with AI. Call it Projects and leave the privacy on Main for now.
2. Add a group for each stage: New, Onboarding (bringing the client up to speed), Active, Completed and Cancelled/Postponed.
3. Edit the status labels to match the groups. We use the grey default label for New, as every project starts there, green for Completed and red for Cancelled/Postponed.
4. In the status column's settings, choose which colours mark an item as completed. Green does by default, and you might add red.

What Columns Should A Projects Board Have?

Swap the date column for a timeline column, so a project can span the days it runs. We call ours estimated timeline.

Then track what matters to you, such as revenue and cost in numbers columns, gross profit in a formula column, and priority. A status column for project type lets you filter by it: for a marketing agency, that might be website design, logo design and Meta campaign.

For the point of contact, add an email column for their email and a text column for their name.

Should You Store Project Files In monday.com?

We wouldn't, as monday.com isn't designed for file management. Add a files column, connect it to Google Drive, OneDrive or SharePoint and link each project's folder to its item. Clicking the link opens the folder in a new tab.

How Do You Move Projects Between Groups Automatically?

Create one automation per status. Go to Automate in the top right, then Manage and Create automation, and set up when status changes to New, move item to group New. Pick the right status column, as every status column on the board is listed.

Repeat for each status. We only built New and Completed in the video, so a project set to onboarding had to be dragged into its group by hand.

How Do You Set A Timeline As A Deadline?

In the timeline column's settings, set it as a deadline and connect it to the status column and, if you like, the person column. You'll be notified when a project reaches the end of its timeline without being marked completed.

The timeline then shows how far through you are and how many days are left. A completed project gets a tick, and one past its end date that isn't completed turns red.

Keep the person column the board comes with and assign each project to someone, so you can filter by owner as well as priority or project type.

How Do You Set Up A Tasks Board?

Build it like the projects board, with a new board called Tasks, groups for New, Active, Stuck and Done, and status labels to match. The default labels nearly cover it, so add New and rename Working on it to Active.

We use a timeline set as a deadline even for tasks, because a due date assumes one day and makes effort harder to track. Then add priority, task type (marketing, finance, admin) and a long text column for a description, which keeps people informed when you delegate.

Finish with an automation for each status that moves tasks into the matching group.

When Should You Use Subitems For Tasks?

When a task has smaller steps of its own. Click the faint grey arrow on the left of a task to add subitems underneath it. They can have their own columns, and their data can be shown on the parent item.

How Do You Connect Projects To Tasks In monday.com?

With a Connect boards column set as a two-way connection. Here's how:

1. On the tasks board (either board works), press the plus button and add a Connect boards column.
2. Press Select boards, choose the projects board and set it as a two-way connection, then press Connect boards. Don't skip the two-way setting.
3. On the tasks board, rename the column to Project, singular, as a task never belongs to more than one project. The projects board gets a new Tasks column.
4. Link each task to its project. A project will usually have many.

Mirror columns then pull data either way, which is why the connection is two-way. On the projects board, we mirrored each task's status. On the tasks board, we mirrored the project's files column, so the Google Drive, OneDrive or SharePoint link is on every task.

Should You Have A Separate Board For Each Project?

We wouldn't. By ten projects you'd have ten boards full of tasks, which is even more of a headache to keep on top of. Keep every task on one board and use filters when it gets busy.

Click the arrow on the right of the Filter button and add a where condition, such as project is a given project. Add more, such as task type is marketing and person is you, then save the filters as a new view.

How Do You Create Tasks Automatically For New Projects?

Set up an automation on the projects board: when an item is created, Create item in board and connect boards. Choose the tasks board and the connect boards column, then name the task and fill in columns such as task type and task description.

Add that action once for each task your team does on every project. A condition such as only if project type is Meta campaign gives each type of project its own tasks.

In our test, a new project created two tasks on the tasks board, already linked to it and with their task types filled in.