I am looking for some guidance in setting up a project that I am working on. I am fairly new to Monday.com and I would like to make sure I am setting up the workflow correctly the firs time and not have to change it later.
Here is my scenario. We are a non-profit that has a program that provides services to 24 jurisdictions in our state. One of things we do is check-in with each jurisdiction to see what needs they may have. This may be monthly to every few months.
The need is to document these phone calls to make sure we are contacting them in a timely manner and also to add notes to that discussion. These notes would be short with a brief few words (Has no current needs, etc). These calls should be easily accessible for other team members to see what may be needed or who needs to be contacted.
There will also be automations that send a reminder to contact a particular jurisdiction as needed. Again, one jurisdiction may be monthly while another would be every few months.
Separately, I will likely add a means to update another board that lists each jurisdictions needs. That will come at some point.
Now, my questions. First, is the set-up. Currently; I have set up each jurisdiction as a group. Each group then has a set of columns that contain info about that jurisdiction, such as County Name, Address, Phone Number, and Point of Contact. This is in a row with each being column.
So, is it best practice to continue with this set-up and each jurisdiction as its own group? Will rows like-up as time progresses and numerous follow-ups are documented? Or, should each jurisdiction be its own board? Right now, I have minimal information so changing it would be simple.
Any thoughts on other automations I should be thinking of? At a minimum would be a notification to the Program Director a reminder to check in with that jurisdiction.
I’m trying to determine the best way to set this up yet be flexible for changes in the future. Any thoughts or feedback is greatly appreciated.