Best way to organize process tracking for multiple projects??

Platform discussions Special workflows & use cases
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Hi, I am trying to figure out the best approach for setting up a workspace that will allow my team to send manufacturing projects through various different phases, but there will be several projects happening at the same time. Each project will proceed through 5 phases, and within each phase there are a number of different tasks that must be completed before moving on to the next phase.

Here’s the tricky part:

  • each phase requires it’s own set of column headers that are sometimes different from one phase to another.
  • there needs to be automations to move projects from task to task, and then phase to phase.

After hours of time spent trying to figure this out, the closest I got is the following:

  • I have 5 boards set up where each board is a phase, and within each board/phase there are groups (where I made each ‘group’ a specific task).
  • Then each row is a different project that we are working on.
  • The projects/rows are set up with automations to proceed through each task (group) one at a time. When a project has moved through all the tasks in that phase, there is a trigger that sends the project to the next board/phase.

I feel this is close, but there are still some things that don’t work. For example, some tasks require an approval before the project proceeds to the next task, but not all tasks require an approval. How would we track this? Additionally, if the phase column titles are different from one phase (board) to the next, how can it transfer to the next phase without getting the columns mixed up?

Sorry for the lengthy post, but I hope ya’ll can give me some insight! Thanks so much in advance!

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Hi @loloc Welcome to the community :smiley: its hard thinking through the approach sometimes! So thought I would share some of my tips if any help to you!

To set up your manufacturing projects in Monday.com with the features you described, here’s an idea:

1. Use Linked Boards for Phases

Instead of treating each phase as a completely separate board, you can use linked boards to manage the flow between phases more effectively. This allows greater flexibility with automations and tracking.

  • Phase-Specific Boards: Keep your current setup where each phase has its own board. This is useful for distinct workflows within each phase.
  • Linked Columns: Use the “Connect Boards” column to link tasks from one phase board to another. This allows you to track progress and context as projects move between phases.

2. Automations to Handle Transitions

You already have automations that move projects between boards. Refine this with conditional automations:

  • Task-Level Automations:
    • Use a status column to track task completion and trigger the next step. For example:
      • When the status changes to “Done,” move the item to the next group (task) or update a linked item in the next phase.
      • Add a custom automation for tasks that require approvals:
        • “When status changes to ‘Approval Needed,’ notify [specific user or team].”
        • “When status changes to ‘Approved,’ move the item to the next group/phase.”
    • Use conditional automations to skip approval tasks for items that don’t require them.
  • Phase-Level Automations:
    • Trigger the movement of projects to the next board when all tasks in the phase are completed:
      • “When all tasks are marked as Done in this group, move the item to the next board.”

3. Custom Phase-Specific Columns

To manage differences in column headers across phases:

  • Mirror Columns: Use mirrored columns to display necessary data from the previous phase without duplicating it.
  • Templates for Consistency: Use board templates for each phase with predefined columns, adjusted for the specific needs of the phase.
  • Automated Column Mapping: When moving an item to the next board, map the columns appropriately:
    • For example, ensure that “Start Date” in Phase 1 aligns with “Kickoff Date” in Phase 2 if the naming convention changes.

4. Track Approvals

For tasks requiring approval, add a dedicated status column (e.g., “Approval Needed”):

  • Subitems for Approvals:
    • For tasks that need approval, add subitems with specific approval steps.
    • Use automations like:
      • “When subitem status changes to ‘Approved,’ change parent status to ‘Ready to Proceed.’”
  • Custom Dashboard Widget:
    • Use a dashboard to track approval statuses across projects and phases in one place.

5. Dashboard for Holistic View

Create a dashboard to provide an overview of all manufacturing projects:

  • Timeline & Gantt: Visualize project timelines across phases.
  • Workload Widget: Monitor team assignments and ensure resources are balanced.
  • Progress Bars: Track overall completion percentages for each project.

6. Testing and Refinement

  • Pilot the refined setup with a small batch of projects to ensure smooth transitions and identify any gaps.
  • Gather team feedback to address any confusion or inefficiencies.

This approach ensures:

  • A clear workflow from phase to phase with tailored column headers.
  • Seamless task tracking, including approvals.
  • Custom automations to streamline transitions and approvals.
  • Holistic tracking of all projects in a centralized dashboard.

Let me know if you’d like more details. Hopefully, this sparks a few ideas! Let me know if it was helpful by giving it a like :blush:.