I’ve used monday.com for some basic things like managing a lists of to-do items and maintaining a basic calendar of future events.
Now looking to do something a bit more advanced and slightly bewildered by the range of options!
Essentially, we have four global services (HR, RevOps, Finance and Legal, Board), each of which has (i) a calendar of key events - e.g. RevOps has a marketing reports calendar; and (ii) a set of initiatives / projects it is working on - e.g. RevOps has a technology integration project and data quality project
We want to create a workspace/s where each service area can work independently, going into as much detail as it wants to manage its calendar and affairs, but also an aggregated space which would show the top slice only of the data.
So, for example, the marketing reports calendar would have entries for all the key reports by date, with subtasks for each to help internal project management, but only the status of the key milestone needs to show in the aggregated view. Similarly, the data quality project would have several key milestones shown on the aggregated space, but there would be much more detail for the RevOps team itself.
Any suggestions how to make this work structurally in the system?
Hi @philbaxter Nice to meet you! Here is a few ideas for me to have a Master overall board and sub boards for the four global services.
To achieve your desired setup in Monday.com, you can use a combination of Workspaces, Boards, Dashboards, Mirroring, and Automations to create a structure that allows for independent team management with aggregated visibility. Here’s a step-by-step approach:
1. Create Dedicated Workspaces for Each Service Area
Workspaces: Set up individual workspaces for each of the four service areas (HR, RevOps, Finance, Legal, Board). This keeps each team’s work siloed but accessible when needed.
Within each workspace:
Create two main boards for each service:
Calendar Board: To manage key events with dates and subtasks.
Initiatives/Projects Board: To track ongoing projects and milestones.
2. Structuring the Boards
Calendar Board
Columns:
Date Column: For key event dates.
Subitems Column: To break down events into subtasks.
Status Column: To indicate the status of each event (e.g., Planned, In Progress, Completed).
People Column: Assign responsible team members.
Grouping: Group by months, quarters, or custom categories to keep things organized.
Projects Board
Columns:
Timeline Column: To track project timelines.
Milestone Column: To flag important milestones.
Status Column: For milestone/project status updates.
Subitems: To track detailed tasks within each milestone.
Grouping: Use groups for each project or project phase.
3. Aggregated Workspace for Top-Level Visibility
Create a Shared Aggregated Workspace
Boards:
Aggregated Calendar: A high-level view of all critical dates and milestones across teams.
Aggregated Projects: Displays the key milestones from each service’s project boards.
Mirroring and Linking
Use Link to Item and Mirror Columns to connect data from the service-specific boards to the aggregated boards.
For example:
Link the key milestones from the RevOps Projects Board to the Aggregated Projects Board.
Use the Mirror Column to display statuses and updates in the aggregated view without duplicating data.
4. Dashboards for Visualization
Create a Dashboard in the aggregated workspace:
Add Timeline Widgets for a consolidated calendar view.
Use Table Widgets to display critical tasks and statuses.
Include Progress Bars to show project completion percentages.
Use Filtered Views: Filter by milestones or key dates to keep the dashboard focused.
5. Automations for Seamless Updates
Use Monday.com’s automations to keep everything in sync:
Examples:
When a milestone is updated in a service-specific board, update the mirrored item in the aggregated board.
Notify stakeholders when a key milestone changes status.
Automatically assign tasks to team members based on predefined criteria.
6. Permissions and Collaboration
Set up permissions to control access:
Allow full editing rights for service teams in their own boards.
Restrict the aggregated boards to view-only or editing for selected roles.
Benefits of This Structure
Autonomy: Teams can work independently within their workspaces.
Transparency: Key updates are automatically reflected in the aggregated boards.
Efficiency: Dashboards provide a high-level overview for leadership without overwhelming detail.
Scalability: You can expand this setup as needed, adding more boards, automations, or dashboards.