We’re a multi-brand creative agency handling numerous projects that span across different departments (e.g., sales, marketing, distribution, customer service). Some projects are brand-specific, while others overlap between brands or departments.
We’re looking for advice on the most efficient way to set up our workspace in monday.com to:
Create a centralised project management workflow
Track task ownership and handoffs between departments
Maintain visibility over timelines and responsibilities across brands
Automate status updates and notifications where possible
We’ve considered using Workspaces per brand or department, and possibly folders/boards for specific projects — but we’re not sure what would be most sustainable.
Any insights, templates, or best practices from agencies or similar setups would be greatly appreciated!
I’d suggest using one main Workspace, then folders for each brand to keep things organized but still connected. Create a high-level Projects board for big-picture tracking, and use connected task boards under each brand or department depending on how your teams work.
For handoffs, a people column plus status updates works well — and automations can notify the next team when it’s their turn. Dashboards help with visibility across brands, and “My Work” keeps things clear for each person. Tags or dropdowns for brand or campaign help with filtering too.
Thanks for the suggestion! We’re currently considering organising our setup by area of the business — for example, marketing, finance, sales, product, etc. That approach would result in around 10 boards total. I’d like to keep things as simple as possible, but it’s starting to feel a bit complex.
We’re thinking of using tags or dropdowns to filter by brand if needed, rather than structuring everything around the brands themselves.
Do you think this approach could work effectively?
Hey Emma! For a setup like yours, I’d recommend keeping things simple and centralized. Create one main Workspace for your whole agency, then use Folders for each brand and Boards for specific projects or departments inside those. For projects that overlap brands or teams, shared boards with labels or tags (like brand name or department) work great. Use Dashboards to get a bird’s-eye view of timelines and responsibilities, and set up automations to handle status updates and handoffs so nothing slips through the cracks. This keeps everything organized, visible, and easy for everyone to navigate without overcomplicating things.