Recurring Tasks in monday.com: Everything You Need to Know

Are you tired of setting up the same tasks over and over again? Whether it’s weekly team meetings, monthly reports, or daily check-ins, monday.com recurring tasks can help by automating these routines with recurring tasks.

In this blog, we’ll dive into everything you need to know about recurring tasks in monday.com. From setting them up to tips for managing them, you’ll discover how this feature can save you time and keep you organized. Let’s explore how to make recurring tasks work for you!

Why Use Recurring Tasks in monday.com?

Recurring tasks can significantly improve how you manage your workflow. Here are some key reasons to consider using them in monday.com:

  1. Save Time and Increase Efficiency
    Automating routine tasks—like weekly updates, monthly reports, or recurring meetings—means you won’t have to set them up each time. This frees up your schedule for more important work.
  2. Stay Consistent and Organized
    With recurring tasks, you’re less likely to forget about routine duties. Everything is scheduled automatically, helping you and your team stay organized and on track.
  3. Reduce Human Error
    Manually setting up tasks can sometimes lead to mistakes, like forgetting to assign the right person or setting the wrong due date. Recurring tasks ensure that tasks are created correctly every time, reducing the chance for errors.
  4. Enhance Team Accountability
    When recurring tasks are set up and assigned, everyone knows what to expect and when. This can improve accountability, as team members are clear on their responsibilities for recurring activities.
  5. Flexibility and Customization
    monday.com lets you tailor recurring tasks to fit your needs. You can choose the frequency, adjust details as needed, and even use automations to customize how these tasks appear. This flexibility makes it easy to adapt recurring tasks to different workflows.

Using recurring tasks in monday.com helps you automate routine work, keeping things on track and giving you more time to focus on the bigger picture.

Setting Up Recurring Tasks in monday.com Using Automations

Setting up recurring tasks in monday.com is straightforward and helps automate routine work. Here’s a step-by-step guide to get you started:

1. Select the Board for Your Recurring Tasks

  • Go to the board where you want your recurring tasks to appear. You can set up recurring tasks on any board that suits your workflow, whether it’s a project board, a calendar board, or a to-do list.

2. Create a Template Task

  • Add a new task that will act as the template for your recurring tasks. Customize it with all the relevant details, such as the task name, description, assigned team members, and due date.

3. Navigate to Automations

  • Click on the “Automations” button located at the top of your board. This is where you can set up various automations, including recurring tasks, to help streamline your work.

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4. Select the Recurring Tasks Automation

  • Within the Automations center, go to the “Recurring Tasks” category. Select an option like “Every Time Period” or “Every X Days” based on how frequently you need the task to recur.
  • For example, you might set a task to recur every Monday for weekly meetings or on the first day of each month for a monthly report.

5. Set the Frequency and Timing

  • Configure the specific recurrence pattern you need. You can choose daily, weekly, or monthly, and set particular days or intervals that fit your schedule. You can also choose when the recurring task should start.

6. Customize the Task Details for Each Recurrence

  • You can set different options, such as updating the due date automatically or adjusting the assignee. This step helps ensure that each occurrence of the recurring task has the right details.

7. Save and Activate the Automation

  • Once you’ve set the recurrence pattern and customized the details, save the automation to activate it. Your task will now automatically appear at the set intervals with all your chosen settings applied.

By setting up recurring tasks in monday.com, you can save time on routine work and maintain consistency across your projects. With just a few clicks, you’ll have your recurring tasks running smoothly, allowing you to focus on other priorities.

=> Learn more about How to create recurring tasks using monday.com Automation.

Setting Up Recurring Tasks in monday.com Using the TeamBoard App

The Item View in the TeamBoard app provides a focused way to set up and manage recurring tasks directly from the task’s detail view. This feature lets you control recurrence settings with flexibility and choose whether or not to duplicate tasks on your main board. Here’s how to do it:

1. Accessing Item View in monday.com

  • First, navigate to the task you want to set as recurring on your board.
  • Click on the task to open its Item View, where you can see detailed settings specific to that item.
  • In the Item View, click the plus button and search for “TeamBoard Recurring Tasks”. Select “Add this item” to activate recurring options within the Item View.

2. Setting Up Recurrence in Item View

  • After adding TeamBoard Recurring Tasks, locate the “Repeat” options within the Item View. Here, you can configure the recurrence schedule, just like you would on the main TeamBoard Schedule.
  • Choose your desired recurrence frequency (daily, weekly, monthly, etc.), and set an end date if applicable.
  • Select the “Duplicate Task” option if you want the task to create copies based on the set recurrence. This is similar to the repeat functionality found in the TeamBoard Schedule.

3. Choosing Recurrence End Date

  • If your recurring task has a defined period, specify an end date within the recurrence settings. Otherwise, leave it open-ended for continuous repetition.

4. Choosing Between Duplicate or Non-Duplicate Options

  • Non-Duplicate Option :
    • If you want to keep your main board clean and avoid clutter, select “Make this item repeat without creating new items on the Monday table.” This option will only impact the TeamBoard Schedule board, allowing recurring instances to be tracked without additional items appearing on your main board.
    • This is ideal for tasks that don’t need individual tracking in monday.com’s main table, helping you manage tasks without overwhelming your board with duplicates.
  • Duplicate Option :
    • Choose “Duplicate this item for recurring tasks in the main table” if you prefer to create separate task items for each recurrence. This is useful when each recurring task needs to be individually tracked and managed.
    • Duplicating tasks allows for detailed oversight, as each instance will appear on the main table, making it easy for managers to track progress and completion status.

Using recurring tasks in TeamBoard’s Item View provides you with a comprehensive suite of tools for managing your team’s workload effectively. Not only can you automate routine tasks, but you also gain powerful insights into how resources are being utilized, making it easier to optimize productivity and ensure balanced workloads across your team.

Best Practices for Using Recurring Tasks in monday.com

Recurring tasks in monday.com can help you streamline your workflow, but there are ways to make them even more effective. Here are some best practices to consider:

1. Set Clear and Descriptive Task Names

  • Give recurring tasks specific and descriptive names so team members immediately understand what the task is about. This helps avoid confusion, especially when multiple recurring tasks are set up.
  • For example, instead of naming a task “Weekly Meeting,” consider “Weekly Marketing Team Meeting – Monday 10 AM” to add more clarity.

2. Choose Appropriate Recurrence Intervals

  • Ensure that the frequency of each recurring task is appropriate for your workflow. Set tasks to repeat at intervals that match their importance and urgency, such as daily, weekly, or monthly.
  • Avoid setting tasks to recur too frequently, as this can lead to clutter and overwhelm. Instead, tailor the recurrence pattern to fit the actual needs of the task.

3. Leverage Automation for Consistency

  • Use automations to streamline task assignments, due dates, and notifications. This helps ensure that recurring tasks are consistently set up with the same parameters each time they appear.
  • Automation also reduces manual setup, which minimizes errors and ensures that everyone stays on the same page regarding deadlines and responsibilities.

4. Regularly Review and Adjust Recurring Tasks

  • Periodically review your recurring tasks to ensure they are still relevant and effective. Some tasks may need to be updated, while others might no longer be necessary.
  • Adjust recurrence patterns or task details as needed to reflect any changes in your team’s workflow or priorities.

5. Use Recurring Tasks for Routine Meetings and Check-Ins

  • Recurring tasks are ideal for managing regular meetings, team check-ins, and progress updates. By setting these to recur, you can avoid manually scheduling these tasks and ensure they’re consistently on everyone’s radar.
  • Ensure these recurring tasks include links to any relevant documents or agendas to streamline preparation.

6. Keep the Main Board Clutter-Free with Non-Duplicate Recurrence Options

  • If using the TeamBoard app, consider setting up recurring tasks without duplicating them on the main board. This keeps your main board uncluttered and focused on unique, non-repetitive tasks while still tracking recurring tasks in the TeamBoard view.
  • Use the non-duplicate option if you don’t need to individually track each occurrence of a recurring task on the main board.

7. Monitor Resource Workloads and Avoid Over-Assigning Recurring Tasks

  • Check team members’ workloads to ensure they aren’t overloaded with too many recurring tasks. Use monday.com’s resource management tools or TeamBoard’s worklog features to monitor task assignments and make adjustments as needed.
  • Balance recurring tasks across team members to distribute responsibilities and avoid burnout.

8. Communicate Recurrence Schedules with Your Team

  • Make sure your team members are aware of the recurrence schedules for tasks they’re responsible for. Clear communication helps everyone prepare for recurring responsibilities and align on priorities.
  • Use monday.com’s notifications and reminders to keep team members informed about upcoming recurring tasks and any changes to their schedules.

Additional Features for Task Management in TeamBoard for monday.com

TeamBoard offers several powerful features that extend monday.com’s task management capabilities. Here are some key features to explore:

1. Resource Management and Workload Balancing

  • TeamBoard provides resource management tools that help you visualize and balance your team’s workload. You can see at a glance who is overloaded or underutilized and make adjustments as needed.
  • This feature is particularly helpful for recurring tasks, as it allows you to distribute responsibilities fairly and avoid overburdening team members with repetitive assignments.

2. Advanced Scheduling and Calendar Views

  • TeamBoard includes a robust calendar view that offers a visual overview of all tasks, including recurring ones. You can switch between daily, weekly, and monthly views to plan effectively and ensure no tasks overlap or get missed.
  • The advanced scheduling feature lets you set specific task start and end dates, manage multiple task timelines, and adjust schedules easily based on shifting priorities.

3. Worklog Tracking and Time Management

  • TeamBoard’s worklog feature allows you to track the time spent on tasks. You can view how much time each team member has dedicated to specific tasks, which is particularly useful for recurring tasks and long-term projects.
  • This time-tracking capability helps with accurate reporting and analysis, giving you insights into productivity and helping you identify areas where improvements might be needed.

Using recurring tasks in monday.com, especially with TeamBoard, can make managing routine work easier and more efficient. Automating these tasks helps you save time and stay organized, while TeamBoard’s advanced features provide insights into resource management and scheduling.

By setting up recurring tasks and taking advantage of TeamBoard’s tools, you can streamline your workflow and keep projects on track. Start using recurring tasks today to simplify your task management and focus on what matters most!