What’s the Best Way to Track Client Projects and Deadlines?

Platform discussions
1

Hi everyone,

I’m managing several client projects, and I’m wondering what’s the best way to use Monday.com to track client-specific tasks and deadlines? Should I create a separate board for each client or manage multiple clients on a single board? Any recommendations for keeping it organized and easy to follow?

Thanks for your advice!

2

Hello @Isaachayes Welcome to the community!

Here’s a recommendation for your question about managing client-specific tasks and deadlines on Monday.com:

Option 1: Separate Board for Each Client - This is what I do :slight_smile:

This approach works best if:

  • Each client has many tasks or requires complex tracking.
  • The workflows, deadlines, and task structures vary significantly between clients.
  • You need to share boards with specific clients (e.g., for collaboration or updates). Its free to add them to your account and gives great sense of joint working.

Benefits:

  • Clear organization—each client’s information is isolated.
  • Easier to customize workflows, statuses, or automations per client.
  • Simplifies permissions when sharing boards with clients or teams.

Challenges:

  • Can become overwhelming if you have many clients.
  • Requires navigating between boards to see all projects.

Option 2: Single Board for All Clients

This approach is ideal if:

  • You manage a smaller number of tasks per client.
  • The workflows and task structures are similar across clients.
  • You prefer a consolidated view of all projects.

Setup Recommendations:

  1. Use a “Client” column (e.g., a Dropdown or Text column) to tag tasks with the relevant client name.
  2. Group items by client or by project phases (e.g., “Client A – Planning,” “Client B – Execution”).
  3. Use filters to view tasks for specific clients when needed.
  4. Set up dashboards for an overview of progress, deadlines, and priorities across clients.

Benefits:

  • Centralized tracking for all client tasks.
  • Easier to maintain and navigate.
  • Allows cross-client reporting and insights.

Challenges:

  • Requires careful organization to avoid clutter.
  • Limited customization per client.

Recommendation

If you have a large number of clients or highly distinct needs per client, go with Option 1 (Separate Boards). For smaller-scale projects or simpler needs, Option 2 (Single Board) with well-structured filters and dashboards can be more efficient.

Additional Tips:

  • Use automations to notify you of upcoming deadlines or changes.
  • Leverage integrations (e.g., Google Calendar or Slack) to stay updated.
  • Create dashboards to consolidate critical metrics and timelines, regardless of the board structure.

Let me know if you’d like a more detailed walkthrough for either approach! If you found this helpful, feel free to give it a like!

3

I would most of the time recommend 1 board for 1 ‘type’ of service you provide. So if you’re providing SEO help for client A and reviews help for clietn A, client A will be a line item in the reviews project board and one line item in the SEO project board all connected to a singel ‘deal’ you closed with them OR a general ‘Overview board’.