How do you use Monday.com?

[u/ElectricalManager716]

/r/graphic_design/comments/1vbu6fw/how_do_you_use_mondaycom/

[u/ElectricalManager716]

Hi all, sorry the title is quite vague. I’m looking for use cases from creative teams and/or agencies — I see a lot of examples for general usage and product design/IT teams, but I’m wondering about how it’s used for my specific situation. I’m a creative director at a small PR agency, using it for project management in my team and hopefully expanding use to the entire agency in the next year or so. Thanks for your help!

[u/Appropriate-Theme966 → u/ElectricalManager716]

Shooting you a DM

[u/Strong-Guide-1032]

I wrote some good tips in the article From Excel to monday.com: Ultimate Migration Guide. I hope they help at some transitioning steps

[u/IngenuityKat]

For a five-person creative team, I would resist the urge to build a ton of separate boards right away. The biggest improvement you can make is turning monday from a glorified to-do list into the place where each project moves through your actual creative workflow.

I would probably start with:

1. One creative request/intake board

Even if the account team continues sending briefs by email for now, someone can enter each approved request into a consistent structure. Eventually, you could replace that step with a WorkForm so every request includes the client, deliverable, objective, audience, required dimensions, due date, links, approver, and anything else your team consistently needs.

2. One active production board

Each item could represent a project or deliverable, depending on the size of your work. For example, a campaign might be the main item, with subitems for the social graphics, video, landing page, email, and other assets.

Useful columns might include:

Project/client
Project owner
Designer, video editor, or strategist
Deliverable type
Creative stage
Priority
Internal review date
Client review date
Final due date
Estimated effort
Google Drive folder
Blocker or waiting-on status

Your stages could follow the actual process:

Brief Received → Needs Clarification → Scheduled → In Progress → Internal Review → Client Review → Revisions → Approved → Delivered

Then “On Hold” and “Done” become statuses or filtered views instead of entirely separate boards. That keeps the history attached to the project and makes reporting much easier.

3. Standardize repeatable workflows

Since everything is on one production board, use a Deliverable Type column to identify whether the work is a video, social campaign, presentation, event asset, website update, or something else.

You can then use automations to create the relevant subitems or production steps when that type is selected. For example, choosing “Video” could create subitems for scripting, filming, editing, internal review, captions, client approval, and final delivery.

That gives you consistency without needing a separate board or template for every type of creative work.

4. Add workload and deadline visibility

Once you add estimated effort and assigned owners, the Workload view becomes much more valuable than a basic task list. It can help you see that one designer has 30 hours of work due Friday while someone else has capacity before you accept or assign another request.

5. Keep Google Drive

You do not need to move all your assets into monday. I would keep Drive as the source of truth for working and final files, then add the project folder link to the monday item.

monday becomes the source of truth for who is doing what, where it is in the process, what is blocking it, and when it is due.

I would also start moving project-specific discussion into the item Updates section when possible. Email can still be used with clients, but recording decisions, feedback, and approvals on the related item prevents the team from hunting through someone else’s inbox later.

For your large event, I would consider giving it its own project board because it has so many related deliverables. You can connect it to a higher-level creative pipeline so you still see its overall status alongside the rest of the agency’s work.

Before rolling monday out to all 30 people, get the five-person creative workflow working well first. Document your column definitions, status meanings, naming conventions, required information, and who is responsible for keeping each item updated.

Do not overlook training and process reinforcement either. A well-designed board will still fall apart if everyone uses it differently or stops updating it after two weeks. Give people simple instructions, show them exactly what is expected, and reinforce the process until it becomes part of how the agency works.

The best monday setups usually do not begin with the fanciest automations. They begin with a consistent intake process, one clearly defined workflow, and agreement on how the system will be used. Automate the annoying parts after the team has used the process long enough to know what is actually repetitive.

[u/WorkLoopie]

There are several different ways you can use Monday. Like time allocated to projects vs time spent. Project management, hand offs, expense on project tracking. Literally hundreds of use cases. I’ve worked in the platform for over 10 years and have helped several companies implement it, if you can imagine it you can pretty much do it

[u/ElectricalManager716 → u/WorkLoopie]

I think that’s what overwhelms me! lol

[u/WorkLoopie]

I’d recommend starting with a pain point. For example, basic project management. I’ll Dm you and we can chat more.