Working at a marketing agency, means juggling many client projects at the same time. Each project will go through many different hands and stages until it reaches its end point, and even then, new projects will probably arise along the way. Making sure that there's one central place, tracking all of these projects and keeping everyone on the same page, is the key to success and productivity!
Why are these boards useful?
Marketing teams need to be able to delegate tasks to designers, communicate constantly with clients, meet deadlines, manage their resources and oversee entire projects from start to finish. As projects come to an end, new ones roll in - this dynamic flow of projects makes the need to have one central hub to manage them even more crucial than ever.
How to build a client's project board in 9 easy steps
monday.com provides the perfect solution to keep track of all this information making sure you’re providing the best possible service to your clients. Check out this 9 step guide to help you get your clients’ projects hub setup on monday.com!
1. Check out this monday.com story that we've created especially for you, and add it directly to your board.
2. Start customizing your board!
We’ve divided up this board based on our different clients, such that each group will represent a different client and the respective projects.
We also have added in an additional group that lies at the top of our board, for all our general internal discussions. While we’ve grouped our board by the different clients, you could group them based on the stage that they’re in, the time period that the project corresponds to or anything else that works for you and your team.
Once you have set up your groups, you can start adding your items. An item on our board will be every project going on for each client.
Adding different columns to our board allows us to manage all the information relevant to the particular project- from the due dates to statuses, to time spent on each project and more. As a marketing agency, you can also keep track of which industries most of your projects fall under, as well as your team mates with the highest workload.
The column center offers more than 20 columns, enabling you to manage any type of information needed to make your project tracking as smooth as possible:
People Column: Every project will have a project lead who oversees the project from start to finish. With the help of a People column, we can simply assign the project to a lead, making it clear who to turn to about that project at every step of the way.
Status Column: Each project has multiple phases/steps until the final product is prepared. By adding a status column and editing the labels, we're able to have this all in one place! We've also customized a status column and the labels to reflect the priority of the project.
Date Column: Projects are filled with dates-review dates, due dates, publishing dates and more. By using the date column[link] you can add in every relevant date and ensure the team is always on time.
Timeline Column: Projects can either be once off or periodic projects that stretch across a period of time. That’s why the Timeline column is perfect to show us the exact time period in which each project falls. We’ll see how this comes to life even more so a little later on.
Numbers Column: We use this column to keep track of the estimated time spent on a project. We’ve gone ahead and customized this even further by adding in an “hours” label, however, you can use this column to add in your currency, %, quantity and more.
Time Tracking Column: In order to measure the actual time spent on each project, we’ve added in a Time Tracking column. You can simply press the timer at the start of every project, and end it at any time. Forgot to do so when working on a project? No worries, you can also manually enter a timestamp!
Tag Column: Tags are ways to organize groups of items across different boards. By tagging the industry that the project is for, the channel type, or any other information, you can link up all the different projects going on across your entire account. You can also have multiple tags per project, so go wild!
3. Add a Timeline View to better visualize all ongoing projects:
Views allow you to see information from your board in another way - always visual and easy to understand. In our case, being able to see overlapping projects is super important to us! So, on our Clients Projects board, we’ve added the Timeline View
From this view, you can see to see all your ongoing projects in relation to one another - in Gantt mode too! You can move project dates around as your schedules change and you can click on the project name itself to get a simple card view with all relevant details.
4. Internally communicate with your team to get things done quicker - and easier!
Collaborating with your teammates requires communication, but who says this needs to be time-consuming and messy?
With the help of the Update Section you can communicate directly with your teammates, in context and in one concentrated, collaborative space. We find this specifically helpful to check in with our teammates, ask questions, add reminders and provide feedback. Check out the checklists option to add in organized lists, making it that much easier to stay on top of our workload!
5. Take your workflow even one step further with Board Automations!
Managing multiple different projects, sticking to different deadlines, being accountable to different clients while still trying to produce top-notch quality at the same time? We feel you! To make your life a little easier, we've added in automations!
Some useful automations we've added to our board are the following:
- We’ve added in an automation, to notify the specific project owner whenever the due date of the project is approaching, and the status is not yet done.
This acts as a reminder, and makes sure all information is updated on our boards at all times - increasing productivity!
- In the second automation we set up, every time the status of the project changes to “Waiting on approval” by any of our teammates, we’ll automatically notify the team lead, Ariel, to review and approve before reaching out to our clients with the finished product.
6. Integrate with your work email to send out automatic emails and keep your clients in the loop!
Want to automate your workflow even further? Through monday.com’s simple integration with your email, you can make sure that your clients are up to speed on the status of their projects and as soon as they status changes to “ready for feedback” or “approval”. Here’s an example of how we’ve utilized this easy email integration to keep communication at the core of our everyday workflow:
7. Gain insights about all your projects using Chart Views to make even more informed decisions later!
Interested in knowing how much of your teammates time is spent on each project? Which teammates have the highest workload or even which months have the most amount of projects? Chart Views can help with that! Chart Views provide breakdowns and analytics to enable your team to make informed decisions.
We love Chart Views specifically to provide insights into our most time-consuming projects. With the help of the Views Filter, we can also break this down to see which of our teammates spends the most time on each project!
8. Interested in what your clients have to say about you? Send out feedback surveys powered by monday.com Forms!
With many team members and clients collaborating on different projects, it’s important to know how satisfied your clients really are by your service and with their final projects. To collect this data in the simplest of ways that takes merely just a couple of minutes to set up, you can use monday.com’s Forms.
The board structure will form the basis of the Form that you’ll be able to send out to external clients with a shareable link. You can also embed Forms into your website to receive new leads from interested clients!
To add the Forms View, click on the blue “Add view” button on the corner and search for Forms. Each column heading on the board will become a question on the Form.
On the form itself, you can customize the background color, add your own logo and select which questions are mandatory to be filled out. You can even choose which board columns should be hidden from the Form, which can be used for internal use only.
Once you’ve customized the Form to suit your needs, you can get the Shareable link to start sending out or embed neatly into your website :)
9. See all your personal tasks due on a weekly basis and stay focused on what's important!
My Week section of the platform gathers all your tasks from across the many boards and pulls them together into one organized, manageable place.
Use the "All Dates" option in the My Week Settings to see all the tasks with dates, or the "Only Deadlines" option merely to see the deadlines coming up. By clicking on the arrows next to the dates, you can scroll through the previous and upcoming weeks' tasks.
Just like that, you're all set and ready to get started using monday.com to track and manage all your Clients’ Projects!
If you have any questions at all, feel free to comment below and we'll be happy to help you!