Running a successful business requires lots of teams and departments collaborating with one another, communicating smoothly and working efficiently.
Monday.com is a great way to manage work requests, where you have teams serving requests of other teams in your organization. The versatility and flexibility of the platform makes it applicable to so many different workflows.
What is it about exactly?
Just a few use cases of where this can be handy is for Operations teams who are constantly receiving requests for office supplies and booking conference rooms, IT managing all their IT requests and maintenance, HR and managers juggling vacation requests, as well as Design teams receiving requests from the marketing teams, sales teams and other teams to prepare content for different purposes.
Why is it useful?
Having one hub to manage all these requests, will allow all teams to streamline this process, allow for transparent communication between all stakeholders, and of course, get more done- quicker! 😎
This article will focus on creative requests used by design teams, marketing teams as well as sales and customer facing teams.
Create your board
To get started, go ahead and create your board. This board will allow you to keep track of all your requests as well as be used to send out to all those interested in putting in requests.
To make sure the board serves the creative team’s process management, you can customize Status columns to reflect the different phases, you can add in a link column to link to other resources, and date columns to reflect due dates or other important dates. To check out all other useful columns, see here.
Once you’ve created the basis of the board, including all your columns, you can transform your board into a form to send out to everyone to start putting in requests.
Turn your board into a shareable form
With one simple click, your board will become a Shareable form, to enable your teams to gather requests across your entire company and even receive external requests. They’ll then be able to track and manage these from one collaborative place.
- Create your form
To add a form view, click on the arrow next to the button "main table" located on the top left of your board. Click on "more views" as below:
This will open the views center. Select "Forms" and click on "add to board".
In the form, each column on the board, will become a question on the form. Don’t need certain questions to be viewed and filled out by requesters? Simply restrict that view and use for internal use only.
- Customize it
You can also customize your logo, change the color and mark certain questions as mandatory ensuring no more chasing after other teams to get things done!
With each new request added through the form, a new item will be created on your board.
Automate workflows to save you time!
Once a new request has been added in, you can automatically assign the team lead to start working on them or to distribute requests accordingly to the team. This will be great to make sure your on top of all new requests, without needing to keep checking the board.
You can also create reminder automations, based on deadlines and due dates to make sure you’re never late again. Again, no need to have manual reminders as this will all the automated for you!
To add in an automation, go to the automation icon on the top of your board, then choose the automation you’d like to add in the board.
To learn more about all available automations, see here
Communicate updates simply using integrations
Partnering our board with integrations, we can make sure to have really transparent communication with any external parties that have put in requests and need to be updated. Through our integrations such as Gmail, we can make sure our requesters know the status of their requests, who's responsible for it, as well as any other updates.
To add in an integration, go to the integration icon on the top of your board, then choose the integration you’d like to add in the board.
Much like the automations, you can pick the integration recipe that fits your workflow, and customize it. Here’s an integration recipe that will notify the requester via email, whenever the status changes to Done or any other relevant status.
Keep in mind, you’ll have to have a column with the email address for this to work. Not only will this allow all requesters to feel confident in knowing where their project stands, but will also allow your team to not be badgered for updates.
To learn more about all available integrations, see here.
Use board filters to narrow down all the info
With all this information available on your board, you’ll probably want to filter down the information to see who on the team has the capacity to handle a new request, which requests were most urgent, which requests have been completed as opposed to those still being worked on.
You can also have more than one filter on, to allow for even more in-depth analysis. This can all be done using the basic and advanced board filters:
Link up your requests board to your tasks board to manage your workload better!
While the requests boards allows your team to manage all new requests coming in for the team, each team member might have their own boards that they work off to manage their individual processes and projects through to completion. Being able to link up these boards will allow for transparency and accountability.
To do so, you can use the Link to item column and then link each task from your individual board to the corresponding project in the requests board.
By opening up the link from the personal task’s board, a pulse card will appear showing all details from the linked board, allowing you to navigate between the boards to make changes and updates with ease.
Use Chart Views for reporting of your work requests
You can add Chart Views to your boards for a visual representation of your data.This is helpful when you’re looking to understand trends in your work requests, for managing your team members workload, or for understanding the types of requests received.
This can be done in a similar way to adding the Form View, but rather selecting Chart.
There you have it - managing work requests using monday.com! 🎉
For any questions at all, feel free to comment here or reach out to [email protected]