With so many incoming requests and outgoing assets, managing your Creative workflow can become complicated. To run a smooth and successful operation, it's important to centralize your communication and your exchange of information. This Creative workflow guide will help you utilize monday.com to do just that.
In this guide, we'll go over how to create a board and a form to manage incoming requests, how to keep your asset production organized, and how to navigate larger creative projects.
And this wouldn't be a monday.com guide if we didn't also show you how to boost your productivity along the way. So let's jump in!
Set up your Creative requests board
To start on the path to success, this is the first board you'll need to set up. The Creative requests board will help you to manage all incoming requests for creative assets. Incoming requests will be sorted into the "New requests" group on the board.
A few key features of this board:
- The board is split into different groups to sort the requests based on whether they're New, Approved, or Declined.
- There are multiple Status Columns used to track the Department, the Priority, the Channel, the Platform (if applicable), and the overall Status of the request.
- There's also a Link Column to point your creative team towards some Inspiration!
- And the Brief column is there to give you an idea of exactly what the requester wants.
This board will link to your Digital asset management (DAM) board. We'll go over the DAM board later in this guide. For now, just keep in mind that you will set up a Link to Item Column and a Mirror Column at the end of this board to track the assets created for each request and how close the assets are to completion.
Filter your requests into your board with Forms
The most essential feature on this board is the Form View. Once you've set up your Creative requests board, made to your specifications, add the Form View to begin taking requests. The form you produce can be sent to anyone with a shareable link. Using the shareable link, you can take requests from other internal departments and clients, whether they are members of your monday.com account or not.
You can also use the Form Viewer to review a request in the context of the questions on the form.
Automations are designed to take the manual work out of maintaining the organization of your workflow. No need to drag and drop on this board!
Here are the automations we're using to keep this board in top shape:
When the label in the "Status" column changes to "Approved", the item will be moved to the "Approved" group. Similarly, when the label is changed to "Declined", the item will move to the "Declined" group.
Creating the Digital asset management (DAM) board
Once you've implemented the Creative requests board to take incoming requests, you'll need a board to manage the assets that your team creates. The Digital asset management (DAM) board is the core of this workflow. With the DAM board accessible to your entire team, you'll never wonder about the status of an asset again.
The "1st draft" column lets you know if the 1st draft of the asset is done. The "1st draft file" and "1st draft link" columns provide you with a file or a link to the asset.
The "Iterations with stakeholder" column tells you whether the asset is currently in development using the feedback of stakeholders and in what stage of development it is. You can easily make comments on the version, taking notes on the feedback you receive. Just add a note to your status column label, and check out the updates section for your version history:
The last two columns on this board (visible in the screenshot below) are a Link to Item Column and a Mirror Column. These two columns are an incredibly powerful combination. They allow you to see data from another board while viewing your current board. This means that you won't have to switch back and forth to get the full picture. Even better, when you update the connected data on either board, the data will update everywhere that it's linked.
In this case, the Link to Item Column connects to the Creative requests board. Without leaving the DAM board, this column allows you to reference the asset's initial request. The Mirror column, in this case, tells you exactly who requested the asset.
Manage your team's workload
Let the Workload View help you to manage your team's workload while your team manages the creation of assets. With this view, you'll be able to get a quick picture of how your team's time is being spent and whether they have the capacity to take on more work.
On this board, you can use the following automations to make sure that everyone stays informed about the progress of each asset:
- Three days before the completion date, notify everyone subscribed to the item.
- When the asset is approved, notify everyone subscribed to the item.
Manage a project with the Website homepage redesign board
With this board, you can manage any major creative project by breaking it down into tasks. From prep to kickoff to launch, this board will keep your team on track to deliver the final product.
This board connects to specific digital assets on the DAM board so that your team can easily locate what they need in order to get the job done. This board will also link back to the DAM board with a Link to Item Column and Mirror Column (seen below).
Get a bird's-eye view with the Files View
The Files View allows you to view all of the project's related files in one place. You can use this view to get an overarching picture of what your project looks like.
Stay up-to-date on task deadlines until your project goes live! The automation set up on this board will notify item subscribers three days before the task is due:
Gain insights about your data using Views and Dashboards
Now that you have the basis of your workflow set up, you may want to analyze your data to gain insights. To meet this need, monday.com created Board Views and Dashboards.
There are many different Board Views, but the Chart View is a great place to start. What better way to break down and prioritize requests than to view your board according to priority? On your creative requests board, you can use a pie chart and the "Priority" column to survey the urgency of your requests.
If you want to gain greater insight, Dashboards are an excellent way to display data across multiple boards in one place. You can customize your dashboard using widgets. Here are a few examples:
- The Battery Widget can show you the overall status of your Creative projects.
- The Numbers Widget can help you to gauge just how much time your team is spending exceeding the estimated time required for a task. That way your team can adjust and make better use of their time!
- If you have multiple team members on multiple projects, the Workload Widget can give you an overview of how your team's time is being spent across projects.
- Incoming requests are managed by the Creative requests board.
- All creative assets are managed on the Digital Asset Management (DAM) board.
- The DAM board is the core of this workflow.
- The DAM board and the Creative requests board are connected with the Link to Item Column.
- An example of how to manage a major project can be seen on the Website homepage redesign board.
- The Website homepage redesign board links back to the DAM board with the Link to Item Column as well.
You're ready to build your Creative workflow!
If you have any questions, please don't hesitate to reach out to our customer success team at [email protected]. We're here for you 24/7. :)