There are many elements available to you to facilitate creating a hierarchy of information within the monday.com platform-- from items to boards to workspaces, there's a lot to consider. With so many options, it can be overwhelming trying to decide how to get started. That's why we've created this guide-- to walk you through an example of how a team might structure their account.
For this example, we'll be examining the way that Company X has set up their monday.com account.
Company X has several departments. The Marketing and Design teams have teamed up to get started on monday.com. So, to keep these two departments organized on the platform, they've set up workspaces. Workspaces allow you to keep workflows separate from each other. Marketing maintains one workspace, while Design maintains another.
A workspace can be open or private. It's important to note that private workspaces are only available on the Enterprise plan.
Within each department, folders are being used to contain projects. Folders are only viewable to users who have access to any of the boards within them. For the Design team from Company X, their Website Redesign project warrants a new folder. This keeps the project separate from their other major projects (such as the Department Logos Design project).
Boards & Items
The core of any workflow and the first step to getting your projects on the right track is the board. A board is often a project, but it also can be a way to manage anything you need to manage.
The most straightforward way to use a board is to use it as a place to manage tasks. This is common. If you'd like to use your board to manage tasks, your items would each represent a task.
The Design team, in this case, is using a board to manage its assets for the Website Redesign project. So, each item on the board represents an asset.
Another board the Design team has set up in this folder is the Creative requests board. In this case, the board is used to take incoming creative requests. As such, each item is a request.
Subitems can be used to add a layer to any item, such as adding tasks that need to be completed to finalize an asset or complete a request. Take a look at the example of "Company logo" in the following board:
In order to complete the "Company logo" the team needs to first discuss feedback for the old design, discuss ideas for the new design, and create a survey for the company. These tasks are subitems on their board. Subitems are just an additional layer of organization for your workflow.
While subitems can be used for additional organization, columns are an excellent way to add data to an item. With so many columns to choose from, it's best to think first about what information you need to visualize and then look for a column that serves that purpose. You can review your column choices here.
1. If you're having trouble organizing your account, it's best to start by thinking about how your team is organized within your company. This will give you an idea of how to approach your workspaces.
2. From there, think about how you personally manage a project. Structurally, what levels of organization are in place that need to be tracked?
3. If you find that you're still stuck, reach out to a fellow teammate and ask them how they see the department organized and how they organize a project when it's assigned. It's great to collect different perspectives while setting up your account.