Expert Guide: How to Manage Projects Like a Pro in monday.com

This is exactly how to manage projects like an expert inside of monday.com. So, if you want to save yourself hours of

frustration, this video is for you. By the way, if you'd like us to help you set up monday.com for your business,

check out the link below. So, as you can see here, I'm inside of our monday.com system. Now, this is just a demo system,

but the principles apply. So, if you want to manage projects and you need to have a scalable solution, and I'll come

on to what that means in the moment, then this is the best way to do it. So the first thing that we're going to want

to do, so press the blue button in the top lefthand corner here and we want to go ahead and create a new board. Now

this board is going to be called projects. Okay, so you can call your boards whatever you like. The next thing

we need to define is our privacy options. So do we want this board to be accessible to everyone or only people

that we choose to invite or are we going to share this board outside of the organization? So to people that are not

users on your system. So you've got those options there. And then we just need to select what we're managing in

this board. Now this doesn't matter that much. It's just a terminology thing, but all you would do is select projects for

this example here and just press create board. So now our board is going to load and this is where we're going to manage

all of our projects within monday.com. Okay, so at the moment it looks very very simple. So first and foremost, I

would walk through what are the different stages of a project. So for example, we're going to use this

grouping functionality up the top here and we can change the names of these different groups. So, we're going to

have new projects, and these are projects that have just come from, I guess, sales onto our pipeline. We're

then going to have active projects, and this can be in whatever color you choose as well. You can notice here that

I'm changing colors. So, I might put this in a nice blue. And then we've got another group. So, add another group.

And then we're going to have completed projects. And hit enter. And again, we could go

ahead change the color to a nice green. And then finally, we might have canceled or postponed projects because that, as

I'm sure you know, does happen, postponed projects. And hit enter. So that typically, and I'm just going to

make this red, but that typically is kind of the very standardized project process. Okay, project process. So it

goes new to active, completed, and then can or completed and or cancelled. Okay, now you can have whatever you want. It's

entirely up to you, but just think what are the different steps of a project and try not to get too granular at this

stage. Maybe just apply this first. Watch how we manage projects within monday.com and then you can revert back

and make some changes. So the next natural thing that we want to do is make sure that our status column which is

automatically populated when we create a new board actually matches the different grouping options. So we click into our

status and we want to go ahead and edit our labels. Okay, so our default label is going to be new because by default

every new every project that's created is going to be new, right? We've then got active projects and then we're going

to have completed completed. And then we'll just use the red up here to be cancelled slashponed. Oh,

cancelled slash postponed. Hit enter. And then we can just reposition accordingly. It's

really easy to do. And then I'm just going to change the color to a blue here. There we go. So we got new,

active, completed, and or cancelled. Right? And then we can go ahead and apply that label. And then what I'll do

is just hide the column summary. Okay. So then we have this date column. So what I would traditionally do, and this

is a recommendation that I would just follow along with um from this is something that I've been doing for the

years and years and years I've been setting up monday.com is we want to be able to log the date in which this

project was created in your system. So we're going to create we're going to just change the name of the date column

to date created. And then the other thing that we want to do is press the plus button on the right hand side and

we want to create a new date column and this is going to be date completed. Okay. So now we've got a date created

and a date completed. just press a three dotted button and hide the column summary. You'll notice you get this

summary thing down the bottom. I don't really like it that much. And then the next thing that we can look to do is add

a formula column. And this will allow us to work out the difference between the date created and the date completed.

Now, the reason we want to do that is we want to know the average amount of time in which an a project is live and how

long it takes in days between the data is created to the date in which it is completed or date closed. Okay. So,

we're going to go ahead and click into the formula column, go to AI assistant, and just say, give me the difference

between date created and date completed, and just hit enter. And this should work. The AI assistant's

pretty good. Just press insert here. And this will give you the difference between date created and date completed.

I call this TTC, so time to close. Again, I'm just going to hide the column summary. And then in this instance, I'm

going to restrict the column editing. And I would do the same for both date completed and date created as well. So

if we just restrict the column editing here. So now if I go ahead and press let's say the 19th, you can see that

there's 10 days difference. Um and that would give me an average. So if I say this one was the 11th and then this one

went to the 18th, that's seven. So what's the average of this? We can then report on this information which gets

quite exciting and interesting. So now we've got really basic stuff set up. We need to automate. So if we go to

automate in the top right hand corner here and we go to manage and then create automation. The first thing that we want

to do is automate the different stages. So when status changes to X, move it to group Y. So I'll run through that first.

So when status status changes to new, then move item to group new. So obviously we created um don't know

what's happened there. Move item to group new projects. There we go. Um so obviously we created the groups, we

created the status options, but we need to set up the automation so they map accordingly. So when status changes to

active, move item to group active and create automation. And then we're going to go and do the same. So when status

status changes to completed, move item to group completed. Now just one thing to note here, we also want to press add

another action and we want to set the date the date column as completed. Okay, so date completed is set to today. So,

we're saying when the status changes to completed, then we move item to the group completed and we set the date

completed to today and press create automation. Monday's been a bit buggy this morning for whatever reason. It

says move item to group, move item to group. I'm hoping this is going to work. Um, it's very, very odd. And then

finally, when status changes to canceled/poned, then we want to move item to its

respective group. So, move item to group cancel/poned. And then the other thing that we would want to do here is set the

date and again set the date to date completed. Okay, you don't have to, but it is a recommendation. The reason we

have the groupings is so we can report and delineate between the ones that are completed and the ones that canled or

postponed or whatever. So now we've got our status automation set up. The only other thing that we need to do is go

create automation that we want to say as the trigger when the item is created. Then we set the date and the date being

the date created to today. Okay, so we're just saying when a new item is created on the board then it

automatically populates a date created column. So let's just have a look see what this looks like. So example project

hit enter um you can see that the date created will automatically populate. Now if I then change the status to completed

you can move see that it should automatically move to the group completed and set date completed to

today. Thus giving us the time to close which is zero days because we got the project done instantly if only. Right?

So hopefully that makes sense. Now, the more interesting stuff that we need to review is obviously managing the data we

track on a project. So, if we press the plus button, there's going to be a few different things that we have and we can

use this columns function on here. So, we've got status columns, we've got a priority, so we could prioritize the

status or so we could prioritize the projects. So, if I just hide the column summary, you can see we've got critical,

high, medium, low. Um, additionally, we've got other columns. So, we can have a label. So label is identical more or

less to both a status and a priority, but you would label a project a type. So let's say we've got project type and you

have different types of projects. Okay, so project type and then within here we can click in and say we say expensive

service, uh cheap, nothing's cheap service. Um and then you get the idea, right? So now

I can delineate between our project types. So I've got a an expensive service. I've also got cheap service. I

can see which projects are on those different services or service packages. So this would be project two and this

would be let's say project three. Hit enter. And then what I'll do is I'll just delete these additional

ones just so it's super clear. And then we can reposition the columns wherever we want. So we can put them wherever.

And then we've pressed the plus button again. Go to more columns and we can look through additional things. So we've

already got a person column. So that means we can assign someone to a particular project. Um, but you can add

multiple. What often I'll see is we'll have a uh an owner. So, this is the person that's responsible for delivering

this project. So, let's say it's myself and then we've got a manager. So, let's say Alex is the manager of this

particular project. Nick is responsible for delivering it, but obviously Alex is the line manager or something like that.

So, you can have multiple people columns on a project. Um, we've got a Monday doc. This is you can test this. It's

like creating like a Google doc, but it's not a Google doc. It's a Monday doc within monday.com. Not something I would

personally use, but you're more than welcome to. We've then got a numbers column. So, we can add a numbers column

here, reposition this, and this could be, for instance, project revenue, and then we can track the amount of revenue

we're generating by project. We can press the three dotted button, go to settings, and customize the numbers

column to select our unit. So, if you're working in the dollar, the euro, the pound, or another currency, you can

easily add that. Um then we can just hide the column summary down the bottom. So let's say this one as it's our

expensive project is 10,000 and our cheap service is 2500. Now what we can then do is add another numbers column

and we can do project cost. Now this is very rudimentary. Just bear that in mind. You can get really sophisticated

with managing project cost associated with hours by the employee. Again not going to cover that in this video but it

is possible. So you've got project cost. I'm just going to assume here that you total up your cost and just uh

essentially just put it in. So, I put this in the pound, hide the column summary, and then let's say that the

cost of this project thus far has been 3,000. Then the cost of this one has been 7501 1750. There we go. And then

what we can do is add a formula column like we did exactly the same for our dates, but instead what we can do is we

can work out the difference between project revenue and project cost, thus giving us a project profit. So we click

in go to AI assistant. Same instruction. Give me the difference between project revenue and project cost. Hit enter. Um

and then it should give us the right formula. Again this is really really easy stuff like that's not complicated

but it just makes it allows me to be lazy and as a consequence you can be lazy as well. Um so if we click down the

bottom here just make sure that we assign a unit. This is the only way to do it. And then just hide the column

summary. And then just put project profit profit. Hit enter. And then you can also restrict the uh column editing

if you don't want other people to interfere with your formula, which is just a general recommendation. Um so if

we press the plus button again. So we see what other columns we have. We've got a timeline column, which is

obviously really important. So if we want to assign a timeline for each of our projects, we can do. So let's say

that this one is spanning between this date and this date. Now, that's important to note. The difference

between a timeline and a date column is a date column can only be set to one day. So, let's say the 12th or the 18th.

Like here, we've got the 9th and the 19th. Whereas a timeline can span over a series of days. And that's where it gets

really useful for Gant views, which I'll come on to in a moment. You can see here we've got 12th to the 2nd to the 12th

and then let's say that this one is the 9th to the 17th as an example. So, you can see we're exactly where we are for

each of our projects, the timeline of those. and then I'll come on to what a GAN view looks like very shortly. So

again, pressing more columns just so you get an idea of what's possible. We've got a text and a long text column. So

this could be, let's say, project description. If I just write in here, um, project description.

Description. Oh dear, spelling not good. Description. There we go. And I'll just reposition

this at the very end here. Uh, just outside of Project Profit. Now, the nice thing about this is, let's say you're

using a CRM system. when the status of the deal inside of your CRM system closes as one can automatically create a

new project record inside of your monday.com system and then the project description can be pulled over from the

CRM over to here. So it just helps with the transfer of information from one department to another especially if

you're a larger organization. So if we press plus button again I'm just going to go through everything else that there

is to note. I'm going to come on to connect boards and mirror column shortly. You've got a checkbox a link

item IDs you can add a phone a location. Um, so obviously like literally a phone number, a location. If your projects are

on site, you can have a location. Um, so let's say I'll add this here and let's just say Mayfair,

London. And then quite a cool thing you can do. Um, it's quite a weird idea that projects would have a location in my

world. Um, obviously everything is remote these days, but you can add a map view. So if I add a map up here, and

then I can dock this widget, and then it will show me where all of my projects are on a map. So that's quite handy. uh

if if that interests you at all. Um if we go back to the plus button, another thing that's probably worth mentioning

is the files column. So you can have files uploaded to your project. Now you've got a couple of options. You got

option one, you can directly upload them to monday.com, which quite frankly is not something I would recommend doing.

However, what you can do and what I would recommend doing is linking from your file management system. So, if

you've got Google Drive, Dropbox, Box, One Drive, SharePoint, or literally just a link, then you can link it. And then,

let's say you've got a project folder, you link the project folder in your Google Drive, and then I can literally

just click onto it, and it will take me to the folder in another tab. Uh, the reason I don't recommend uploading files

into monday.com is it becomes an absolute nightmare to keep track of what's going on. Um, and keep your files

where they belong, right, for sure. Otherwise, it it's just, yeah, not worth doing. I've seen uh businesses become a

right mess when they've tried to use mandator for file management. Um, and what you can also do if you want to get

really sophisticated is you can automatically create project folders when a new project is won from the CRM

system, then automatically link it inside a monday.com on your files thing here. So, that's quite cool. Um,

obviously bit more sophisticated. I'm not going to cover that in this video. Um, and then we got some other stuff.

Tags, voting, creation log, last updated, auto number, progress tracking. not stuff that I'm overly fussed about.

You've got a button and dependencies. Dependencies I might come on to in a moment um when we're managing tasks. But

one thing that probably is worth noting is the drop-own column. Now the dropown is different from the status column

because you can have multiple selections. So you see here we've got project type, expensive service or cheap

service and then we've got option one, option two. The difference being that on the drop down you can have multiple

selections whereas on the status column you can only select between one or the other. So if there is for any reason a

need to have multiple things selected then you can and do have that option available to you. Um I'm just going to

delete this as I don't need it. Uh just press delete. Pressing the plus button. Just checking that there's nothing else

I'm missing on here. I think it's pertinent for me to just go over all of this. Um week formula columns we've

already covered. country, color picker, time tracking. Time tracking I probably wouldn't use. It's a means of pressing

play and then pause and then it logs the time. Um, I wouldn't go into that if I was you. It's not great. Um, you got

hours and then obviously email address as well. So, if you want to manage, let's say your point of contact. So, you

could add email, you could add phone, and then you could have a text column which is name. And then this is your

external PC. So you've got email, phone, um PC name, then it's very easy for you to see who you're dealing with

externally. So if it's for a client, obviously you can see the person you're dealing with, their email and their

phone for that particular project should you ever need it. So hopefully that makes sense. Um I know we've covered a

lot so far on just projects. Um now the next thing I want to show you is the gant view. Okay, so you can create a

gant view. Um and this is going to be of your timeline column. Um, so if I just click into this and dock this widget. So

this will map over your timeline. As you can see here, you need to make sure that you've selected your timeline column.

And then you can group by. So if you want to group by the like the owner for example, so who's assigned to what, the

manager, you could also group by, let's say the status of that particular project, you can then label it by

something. So if you want the name of the project, project two, project three, and then color by, for example, let's

say the priority. Um, so if I were to take that example and we set this priority to critical and this to medium,

you can see how that then reflects on your GMP view. Again, if you wanted to color by the owner, you can do or if you

wanted to color by something else. So, you've got these different options here. You've got some visual settings to show

the group summary, the today indication, you can show weekends or hide weekends. Um, and you can also show a color legend

down the bottom here. And then you've got critical path. So, this shows you all of the tasks um that are dependent

on one another. But this is more focused on dependency column which I'll cover later on in this video. And then we got

the fiscal year. So when your uh start month and start year is for your financial year. And then you have

baselines. So this is how your projects have moved over time. So if you can take a snapshot and this will capture the

status of your projects at that specific moment in time. And then if any of them move, you'll be able to refer back to

your snapshot and see how they've moved. Yeah. Interesting. Yeah. Very interesting. Whether you choose to use

it or not, entirely up to you. So then you've got groups. So you can see all of your items in your new, your active,

completed, and then canceled or postponed. So if you don't want, let's say, your completed projects or your

canceled projects to show up on your GMP view, then you can just unselect them. So that means that any items in that

particular group will not show whereas these will. Okay, so hopefully I've covered a decent amount here. The only

final thing that I think probably worth mentioning is the camb view. So cambban view is like the different stages. You

got new to active to completed and you can drag and drop accordingly. Um and it's really easy to do just some basic

configuration up the top here. Firstly, you need to select what the camb view status column is. So you got different

project types that wouldn't be applicable. Priority might be applicable and then obviously status is the actual

process. So I think that makes the most sense. You can divide it by as well the different groupings that wouldn't make

sense as the status column and the groups are identical. Whereas you can show and hide the battery and show the

new camb view which is the one we're on at the moment and I'd recommend it. And then we can drag and drop the different

columns that we want to see on our canban view. Um, we can show the column names, which is the name. I think

they're pretty obvious for the most part. But again, mess around with this. It's entirely up to you. So now we have

all our projects tracked on one board. And this is just the beginning unfortunately because what I see and

have seen a lot of businesses do is they try to track their projects by board. So they have a project per board and this

is a disaster as you begin to scale. If you got let's say five projects, yeah, that's fine. So you have one project,

the the board would be called the project, which is what we created. Um and then they would have all of the

tasks for that project sat in that board. But it is a nightmare. It is an absolute disaster to manage long-term.

And so many businesses have had to reverse what they've built in order to scale, integrate with things, blah blah

blah blah blah. So, fortunately, you've watched so far into this video. Um, and I'm going to show you how to avoid all

of that. So, what we need to do is press the plus button, and we need to create a new board. And this board is going to be

called tasks. Okay. So, again, select your privacy options, entirely up to you. And then your naming convention for

this is just going to be tasks. And hit create board. Now, as I'm sure you know, every single project has a series or

probably typically an endless list of tasks that need to be done for that particular project. Now I'm going to

show you how to manage those tasks very very easily in accordance with those different projects. So the first thing

that we're going to do is we're going to set up the different groupings for our task management. So we're going to have

todo and there these are the tasks that need to be done. They have not been started yet. And then we might have

doing and then we would have let's say this is in blue again. And then we've got completed tasks.

And these are just our different stages of a task. And you're more than welcome to adjust this as you see fit. Um, so we

got todo tasks doing tasks completed tasks tasks. And then we need just need to make sure that the status column

reflects. So todo and then add new label doing. And then another one for done or completed. Yeah. Um, really that simple.

I'll delete this red one up the top here. Change the color to match the blue. Uh, where is it? That would do

there. And then we're going to do exactly the same thing with the date columns as well. So we've got date

created. We're going to have another date column which is going to be our date completed, date completed, and then

again we'll have a formula which will give us the difference not button. Oh dear. Oh no. Uh formula column um AI

assistant give me the difference between date created and date completed. Hit enter. Um and this will again do the

same thing. So the difference between the two set formula I'm going to call this TTC and then we will hide column

summary restrict column editing hide column summary restrict column editing. Now you might be wondering why exactly

are we doing this again um the reason being is because then we can work out the average amount of time it takes to

complete a task. Um and then we can see the average amount of time it takes to complete a task by person. Uh and then

we can start calling people out in the nicest way possible. So if one particular person within your

organization is taking longer on average to complete tasks than others, then that is quite a good indicator of a few

things. So worth noting or worth having available or just getting an average of how much time, effort, energy needs to

go into said tasks. So now we've done all that, we just need to go through the automations again. So automate top right

hand corner. I'm going to zip through this. So we go create automation. When status changes to to-do, move item to

group to-do. create automation. Um when status changes to status changes to doing, move item to group doing,

create automation. And then finally, when status, not finally actually when status changes to completed, move item

to group completed. And then we also just need to make sure that we set the date completed to today as well. So then

set date completed to today. And then finally, we just need to do the create automation for when an item is created,

we set the date that the item was created, date created to today, and hit enter. And then then we're good. Right?

So now we have todo doing tasks, completed tasks. Now the next thing we need to take into consideration is the

data points that we need to track for a particular task. So we've already got some pretty basic information. So this

is let's say the task name. So this is task name number one. Um, and then I'll add this task

name number two. Hit enter. Um, and then we press the plus button and we just work through other stuff that we might

need. So priority is obviously a good one. So what's the priority of this particular task? We can just hide the

column summary. We've already been through that. Um, we've then got a label. So this might be for instance

task type. So we might have different task types for a project. So we might have financial, we might have marketing

related. We Let's just go through that. financial um I'm just making this up but hopefully you get the idea is within a

project you'll have tasks and each and there will be tasks that are different types of tasks and it might be useful

for you to filter between a particular type of task for all of your projects. Um that was a mouthful but hopefully you

get the idea. So we've got task type. Um just trying to think of other stuff again we've got the people stuff. So

we've got owner and then we might have a manager that might not be as necessary. Um we've got a numbers column. Now, if

you want to get bit more sophisticated with cost, you could have the cost on the task level that then rolls up to the

project level, but I'm not going to go through that in this video. But one thing we probably will want to have is a

timeline column. So, we're going to use the timeline. We'll move this across here. We'll hide the column summary. But

one thing we do want to make sure we do is press the three dotted button and set this timeline as a deadline. So this is

saying that it when the date is set that this particular task is due for then we're connecting the status to mark what

the status of the task is and then the person that would be responsible. So we press connect columns and now you can

see that when you set this let's say you got that and then this one is still open. You can see how that works. If I

then change the status marks it is completed um and puts a line through it. So that's quite helpful and useful for

the my work functionality within Monday. Uh more columns we got uh long text. So, let's say we've got a task description.

Um, description, spelling, not good description. There we go. Um, what else? Um, come on to that

in a moment. We got links, world clock, phone, location, files. We're already managing files on the project level, so

we'll just pull that through. I'll show you how we're going to do that in a moment. Um, and there's not really much

else. The only other thing that you might have is dependencies. So, you might have one task that's dependent on

another task. Um, now if you do choose to use a dependency column, which I've just created, you've got different

modes. So flexible is as the GIF shows. So if you drag and reposition one, it doesn't affect the others until it

impacts their time here. Okay? And then it pushes it across. Whereas if you press strict, that means if you move

one, it moves all of them. And if there's no action, that means you can push one task further along and it

doesn't affect the other tasks at all. It's entirely up to you. I would probably go with the flexible one. Um,

and just press save. And then what we can do is we can say that let's say we've got task name number one is

dependent on task name number two. So we can say that task name number two is dependent on task number one. And then

if we were to create another GAN view, we would see that mapping and how it would flow. Cool. So hopefully that

makes sense. Again, I'll show you what the GAN view looks like in a moment's time. If we press the plus button and

just looking at other stuff at the moment, um, we've got tags, ratings, creation, log. Yeah, not much else. It's

got the formula column, country, time tracking. Again, not much else that I really want to cover here. So, hopefully

you can see now how you'd easily just manage the tasks. But the key thing here is connecting our tasks to our project.

And the way we're going to do that is using a connection column. So, we're going to press or search connect boards.

And then this will allow us to connect a task to a project. So, you can see here I've got my connect boards and then it

shows me all of my different boards. Now, if you've just started using monday.com, the likelihood is you're

only going to have one board and that is going to be the projects board you just created earlier on. So, we want to

connect to our projects board. Before we get excited and press connect boards, just make sure you press create a

two-way connection and then connect boards. So, now it's going to show us and just change the vernacular to

project singular as opposed to plural. Reposition this wherever you like. And then what we'll do is we'll head over to

our project board and then we'll be able to scroll across and see all of our tasks associated with this particular

project. So, if I move this back over here, it will show me all of the tasks for project two. So if I click into this

and go to let's say this task is for project two as is this one here project two and then we've got our projects

board we can see both of the tasks associated with that particular project. Now that's all well and good but if we

want to then take this a step further what we can do is press uh and add a new column. So you can do so by pressing the

plus button on the far right hand side or just the three dotted button um and then go add column to the right and we

want to create a mirror column and then connect the mirror column to our tasks column and then we want to mirror over

the status of all of the tasks associated with this particular project. So I've now got task status. So this

shows me all of the tasks associated with this particular project and the different statuses of those different

tasks. Okay. So if I you can see here that these are both for project two. If I change this to do I'll drag this down

to here. And then what I'll do is I'll add this one up the top and also connect this to project two. You can see here

now that I've got three tasks in total associated with this particular project. And I can see the status of all of them.

I can also click in. I can also get information about this particular task, who it's assigned to, what's going wrong

blah blah blah blah blah. This is how you scale project management within monday.com. And so many people get it

wrong and then they end up having to well often people just don't fix it and they suffer as a consequence. No

integrations blah blah blah blah. This is the most scalable way of doing it within Monday in my opinion in my opin

having done this for five six seven years whatever it is. This is the most scalable way. So now you've got that I

you've got these different projects. Projects connect to tasks. Now the next thing that's probably quite interesting

for you to know is when a new project is created, we can automatically create tasks on the taskboard that

automatically connect back to the project. So we can go to automate in the top right hand corner. Press create

automation. And then the automation could be something like when item created. The reason I I I was unsure

there is because we could do when status changes like when the project status changes to active. But let's just say

when an item is created, then create item in board and connect board. So, we're looking for this option here. So,

we're going to create an item in the board tasks. Um, there we go. And then create the item. And then this could be,

let's say, get rid of all of this information, by the way. So, scrap all of this. This is trying to pull

information from the uh project over to the task. But let's just say this is example task number one. Um, and then

we'll get rid of all of this as well. And just press done. And then we connect the projects with the column tasks. And

that's our first task that would be created on the tasks board and automatically connect back to the

project when a new project is created. Now you can just keep doing this forever, right? So create item in board

and connect board. So let's just say again tasks um and then create item be example item number two.

Item number two. And then get rid of this status timeline prior. There we go. Priority. Now, one thing you might

notice here is you have task type. So, we defined task types earlier. And I think what we can do is we can write in

the task type and then it would automatically populate. Just make sure there's an exact match between what

you've written and what the status option or the label is on that particular status. So, I'll just press

done and then go to boards projects with tasks create automation. Now, you can go crazy with this, and I appreciate it's

probably going to take a long time to set up, but once it's done, it's done. Now, one other thing you can do um that

I didn't mention is you can add a filter. So, you can say when an item is created, and then add a filter and only

if the status, and in this instance, often it's and only if the project type is equal to expensive service, then

create these tasks. Whereas if it was cheap service, you would have maybe a slight variation on the tasks that are

created because it's a different service altogether. So those are your options. Um what I'm going to do now is I'm going

to go ahead and create this example project. That should then automatically create two new tasks on the tasks board.

Connect those tasks back to our project board. As you can see here, they've both been done. Now I can go to my tasks

board. I can see that those two have been created. That one has even pulled over the finance. I got it wrong.

Finance and financial. Well, well, they're not the end of the world, but you get the idea, right? Um, the only

stuff you can't do is automatically set timelines, things like that, but it's not the end of the world. Also, you

can't set dependencies. Uh, again, not the end of the world, just something to consider. Well, there are ways of doing

it. You just have to be slightly more creative, but that's not something I want to be covering in this video today.

But then what I can do is, let's say this one's done do or doing, and then this one's still active. um and we'll be

able to easily manage that. Okay. Now, this task board is highly likely to become crazy over time. There's going to

be enormous amounts of information and different tasks for different projects on this one board. Um and a lot of

people might find that overwhelming. So, what you're very easily able to do is use a filter functionality at the top.

Now, I would suggest just using the arrow on the right hand side here. And what we can do is filter by project. So

we can say where project is equal to example project then it will only show me the tasks for that particular

project. Now if you want to take that a step further you can add additional filter functionality and you say and

only where status is not equal to let's say done or completed. So now it's going to show me all of those tasks for that

particular project that are not completed. Now this one has just vanished because it's been marked as

completed right. Um so you can do stuff like that. You can then just save that as a new view. So this is let's say

example project view. Now, if you want to do this or not, you can do this is less scalable over time. Um, and you'll

have to obviously update them and delete them and things like that. Um, but again, if you want to, you can do. Now,

another thing that is quite interesting is you can group by. So, if we've got, let's say, financial, marketing,

marketing, I don't know, finance, whatever. Got that wrong. You can then group by the task type. So, now it's

going to show me different groups and each of those financial, marketing, and finance. So, there's different ways of

manipulating the data. Again, I could do exactly the same for the different priority options. So, if I wanted to

group by uh I'm just going to add that one load the priority of my tasks, then I can do and then I can also filter. So,

I can group by that and then filter by a project is equal to example project number two. So, it's grouping by my

tasks. Uh so, it's grouping by the priority and also only showing the tasks for a particular project. So, you can

see how infinitely scalable this then becomes. All right. Now, the next thing that I want to just walk you through is

sub items. So, within a task, you often have a series of sub items that are needed to be completed for that

particular task. So, it's like tasks of a task, right? So, you have this available inside of monday.com. You can

hover over the gray arrow just on the left hand side here. And then these can be your subtasks. Example, example.

Subtask number one. Hit enter. and you can see who's responsible, the status, and then the date column. Um, again, you

can just change this to a due date. Press a three dotted button, and then set that as a deadline as well, and then

set that as the owner. Um, and again, you can go crazy with the columns, so I'm not going to go into too much detail

on that. You can even have even the date created, date completed, and time to complete for sub items as well. But one

thing that I think is pertinent to note is if we've got a default label as todo and then doing uh exactly the same as we

do on the task level. So let's just say done or whatever it is completed, right? Completed. Then I'll just delete the red

one. What we can do is we can mirror upwards. Okay. So I'll show you what that means in a moment. So I'm just

going to copy this, press paste, and then change that to number two. You can see here that I've now got two sub items

associated with this particular item. If I close this down, I wouldn't know the status of those sub items. But what I

can do is press the three dotted button and show the summary on the parent item. And this will show me the status of

those particular sub items. So now if I'm scrolling along and I've got that all closed, I can see that, oh, we've

got one that's being done and one's completed. If I then go into this and change this to to-do, you can see how

this then reflects. But we can actually take this a step further as well. We can go to our projects board and we can

filter or mirror upwards again. So we can add a column to the right the sub item status for all of the tasks

associated with that particular project. So we got tasks and then we got sub item status and then this is going to show me

the sub item status for all of the tasks for that project. So if I click into this and then let's say I click into

this one change the status to completed you can see now if I go back to my tasks here you can see that that's updated

accordingly. Okay so that is available. So I'd call that sub item status. Now again I think that's pretty helpful

information to know. So if we then head back to our tasks board, what we can do also is mirror data over from our

projects to our tasks. So a great example of where this would be useful is if we mirror over, let's say from our

project, we mirror over the files. So this will show us our project files. So we've then got pro files or project

files. So now as opposed to having to go to the project board to get to the files link, I then I then have it available

immediately. So again, it's just sharing of data, making things a lot easier, making things a lot easier, and as a

consequence, infinitely more scalable than most other options. Now, you can use the dependencies for sub items as

well. Um, but I'm just going to show you what dependencies look like on a um parent item. So just on a general task,

you can mess around with this. I'm not going to go into too much detail. So again, we would create a GM view, three

dotted button, just dock this widget, and I'm going to go to uh the cog. And then we just want the timeline on the

task level. We're going to group by, I don't know, let's say status. Um, label by

uh we'll label by the name. And then we will color by the project. Let's color by the project. I don't know. Um, but

what I'm trying to get across here is, as you can see, not many of these have dates. But if we go and just give them

some dates. There we go. And then we'll give this one some dates as well. So let's say there, there. And then I'll

make let's say I'm going to put this in order just so I don't get confused. So we got task name number one is dependent

on task no. So task name number two dependent on task name number one. Example item number two is um dependent

on task name number two. There we go. So you can see how that's kind of in order. It does get a little bit complicated.

But then what we can see is if we go auto fit we can see how the lines are connected to one another. So if we want

to show or hide the critical path we can do. you can see the critical path for that particular project or if we're

grouping by the different projects for example they're then on they're associated with different projects so it

doesn't make as much sense um but you get the idea if I then move this one across it bumps it we're on the flexible

version at the moment um but again play around with this mess around with it test it can't really get it wrong it's

monday.com can't really break it that much and then that is pretty much all there is to know about the absolute

basics of project management within monday.com now this is literally just the beginning um hopefully here gives

you a good start at least. So creating new projects is really easy. You can do it manually or you can have it all

integrated. You can then have your automatic tasks populate when a new project is created. And then you can of

course also just manually add tasks. So let's say I just got off a call with a client and I've got a series of things

that I need to do. I can assign them to myself. I can then say let's say this is doing. I then make sure I need to

connect that to that particular project. So I have done there example project. I can then set a timeline if I want to.

So, this is going to be over this period of time. Um, and then obviously a priority as well. Really easy. And then

the task type if I wanted. Let's say marketing. Add a description and just say what it's dependent on as well.

Again, you can add additional columns. Up to you. You've got the GAN view. You also have the canban view. You've got

the filter functionality. This works on the project level and on of course on the task level. I'm just trying to think

if there's anything obvious that I need to cover. I don't think so. I think there's a lot more to this especially

when you get into automatic sub items. um and things like that as well. And then using setting up dependencies and

automatically setting up timelines and then you can have sequences and things like that as well for different tasks

related to different projects. But if you're new to monday.com, hopefully this will get you started with project

management. Um again, also project revenue, project cost that you can integrate with other tools and get

really really sophisticated. But uh thank you ever so much for watching. Hopefully this video has been helpful

and I'll see you soon. Goodbye.