monday.com Tutorial for Beginners: How to Use It for Project Management & CRM

monday.com tutorial for beginners how to use monday.com for project management hey guys welcome back in this video I

will walk you through how monday.com Works a project management software with great built-in CRM software no matter

what your business is big or small monday.com has a ton of great features in store for you hopefully by the end of

this video you'll figure out how to get started with the software and to use it as a personal or business project

management tool so getting started with monday.com all you have to do is go to your browser and type in

monday.com or you can click the link provided in the description to sign up for a free account with up to two seats

and if you're serious about project management and using monday.com and its best features I recommend that you take

a paid plan take a look at the paid plans of monday.com over here it starts with the basic plan then the standard

Pro and Enterprise plan now if we take a look at their basic plan it includes unlimited free viewers items and boards

and it starts at $8 per seat per month then the standard plan starts at $10 a seat per month where you also get access

to automations Integrations as well as guest access G views timeline views and calendar views then if we take a look at

the pro version the then it starts at $16 per month including 25,000 automations and Integrations and you

also have formula columns so formula columns allow you to create Excel sheets within Monday not necessarily Excel

sheets but your basic mathematics can easily be solved in monday.com so if you're someone that has a lot of money

or monetary information within your project then the formula column is something that you have to opt for then

there's also the Enterprise version for larger businesses now what I recommend is the standard plan the reason for this

is because if there's not a lot of finances included you get a lot of the basic functions that you would require

as a user of monday.com and if you're looking to manage your projects on monday.com now it's good for a team of

three people or more for each of these plans you can get a 14-day free trial and you can try the plan simply by

clicking on the link where it says try out for free and you can get started with signing up for that particular plan

and if you're a freelancer if you're someone that's just getting their business started for those business

owners I recommend the standard plan it has all of your standard features covered the basic plan sometimes can be

a bit limiting because it does not have timane or Gant views as well as calendar views and automations and Integrations

which usually end up being a integral part of any business so simply click the link link provided in the description

box down below and you can get started now after signing up you will be prompted to add team members to your

workspace you can simply click on I'll do it later and then you can skip through the basic questions of setting

up to your actual dashboard as I have skipped through over here so this is going to be your first dashboard when

you haven't set up your account and this is where you can get started with building your projects managing projects

adding team members and staff managing your sales Building Sales funnels campaigns and more but make sure

whenever you are signing up to monday.com that you have verified your email address otherwise it does not let

you add a lot of your features or create boards now let's get started on how monday.com works so as you guys can see

if I click on home on the left side of my screen this is my basic dashboard this includes all of my personal tasks

and all of my workspaces then then on your left you will see you will have your my work section where you can see

all of the work that is related to you so things that have been assigned to you then you have a main workspace this is

the automated workspace that will be your standard workspace so you can begin by clicking main workspace or you can

create a new workspace for this video we're just going to go ahead in our main workspace and then you will see you have

two options within that workspace you will see this below in your recent boards as well as in your left toolbar

now you can also minimize this toolbar if you want more space on your actual workspace but if we take a look at our

toolbar over here it gives you two options you can either get started with templates or start from scratch so you

can simply click on start from scratch if you're looking to build your board from scratch and this will create a

empty board for you however if you're someone that is not used to start starting from scratch you can use a

pre-existing template as well now as you guys can see over here on the left side we can see our first board this is our

initial board which is just called start from scratch I will rename this board to board one and you can do this simply by

double clicking the top section or simply by hovering your mouse over the board on the left toolbar and then you

can click on these three dots over here now this is our first board however if you have multiple clients with multiple

projects it makes sense to be organized so you can get started by clicking on your main workspace and then you can

click on manage workspace now you have your recent boards and this will show you all of your boards however we're

going to click on the three dots on the top right to be able to actually rename our workspace so you can just double

click on this workspace now I'm just naming it as my sample workspace now the next thing I want to to do is click on

the plus icon on the left toolbar and now I can get started with organizing for different clients simply by clicking

on new folder once you click on new folder you can get started by organizing your boards within folders because

certain folders or certain clients might have similarly named files for example if I'm handling the finances for two

different companies on the same workspace on Monday can be a bit confusing when I'm going through those

boards so simply by creating different folders project one and then board one I'm going to drag it below project one

now I can find all of the relevant information or all of the relevant boards present within project one keep

in mind that all of the information present within one individual workspace can be shared so if I want to build a

data column that is from another board present with within the same workspace then you are going to be able to do that

however if you create a new workspace so if you click on these three dots over here and click on add new workspace the

new workspace will be limited to only the data present within so you can't necessarily import data from one

workspace to another now once you've created the necessary folders that are required for your business you can get

started with building your boards so if I want to build another board all I have to do is click on the plus icon on the

top left click on new board and I can name my board so let's say this board is related to marketing a board can be

related to anything marketing HR design sales CRM content production or anything else you can even see how you want to

manage this board so if you have a particular item that you want to add or if it's going to be related to budgets

then you can add them like so if you want a custom tag then you can add a custom tag as well after that you can

click on create board and your new board will be created now as you guys can see this new board has been created but it

is not under the folder of project one so to do that I can move this board right below project one and now this is

going to be present in the folder of project one now after that another very essential feature whenever you are

creating a new board board like this is the privacy setting so on monday.com you have three basic privacy settings you

have your main board which is going to be visible to everyone that is using your account then you have a private

board so if you are working privately or with selected team members let's say this is a manager's only board I would

make it a private board so only managers that I have already invited within the workspace via this particular link for

this particular board can actually access the board then I have the sharable section so this is for working

privately with guests outside of your account this means that people that are not present within the rest of your

workspace can access this particular board this might be like a board that you create for a outside guest or client

where the client can actually view their progress for their particular project now each board on monday.com can be

broken down in into three basic categories you have groups so as you guys can see in our marketing board over

here we have two different distinct groups four groups it could be your project phases the stages that your

project is in or the time frames so my first group might be initial ideas and then the second group might be approved

ideas or ideas in construction this can be a group categorization you can do this on the the basis of project stages

or time then within each individual group you will find items so items are present within groups and they can be

tasks they can be campaigns they can be financial information as well then within each item if you click on a

particular item you will see that you can write updates and you can add subtasks within a task or item you can

label them as sub items as well and you will see you can add bullet points files gifs emojis mentions and more within a

item now you guys can see for each indivisual board you actually have a distinct description that you can add so

you will see this is going to be your main board and you can click on the board and click on the Arrow present

right beside the title of your board once you do that you can click on description so a lot of times people

forget the purpose of a board you can make sure that the goal orientation of your team is aligned by adding the main

purpose of your board over here so let's say we are creating this marketing board and I want to have a very particular

goal for my marketing board so this is the purpose of our marketing board over here now whenever someone is accessing

this particular board they will be able to see the description and make sure that the goals are oriented towards that

description now you can create groups for your board as well if I take a look over here on this toolbar present below

our main table you will see that you have certain columns you can pin as well as item Heights your conditional

coloring as well as item default values then you also have a filter by person option then on the top right you have

options such as powerups activity discussion notifications permissions settings as well as some other actions

you can also choose to Archive a board and delete a board so we've currently set up our board over here and within

our board let's say we want to get started with creating groups so we had these two initial groups that were

created within the empty template just so it's easier for you to set things up but you can create as many groups as you

want and they can be identifiers for a particular situation that your topic are in or in the particular stage that your

topics are in so let's say I want to just click on add new group over here a new group with a new color will be added

so the groups can be client requirements it could be in progress testing completed whatever stage that your item

idea or task is in you can create groups according to those so a new group will be created like this you can input the

name of your group and don't worry you can later on change this as well let's say this is working on ideas now if you

don't like the color of a particular group simply click on the title of the group then on the left side you will

have this button and if you click on that you will see the different colors available and you can choose a color

that you find is going to look better for your particular group now you can also rearrange groups so they are in a

more cohesive fashion I don't want my approved ideas to be placed above Initial Ideas so if you want to change

the position of a group simply click on the group title and then you can drag it up and down like this so let's say I

want to keep this order I can keep this order and in this way you can actually rearrange your groups now after you have

created groups in a board you want to get started with adding items so once you're done with adding your groups and

and rearranging them according to your workflow or setups you can get started with adding items as you guys can see

three basic items are usually created within your group in the empty scratch template so you can delete any

pre-existing items that have been created within your groups simply by clicking on these items and clicking on

delete now we have three empty groups and we can get started by adding items to add an item simply open open up the

group so if it's collapsed like this you want to click on this arrow and open it up then you want to click on add item so

after you have clicked on add item you can add the name of your item let's say this is a marketing idea and this is a

idea on so let's say this is a idea called emailing Facebook group members this is just the title of this idea now

within each item or task you can add a lot more detail so you can simply simply click on that particular task or item

now once you do that you will find a detailed section where you can write updates attach files you can also attach

gifs emojis and mention a particular teammate of yours as well then you also have all of the files that have been

attached with a particular task or item present over here then you will have your activity log this will show you

when a item was created who joined the item is it assigned to a particular person and any other kind of activity

related to that item now you can continue on and add as many items as you require so I have one item like this I

can add another item in another group and you can also move items from one group to another as well as they move

forward from your particular stages in your workflow so if one idea is moving forward and it is moving to the next

section I can simply take this idea on the left side once you take this idea you can take a look at the bottom

toolbar that will appear you want to click on move to and then you want to click on move to group now I can move

this particular item to the next Group which is the approved ideas simply by clicking on approved ideas now this is

how you do it in a listicle view you can even do a drag and drop whenever you are using a desktop device like this so you

can drag and drop a particular item simply by holding it and then moving it up and down now if you want to get

started with more definition to your idea or item so I've created this item but it doesn't have a lot of details in

the form of columns your default columns will only have person status and date this information cannot be enough for

certain people so you can get started by adding more columns you can see over here that these are default columns and

you can easily delete them like so so if you don't require the default columns simply click on these three dots over

here then simply click on delete now all of these columns will be deleted and you can add your own custom tailored columns

to better Define your items to do that simply click on this plus icon over here now you have different types of columns

that you can add you want to make sure that your columns are related to your task for example you have statuses so

whether or not this is urgent not urgent or if it's assigned to a particular person that could be your people status

other important information usually is dates so when this item was created or when it is due and you also have some

other useful tools like files formulas and more so let's say I want want to create a status column so I will simply

click on status over here now after you do that you will have three basic labels default that are set default in your

statuses done working on it or stuck now these labels are not befitting to my workflow because I have categorized my

workflow based on which stage it is in my status might be more relevant to whether or not a idea is urgent or not

so I will click on status and click on edit labels now I can delete the labels that have been created and I can create

a default label so I will click on new label so the default label I usually like to create as my neutral label then

I like to add my nonurgent and then maybe a new label called urgent like this I've created three different types

of labels over here now you may drag a particular label like this so you can place a label like so and this will only

be applied to that particular item not the entire column so my approved idea might be urgent some of my initial ideas

might be non urgent and I can set the columns accordingly now if you want to create

another column you can click on the plus icon once again and then you can click on date and then you can rename this

column let's say the date information is going to be relevant to when the task is due or you know when it is due after

that I don't want anyone to even consider this in the initial ideas so I will rename this column to due date and

now after that I can click on the plus icon and I can set the due date for a particular item then I can click on the

plus icon once more and then I can add any other type of column that is required so let's say I have a

particular person working on each individual item I can click on people over here to add a particular person to

your particular tasks or items this is going to differ depending on what kind of Niche you are in and what are the

requirements of those niches now you can also add other types of columns to your board simply by clicking on ADD column

and you can add things such as time track dependency formulas text timelines Tags and More so if you want to create

like a dependency formula you can just click on formula over here then you can do two things so you have the option of

adding your column based on a specific function which is the sum function average function count function the

round down Roundup function let's say I just want to add a sum function which is may be going to be my uh potential

revenue and I want to have a sum of the potential revenue of all of my ideas at the bottom so it will give the sum at

the bottom of my column of all of my initial approved or working on ideas I will click on sum over here like this

now after that you will add your unit and I will add dollars over here like this I've added a formula and it will be

summed for all of the ideas present so if I input any number over here it will correlate to the value of that

particular item now you will see that you can add different types of constants as well you also have other functions

which are more related to finance such as your uh specific lowercase string you have uppercase string you have some

other functions that are more mathematical as well as just some basic functions that help you in formatting

your particular item as well now now after you have set up your basic board you can get started with adding team

members to your monday.com worksspace so if you click on the left side of your screen on the particular workspace title

you will see three dots and if you click on those dots you will see that you have manage workspace so if you click on

manage workspace it will lead you to the basic dashboard and then from here you can click on members

this will show you all of your existing members so if you find out that there's someone you haven't added yet you will

see on your top right corner there's a plus icon where if you hover your mouse it shows you invite members you can

click on invite members over here and you can input the email addresses of multiple people right in this section to

invite people to join your monday.com board or workspace you can do this with individual boards as well so

if you click on a board such as my marketing board I can click on invite on the top right and then I can invite a

particular person to that board now you will also see a little notification or a little text that says anyone at this

particular account can find and access this board so because this is a basic board however if you create a sharable

board only the people that you add add to your board from the inside of your board will be able to access the

information present within now if we want to get started with adding more details within our items into sub items

and more definition or detail I can open up my item like so now you will see that within your opened up item you have a

few formatting options for updates that you can write but at the end you have a checklist so so you can simply click on

the checklist and create your sub items simply by clicking on our checklist let's add our first sub item which might

be then I'm going to add the second sub item like this so after I've added three items I can click on update on the

bottom right and just like that the three items have been added so whenever a task is being worked on instead of

just having one item people can mark off a particular thing that they have completed and it will be marked off like

this now this can be especially helpful if you're working in larger teams where there are larger tasks which have a lot

of subdivisions within them now after that you can also go on ahead and add different views because this kind of

lisal view can be a bit difficult to navigate then for that you can click on ADD view over here now after you click

on ADD view you will see the different types of views that you can add so let's say you want to add a get view which is

more so a timeline view or you want a calendar or Canan view you can simply choose the type of view you want and the

particular View for the same board will be added so it's not new information it's just the same information that you

have and then it's categorized or it's shown to you in a different fashion now if I click on can band view once more it

will just show me the same thing cuz it's about the same particular item now you will see things will be marked in

their particular statuses in the can ban view so if you click on the top right settings bar over here you can choose

the type of information that is displayed within each card or each item for this particular board let's say I

want to display only only the status or let's say I only want to display the person who is working on it so that

information will be shown on your view now if you want to display all information relevant to your particular

item you can click on all columns on this board and then all the relevant information will be shown in the form of

a card in your canb view then if you take a look at the top over here you have your can band columns so it groups

items with the same status together and this is going to be done on the basis of statuses now after you've done that you

can close up your settings and you will have all of your relevant information deployed right in front of you now other

than a can Ben view or a project view you can add different types of views as well simply click on ADD View and click

on table view this will give you table views then if you want Gant views you can also create those with where you can

find a more timeline view then if you want a calendar view you can create those as well there's really no limit on

how you want to view or format your particular items or your groups now depending on your monday.com plan you

might not have access to these views so in the calendar view you can have a very well equipped view of all of your

upcoming events as well now another very Central thing within your boards is how you can automate them and automations

are a feature that are integral to project management so if you open up any view you can add automations anywhere

but to use a automation on monday.com is super simple and effective and it's one of my favorite things to do

on monday.com is to make sure all of my things are automated so with automations being such a amazing feature let's get

into how how you can add an automation to your board so simply open up your particular board that you want to add

your automation on monday.com automation tool is a great feature but you can't access it on the free plan so make sure

that you have upgraded to the standard Plan before you start to use automations however you can also try out

the standard plan for 14 days for free by using the link provided in the description so to add a automation

simply click on automation on the top right once you click on automations you will see a few different examples now

you can choose the one that suits your particular workflow for example they have different categories on the left

and then you also have some featured automations notification based automations status change automations

recurring automations and these can be really easy to use so let's say you have a monthly annual meeting like a monthly

meeting or a annual meeting that you hold for each particular board member so you can create a recurring automation

that after every 30 days a meeting is created or after every um 15 days a meeting is created so in this way you

can create recurring automations these Auto can be customized from scratch as well so they fit your Niche better now

let's say that when a status changes I want to Notify myself for a particular task so whenever a status changes to

something move item to this group or when the status changes archive something so these are different status

change automations as well now you can choose any one of these automations just make sure you're setting them up

correctly and and just make sure you're adding all of the relevant information so there's also different notification

based automations so when an item is created in this group create an update or when a certain date arrives a status

should be changed or when an item is created assign this person to it so you can create automatic features like this

that will help you in reducing the overall amount of time it takes for you to get started with building your

workspace and building your area of work now let's say we want to create a basic automations when a status changes to

something notify someone I can click on use this template and then all I have to do you will see the particular lines of

the automation appear over here so you're simply going to click on status now you will choose the column that this

is dependent on so this is going to be the status column now whenever the status Chang changes to Urgent so

whenever something becomes urgent then I want to notify and you can add the particular notification over here hey

this task is now urgent or whatever kind of notification you want it to be so you will add your notification over here you

can also add the item name like this board name like this and it will automatically in the notification add

the relevant item name and board word name as well and it can also add the group name status due date and people

assigned as well now after that let's say I want to be notified so whenever status is changed to Urgent then I will

be notified by the items name board name hey this is now urgent and I can click on create automation over here now this

automation has been created with each automation you can choose to turn them on or off dependent on your need and if

you click on these three dots over here you can duplicate automations as well this is a very simple automation but if

you're creating more complicated automations which have multiple different dependencies then it's really

easy to just duplicate an Automation and if you're meant to notify multiple people you can just change the ending

part of your automation as well now after that let's say I want to notify someone else as well can click on dup

licate Automation and then instead of Sarah Brown I can choose a particular team member now if I go back to

automations you guys will see there are some longer automations like this oh when a status changes to a different

status and if only the status is this particular status then you can create a new item and a board so these kinds of

longer automations are what I like to use my duplicate tools on now there are a few different types of templates that

you can explore over here there are a lot of time-based ones as well as notification based ones that can help

you in making sure all of your work is happening on a good schedule and there are also items where you can create

automations for sub items so whenever sub items of an item have the status of this notify someone or when uh all of

the sub items change I want to be notified like this then you can also create dependency ones so uh ensure that

this date in the item always starts after this date or adjust the date to reflect the changes made in the other

date of the same item so you'll be able to see different types of automations as you build your tasks and as your tasks

get more complicated you can get started with building more complicated automations as well now this is all

about setting up your project management on monday.com how can you really get started with CR M well CRM includes

setting up your client Affairs sales funnels and more and you can easily create a CRM setup for your monday.com

workspace as well so to do that I like to get started with building my own board so this is my project one and this

is going to be related to my workspace so this particular folder is only related to my workspace and let's say I

want to build CRM for the same workspace so all I have to do is click on these three dots over here or click on this

plus icon so once I click on this plus icon I can scroll down and then click on new folder this folder I will name CRM

and all of my CRM related items would be put in over here now within our CRM folder I can create different boards to

represent different items Within in the CRM so it can include my client Affairs my sales funnels the different stages of

my sales funnel as well so you can create a board from scratch within your CRM folder or you can get started for so

you can create a board from scratch within your CRM folder or you can use a template as well we're going to click on

the plus icon once more and click on new board and after I've created my board like so I can move it within the CRM

folder like this now once something is present within the CRM section it's easier for me to find that within my

particular workspace now you guys can see that this is a empty or starting from scratch board if I want a new board

I can go on ahead and click on the plus icon and then click on choose from templates now if you take a look over

here on the left side you have different types of templates and you can click on sales and CRM over here now you have

different types of CRM templates available and let's say I want to use the basic CRM now your needs are going

to be different and you want to choose what fits your needs so you can take a look at all of these in more detail

where you have supporting sales materials content ta customer project customer onboarding and different CRM

sections so you can pick out the particular CRM template you want and click on use template over here now just

like that your template will load up on your monday.com workspace and this is the best part about using

monday.com you can see now our CRM template has been loaded and it has four different boards with within the

particular template you will see the first board is a getting started board now in you're getting started board it

will help you in navigating through the rest of your boards which we won't need so I can click on the three dots over

here and then click on delete now after that you have three basic boards you have your my contacts board your deal

tracker board and a sales dashboard so just like that we have generated a CRM template and you can customize all the

information within this template so things such as your items categories campaigns sales pipeline all of that can

be customized and then in this folder you will have all of the important boards you need you can create more

boards as you go but depending on the level of template you've chosen it can include things such as your sales

pipeline contacts lead capturing sales dashboard board CRM and learning center so if you're thinking of using

monday.com as a CRM software use templates to get started and this will also help you in setting up your

automations and if you go into your automate section within a template you will actually see that it will help you

in just making sure that all of the field for a particular item are present within that so if I go into my deal

tracker board over here and click on automate you will see that there are three or four active automations that

have been added so when a stage changes to loss set the Clos date to the current date when a stage changes to one set the

Clos date to the current date when an item is created set the deal creation date when a stage changes to one move

the item to closed one now going through these automations it will better help you understand how you can set up long

form automations where your work will be moved for you instead of you having to manually check through everything now

you can go through each of the pre-existing automations within your particular template and then you can go

on ahead and choose to turn it on or off as well now you can't access a comprehensive CRM board through

monday.com in a free plan and you will have to upgrade to be able to use all of these automation features on monday.com

as well so keep that in mind whenever you are navigating through monday.com there are some hidden gems that a lot of

people don't realize whenever they are using monday.com now this includes being able

to segregate different client work and if you get confused with different clients and different sections of your

work you can simply click on the three three dots on the top left and you can go on ahead and we have this workspace

so click on this and then click on ADD workspace now in your new workspace you can create a closed workspace as well or

a open workspace where only you are the member and then you can manage different clients over there as well this can be a

great way to make sure that it's easier for you to manage different sections within your projects or different

projects at the same time and it also can help you in maintaining a level of privacy with the rest of your team as

well so you can click in the description box down below for a free account with up to two seats and if you're serious

about project management and using Monday with its best features I recommend that you take a paid plan on

monday.com so I hope you guys found this video helpful if you did make sure to leave a like and sub subscribe and I

will catch you in the next video