Overview

monday.com is built to help teams collaborate, communicate, and deliver work together—no matter the size, department, or location. To get the most out of the platform, it’s important to establish clear workflows, promote transparency, and use the collaboration tools effectively.

This article covers key best practices to help your team collaborate more efficiently on monday.com.

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📋 1. Use Boards for Transparency and Alignment

Boards are the foundation of collaboration in monday.com. Use them to give everyone a shared view of projects, tasks, and priorities.

Tips:

• Create team-specific boards (e.g., Marketing Projects, Dev Sprints)
• Group items by phase, priority, or sprint
• Use status columns to track progress and hand-offs
• Assign owners with the People column

✅ Everyone knows what’s happening and who’s responsible.

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💬 2. Communicate in Context with Updates & @Mentions

Keep team communication inside tasks using the Updates section. This keeps comments, questions, and decisions tied to the item.

Tips:

• Use @mentions to tag teammates and get their attention
• Start conversations in Updates, not external apps
• Use threads to keep discussions organized
• React with emojis to acknowledge or approve updates

🧠 Context stays with the work, so nothing gets lost.

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📎 3. Centralize Files & Docs

Avoid scattered attachments by storing everything in one place:

File Management Tips:

• Use the Files column for key documents
• Add file attachments in the Updates section
• Create monday workdocs for meeting notes, briefs, or specs
• Use Google Drive or Dropbox integrations for cloud-based documents

📂 Your team will always know where to find the latest version.

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✅ 4. Use Statuses and Automations for Efficient Workflows

Visual status columns help teams quickly understand the state of tasks, while automations reduce manual follow-up.

Suggestions:

• Use consistent status labels across boards (e.g., “To Do”, “In Progress”, “Done”)
• Set up automations like:
  • “When status changes to Done, notify manager”
  • “When date arrives, notify assignee”

🔄 Keeps work moving without micromanagement.

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📅 5. Align on Deadlines and Capacity

Help your team stay on schedule by visualizing workloads and dates:

Tools to Use:

• Timeline view to visualize task durations
• Calendar view for a shared view of deadlines
• Workload widget on dashboards to manage capacity
• Assign realistic due dates and review regularly

🗓 Avoid burnout and missed deadlines with better planning.

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📊 6. Create Dashboards for Team Visibility

Use dashboards to create high-level overviews of team performance and project status.

Recommended Widgets:

• Battery to show overall task completion
• Chart to visualize project breakdowns
• Table to surface action items
• Workload to monitor team capacity

📈 Great for standups, check-ins, and leadership visibility.

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🔁 7. Use Templates to Standardize Team Processes

Save time and ensure consistency by using or creating custom templates:

• Project boards
• Onboarding workflows
• Campaign tracking
• Meeting agendas

📌 Avoid reinventing the wheel for every new project.

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🔐 8. Set the Right Permissions

Maintain focus and security with proper access controls:

• Board owners should manage structure and settings
• Use viewer vs. editor roles strategically
• Limit sensitive boards to specific team members
• Use teams for grouped permission management

🔒 Only the right people see and edit the right things.

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📚 9. Train and Empower Your Team

Get everyone comfortable and confident using monday.com:

• Offer training sessions or tutorials
• Share internal SOPs (Standard Operating Procedures)
• Use monday.com Academy for self-paced learning
• Assign board owners or champions per department

🎓 Knowledgeable teams are more independent and productive.

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💡 10. Review and Improve Regularly

Run retrospectives or feedback sessions to refine how your team collaborates.

Ask:

• What worked well this sprint/month?
• What processes slowed us down?
• What should we do differently in monday.com?

🔁 Collaboration is an ongoing process—always evolve.

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✅ Summary Checklist

Best Practice	Benefit
Boards for visibility	Clear roles and responsibilities
Updates & @mentions	Focused, contextual communication
Files in one place	Easier access and fewer miscommunications
Status + Automations	Reduced manual follow-ups
Timeline & workload tools	Prevent burnout and missed deadlines
Dashboards	Better reporting and meetings
Templates	Consistency and efficiency
Permissions	Secure collaboration
Training	Confident users
Feedback cycles	Continuous improvement

🆘 Need Help?

• Use in-app chat or the Help Center
• Schedule a team training with a monday.com expert
• Reach out to your workspace admin or board owners for assistance