Monday.com Automations: 9 Best practices for recurring tasks
Monday.com is a versatile work operating system that simplifies team collaboration, project management, and task tracking.
Whether you’re a project manager, a content creator, or a team leader, you’ll find that recurring tasks in Monday.com are the game-changer you’ve been searching for. This can free up valuable time and mental bandwidth for more strategic, creative, and high-impact activities.
How to create automations on Monday.com
Creating Monday automations without coding is pretty easy. Monday.com has a detailed guide with troubleshooting information.
Tips for implementing recurring tasks
By the time we write this article, monday.com has implemented 13 recurring tasks.
You can find automation recipes in the automation center (mainly Facebook, Jira, Outlook and Gmail).
Here are some of the best practices to take the most out of recurring tasks settings:
Keep tasks clear and detailed
Remember your team will need clarity to execute. Make sure all the information is available to avoid delays and the task is identifiable and easy to understand. For keeping tasks clear, you can:
- Use descriptive task names
- Explain in the description the objective, so everyone can understand the full scope
- Include attachments if pertinent and/or if they provide more context
- Use checklists or subtasks
- Use labels and tags
- Track specific data of a task by using custom fields
- Take some time to update tasks periodically
- Implement consistent guidelines
- Train your team
Use templates
Creating templates for usual tasks maintains consistency across your boards. Also the information is easily accessible as it is familiar to your team. For a better impact, you can:
- Use standardized descriptive names
- Test and refine them
- Create a central library for your templates
- Maintain in notes the purpose and recommended usage of each template
- Encourage your team to collaborate on creation and improvement of the templates
Set specific Dates
Setting the right time in the tasks will keep everybody aware of the time period, this gives consistency to your project.
- Set realistic deadlines, don’t overload your team
- Consider dependencies
- Communicate changes
- Consider working hours and holidays
- Automate date reminders
- Use color coding to communicate the urgency of each task
Assign responsibilities
Team members you design as responsible will take ownership of the tasks assigned to them. Make sure to use this feature.
- Be clear and specific
- Assign a single owner, if more than one, make sure it is a team effort
- Consider skill sets and expertise
- Set clear expectations
- Delegate authority
- Balance workload
Use dependencies
This feature connects your recurring tasks to others. It allows you to establish relationships and maintain task sequencing, consider using it whenever possible.
- Create a dependency diagram if it gives you clarity to set your recurring tasks better
- Identify key tasks that could delay the whole project (critical path)
- Set realistic deadlines
- Keep dependencies simple
- Use milestones
- Monitor progress
- Consider consistencies
- Train your team
- Perform “what-if” Scenarios
Use subtasks or checklists
Break down your tasks into small multiple steps, additional actions settings will help you to keep track efficiently
- Prioritize subtasks
- Assign responsibilities whenever possible
- Provide context
- Use custom fields
- Provide training and guidelines
Review and update
There is a learning curve when it comes to setting the right recurrent task. Eventually by understanding the recurring automation dynamics, you will be able to even create your custom automations if necessary.
- Setup a consistent review schedule
- Define clear review criteria
- Gather all relevant information
- Examine dependencies
- Check for quality
- Identify risks and issues
- Share insights
Add context and instructions
Use the description field to provide context. If applicable also guidelines or any information useful for the team members to complete a task.
Automate whenever possible
It could be problematic at the beginning, but eventually automated actions will boost your productivity. You can automatically archive items, create and send notification messages, or trigger an action.
Using third-party apps
Another option is the usage of third-party apps. Whose may allow you to set complex recurrence patterns, trigger specific actions, and customize workflows to a greater extent.
Monday.com recommends to use the Recurring Tasks by Adaptavist
Consistency in approach and understanding of the platform’s capabilities can greatly enhance its effectiveness. If you need advice on how to implement recurring tasks in your company, schedule a free consultation with us.
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