Are you tired of handling repetitive tasks manually? What if Monday.com could do the heavy lifting for you?
With Monday.com automations, you can streamline your workflow, eliminate busy work, and focus on what truly matters. Whether you are new to workflow automation or looking to enhance your current project management processes, this guide will help you create custom automations and leverage pre-built templates to optimize your workflow.
Understanding Automations in Monday.com
Before diving in, let us break down the key components of an automation in Monday.com:
- Trigger: The event that sets the automation into motion (e.g., status changes, task creation).
- Condition: The specific criteria that must be met (e.g., a task status changes to “Ready for Review”).
- Action: The result that occurs after the trigger and condition are met (e.g., moving a task to another board, sending a notification).
With this structure, task automation helps eliminate repetitive work and ensures nothing slips through the cracks.
Getting Started: Building Your First Automation
To set up an automation in Monday.com:
- Navigate to the Automation Center – Click the Automate button in the upper right corner of your board.
- Choose a trigger – Select an event like a status change, due date, or new task creation.
- Set a condition – Define the criteria that must be met for the automation to activate.
- Select an action – Decide what happens next, such as moving the item, notifying a teammate, or integrating with another tool like Slack or Gmail.
Example: Automating “Ready for Review”
Designs Let us say you want to automatically move a completed design to the “Ready for Review” board:
- Trigger: When task status changes to “Ready for Review”.
- Action: Move the task to the “Ready for Review” group.
- Bonus Step: Add another action to notify another team member once the move is completed.
This simple automation keeps your workspace organised and ensures stakeholders stay informed without manual updates.
Enhancing Automations with Multiple Actions
Why stop at a single action? You can take your Monday.com workflow automation to the next level by adding multiple conditions and actions.
For example:
- Notify both the project manager and social media manager when a design is ready to be scheduled.
- Move item to a specific group.
- Set the date of a status change.
With just a few clicks on the plus icon, you can build complex workflow automation that eliminates manual tracking and enhances project efficiency.
Pre-Made Automation Templates
Not sure where to start? Monday.com provides pre-built automation recipes for common workflows. Simply browse through various categories and select a template that fits your needs. Customize it by editing the underlying fields, and you are ready to go!
Example: Status-Based Automation
You can use a pre-made automation template that moves tasks when their status changes:
- Select the “When status changes to something, move item to a group” template.
- Define the trigger (e.g., when status changes to “Ready for Review”).
- Choose the group (e.g., move to “Ready for Review”).
- Click “Use Template” and watch your board update automatically.
Pros & Cons of Monday.com Automations
✅ Pros:
- Saves Time & Reduces Manual Work: Monday.com task automation handles repetitive tasks, allowing teams to focus on strategic work.
- Enhances Accuracy & Consistency: By automating task updates and project tracking, human errors such as missed deadlines or forgotten assignments are minimized.
- Improves Team Communication: Automated notifications ensure that team members stay informed without the need for constant manual updates.
- Scalability & Customisation: Works for small businesses and enterprises, allowing full customisation to fit unique project workflows.
- Seamless Integrations: Connects with essential tools like Slack, Gmail, Outlook, and CRM software to create a fully integrated work environment.
With Monday.com automation, your workflow practically runs itself, leaving you more time to focus on high-priority projects.
❌ Cons:
- Learning Curve for New Users: While powerful, automation can be overwhelming for Monday.com beginners, requiring training or trial and error.
- Feature Limitations on Basic Plans: Some Monday.com automation features are only available on higher-tier plans, which may require additional investment.
- Potential Over-Automation: Too much automation can create a complex system that becomes difficult to track or troubleshoot.
- May Require Frequent Adjustments: As business needs evolve, automation may need regular fine-tuning to remain effective.
Ready to Take Your Productivity to the Next Level?
At IPM Software, we specialise in helping businesses implement and optimise Monday.com automations to increase efficiency and maximise ROI. Whether you need custom workflows, team training, or full software integration, we have you covered.
Book a free consultation today and let our experts help you automate your workflow, streamline project management, and enhance team productivity.
Do not just use Monday.com; master it with IPM Software!
