How monday.com automations simplify task management

Struggling with repetitive tasks? monday.com automations can save you time, reduce errors, and boost efficiency. Here's what you need to know:

• Time saved: Automations eliminate repetitive tasks like status updates and reminders, saving up to 360 hours annually.
• Cost reduction: 59% of businesses report cutting costs by over 10% through automation.
• Improved productivity: 78% of business leaders say task automation increases productivity.
• No-code simplicity: Automations use "if this, then that" rules, making them easy to set up without programming skills.
• Customisation: Tailor workflows to your needs, from deadline reminders to approval processes.

Whether you're managing projects, compliance, or client onboarding, monday.com automations help businesses stay competitive by reducing manual work and improving workflow consistency.

Automate your work: automations | monday.com tutorials

What are monday.com automations

monday.com automations are no-code tools designed to handle tasks automatically, no programming skills required [1]. Building on the productivity insights we've explored earlier, these automations work on simple "if this, then that" rules, removing the need for manual input in repetitive processes [2].

At their heart, automations monitor your workspace for specific events - like a deadline approaching or a change in status - and trigger predefined actions instantly. This approach not only cuts down on repetitive tasks but also reduces human error, boosting team efficiency [3].

By automating key steps, monday.com ensures workflows remain consistent. Instead of relying on team members to remember every detail, automations handle critical actions reliably. This is especially helpful for businesses juggling complex regulations or managing multiple client projects.

What makes these automations stand out is how user-friendly they are. You don't need to be a tech expert to create workflows that feel as tailored as custom-built solutions. Whether you're leading a small team or managing projects across multiple locations, these automations can be customised to suit your business needs - without the hefty price tag of development.

Main parts of automations

To create effective workflows, it's essential to understand the three main components of every automation: triggers, conditions, and actions [4].

• Triggers: These are the starting points for automations. They watch for specific events in your workspace to kick off the process. For example, a trigger might activate when a project status changes to "Ready for Review", or when a deadline is near.
• Conditions: These add logic to your automation. They define the circumstances under which a trigger should lead to action. For instance, you might set a condition to run an automation only if a task's budget exceeds $10,000 or if a specific team member is assigned.
• Actions: Once the trigger fires and conditions are met, actions are the tasks that get done. These can include sending notifications, updating fields, creating tasks, or assigning work. Actions are what turn an event detection into a tangible result.

When combined, these elements create workflows that are both efficient and reliable. For example, imagine a trigger detects a task marked as "Complete", a condition ensures it's a client-facing deliverable, and an action sends an update email to the client while notifying the account manager. This seamless process eliminates manual follow-ups and ensures consistent communication.

As Cybersecurity Strategist Crystal Morin insightfully notes, "Commercial flights are automated, however, landing is not. Pilots do not nap when the plane flies, they are constantly auditing the autopilot telemetry mid-flight" [5]. This analogy highlights the importance of oversight, even in automated systems.

Business use case examples

Businesses are finding creative ways to integrate monday.com automations into their operations, addressing challenges across various sectors. Here are some examples of how automations are transforming workflows:

• Financial compliance
  Automations can help ensure deadlines are met and overdue tasks are escalated, crucial for maintaining regulatory compliance in finance.
• Client onboarding
  Automations streamline onboarding by generating checklists, assigning tasks, scheduling meetings, and sending welcome emails once a contract is signed. For example, a global marketing agency saw a 40% improvement in project tracking efficiency by adopting such solutions [6].
• Procurement workflows
  In highly regulated environments, automations simplify procurement. Healthcare suppliers, for instance, use them to trigger approval steps for requests exceeding $25,000. Notifications are sent to senior management, and compliance boards are updated automatically.

Research shows that automating tasks like invoicing and payments can cut delays and processing costs by over 67% [7]. For companies, these savings often translate directly into higher profitability.

• Project handoffs
  Automations make project handoffs seamless. For example, when a development team marks a feature as "Testing Complete", an automation can move it to the QA board, assign it to a specialist, update timelines, and notify stakeholders. This eliminates communication gaps.
• Recurring administrative tasks
  From scheduling weekly reports to organising annual compliance audits, automations ensure recurring tasks are never overlooked. This frees up administrative teams to focus on more strategic work.

The flexibility of monday.com automations means they can be tailored to almost any workflow, from quality control in manufacturing to managing client accounts in professional services. By identifying repetitive tasks and turning them into automated processes, businesses can achieve greater operational efficiency.

How to set up automations step by step

Automations can save time and reduce manual work, and setting them up is easier than you might think. Start by clicking the Automate button at the top right of your board. From there, you can choose from pre-built templates or create custom workflows tailored to your needs [8].

As mentioned earlier, automations follow a simple structure: trigger-condition-action. You can also add multiple actions to a single automation for more flexibility [9].

Setting up status change notifications

Status change notifications are a great way to keep your team in the loop when important milestones are reached. To set this up, click the Automate button and select the template: "When status changes to something, notify someone" [10]. This is perfect for scenarios like notifying team members when a task moves to "Ready for Review" or alerting clients when a project is completed.

If none of the templates fit your needs, you can build a custom automation. Click Create, then select Create from scratch to design a solution that works for your workflow [11]. When customising the "notify" field, you can pull in dynamic elements from the Supported Fields box. However, some column types, like Formula or Auto Number, aren't supported [8].

For example, a sales team might set up an automation with the logic: "Every day, if the due date has passed and the status is something, notify someone." This could automatically send follow-up emails to clients until the task status is updated.

Notifications can be sent through several channels, including the monday.com update feed, email, desktop alerts, Slack, and mobile notifications [12]. If you find that a board generates too many alerts, you can mute its notifications to prevent overload [13].

Once your notifications are in place, the next step is to ensure deadlines are met with automated reminders.

Creating deadline reminders

Deadline reminders help keep tasks on track by alerting team members as due dates approach or pass. You can set these up through the automations centre or directly from the Date or Timeline column menu [14].

For standard date columns, click the drop-down arrow on the Date or Timeline column and select Add/Edit Date Reminders. This opens the automation: "When date arrives, notify someone," where you can specify who gets notified and when [8].

If you've enabled Deadline Mode - which links a Date or Timeline column with a Status column for a clearer view of deadlines - you'll see an option to Set Due Date Reminders in the column menu. This uses the recipe: "When date arrives and status isn't something, notify someone," ensuring reminders are only sent for incomplete tasks [15] [16].

Here's a practical example: A monday.com user set up an automation to send late task reminders with the following logic:
"Every day at 6 AM, if the due date has passed (with due date mode enabled) and the status is not done, send a notification to the people column owner." [17].

For timeline columns, custom automations can be particularly helpful for reminders about start dates [18]. You can even exclude specific groups from reminders or apply status-based conditions to fine-tune the notifications [19].

Once reminders are sorted, you can take automation a step further by streamlining approval processes.

Building approval workflows

Approval workflows simplify decision-making by creating automated paths for approvals. A good starting point is to create a dedicated board for approvals [20].

Set up the board with groups like "In Review", "Approved", and "Rejected." Add columns to show approvers, approval statuses, and timelines, ensuring everyone has a clear view of the process [21]. Automations can then notify approvers when items move to "Review" status and automatically shift approved items to the appropriate group, eliminating manual updates.

For example, a content production company might create a workflow where writers submit content ideas, editors approve them, outlines are reviewed, drafts are completed, and account managers deliver the final product to clients [22]. Similarly, an HR team could automate hiring workflows, covering everything from drafting job descriptions to notifying recruiters.

"We can automate key parts of the process, and keep the entire team up to date because we get a full overview of where everything stands. This eliminates the need for frequent checkups, emails, and update meetings - which means we have time to focus on the creative work itself." - Aaron Shishler, Copywriting Professional Lead, monday.com [23]

The key to success is planning your approval sequence before setting up the automation. Identify who submits, who approves, and who manages each step. Assign clear roles to ensure your automated workflow reflects your actual processes and keeps everyone accountable.

Advanced automation methods for complex workflows

Before diving into advanced automation, it's important to master the basics. Once you're comfortable with simple automations, you can start tackling workflows that involve multiple teams or complex scenarios. These advanced techniques allow you to go beyond basic trigger-action rules, giving you the tools to handle intricate processes. Let's start by looking at how conditional logic can elevate your automation game.

Adding conditional logic to automations

Conditional logic takes your automations from straightforward reactions to smarter, more adaptable processes. Instead of following a single, linear path, conditional logic introduces branching options that adjust based on specific criteria.

At its core, conditional logic uses "if–then" branches. This means actions are only triggered when certain conditions are met. This flexibility is especially useful for workflows requiring varied approval steps or task-specific processes.

Here's an example: In a fire department, reports submitted by firefighters are first assigned to the lieutenant for review, while reports from captains bypass this step and go directly to the battalion commander. For special reports, firefighters and paramedics follow a two-step approval process - first by the lieutenant, then the battalion commander. Captains, however, skip the lieutenant stage entirely, streamlining the process [24].

To implement conditional logic effectively, start by mapping out your workflows. Identify decision points and visualise them using flowcharts. Clearly define the criteria for each condition to avoid confusion and reduce errors [25]. This preparation ensures smoother automation setup and execution.

A practical example of conditional logic in action comes from a user who developed a workaround for sending Slack notifications only when specific conditions were met. He created a "Delayed Status" column that updated only when both primary conditions aligned. For instance, when "Status" changed to "X" and "Status 2" was "Y", the "Delayed Status" changed to "Z", triggering a Slack alert. This ensured notifications were sent only when all criteria were satisfied [26].

For scenarios requiring more advanced logic than what monday.com provides natively, consider external tools like Make [27][23]. For simpler needs, you can chain multiple automations together using status columns to link different rules [28].

Next, let's explore how these advanced techniques can be scaled across multiple boards.

Connecting multiple boards

When workflows span departments or require data synchronisation, multi-board automations become essential. The Connect Boards Column is the cornerstone of these setups, enabling you to link items across different boards and trigger actions seamlessly [29].

Using cross-board automation templates, actions on one board can automatically trigger corresponding actions on another. This creates a smooth workflow between connected items and is particularly useful for organisations managing inter-departmental tasks [30].

To build effective multi-board connections, start by establishing a clear board hierarchy. For example, a high-level overview board can be connected to individual project boards. This structure not only scales well as your organisation grows but also improves visibility across teams.

Mirror Columns complement the Connect Boards feature by displaying key data from linked boards directly on your primary board. This eliminates the need to constantly switch between boards, keeping all critical information in one place.

When setting up cross-board automations, pay close attention to column mapping. Proper mapping ensures data is transferred accurately when creating or moving items between boards [31]. Additionally, you can use match templates to automatically link items based on shared data points, reducing manual effort [20].

For instance, connecting a "Leads" board to a "Deals" board can streamline sales pipeline tracking. Similarly, linking an "Employee Onboarding" board with a "Training Milestones" board simplifies progress tracking for new hires. These connections not only save time but also enhance collaboration across teams.

Connecting automations with external tools

monday.com's built-in automation features are already powerful, but linking them with external tools takes task management to the next level. These integrations eliminate the hassle of switching between platforms, creating workflows that flow effortlessly across systems. In fact, companies that integrate their work management platform with at least one external tool report an average productivity boost of 20% [32].

The trick to making these integrations work lies in prioritising tools that directly impact daily operations. Instead of connecting every tool under the sun, focus on those that align with your team's core workflows. Current technology makes it possible to automate as much as 45% of workforce activities [33].

The benefits of these integrations are tangible. For example, Chadley Group slashed their admin workload by 50% by using Microsoft 365 automations within monday.com. By automating tasks like data entry and report generation, the team freed up valuable time for more strategic work [34].

To get started with analytics integrations, identify the metrics that matter most to your team. Think about which dashboards are checked daily and how often updates are needed. Once set up, these analytics can even trigger automations - like escalating tasks when budgets exceed limits or sending alerts when productivity dips below targets.

Having real-time performance data embedded within your workspace encourages better decision-making. When team members can see key metrics alongside their tasks, they can act quickly and confidently. Beyond analytics, integrating workflows across platforms further strengthens team collaboration.

Setting up cross-platform workflows

Expanding on this, cross-platform workflows connect monday.com automations with tools like Microsoft 365, Jira, or Slack, enabling processes to flow seamlessly across different systems. This is especially useful for organisations where teams rely on a variety of platforms.

The foundation of successful cross-platform automation lies in starting with essential integrations, both native and third-party, and gradually expanding as team requirements evolve [35]. This approach avoids unnecessary complexity and ensures that every connection adds real value.

Take Slack as an example: teams using Slack alongside monday.com saw a 32% drop in email usage and a 23% reduction in meetings [36]. By automating project updates to flow from monday.com into Slack channels, teams stayed informed without needing manual updates.

Microsoft 365 integrations offer even greater opportunities. Healthcare teams centralised project management by combining monday.com with SharePoint. This setup allowed them to handle patient care workflows in monday.com while automatically updating compliance documents in SharePoint.

To make these integrations work smoothly, eliminate manual data transfers and schedule regular maintenance. This includes updating credentials, verifying data mapping, and ensuring strong security measures like multi-factor authentication. Regularly review permissions to keep sensitive data secure [36].

Integrations with tools like Google Drive also demonstrate clear benefits. Teams reported a 20% improvement in document collaboration speed when using shared cloud storage integrated into their workflows [36]. Well-designed connections between platforms can significantly enhance efficiency.

The best cross-platform workflows create feedback loops that keep systems aligned. For instance, when a Jira ticket is resolved, it can automatically update the corresponding monday.com item and notify stakeholders via Slack. This ensures that everyone stays in the loop, no matter which platform they use most often.

Testing and improving your automations

The true value of automation lies in its ability to evolve. For this reason, continuous testing and fine-tuning are essential to ensure your automations deliver the results your team needs. Without regular monitoring, even the most advanced automations can drift off course or miss opportunities for improvement.

A structured testing approach is key. Create test scenarios that replicate real-world conditions, including edge cases where errors might occur. This method helps you identify potential problems early and avoid disruptions to your live workflows.

In addition, regular performance reviews should become part of your routine. By scheduling these check-ins, you can measure how well your automations perform against their original goals. This isn't just about technical accuracy – it's also about assessing how your automations impact team productivity and workflow efficiency. These insights can guide strategic adjustments across your processes.

Measuring automation performance

To ensure your automations deliver measurable results, focus on tracking the right metrics. Look at outcomes that align with your team's objectives, such as time saved, fewer errors, or improved task completion rates.

Rather than setting vague goals like "increase efficiency", aim for specific, measurable targets that tie directly to your business objectives. For instance, you might target reducing a manual process by a certain percentage within a set timeframe.

Take the automotive industry as an example. A small-to-medium enterprise (SME) in this sector implemented Robotic Process Automation (RPA) for compliance audits. The results? A 65% reduction in audit processing time, a 50% cut in operational costs, and a 90% boost in audit accuracy. This was achieved by automating tasks like document extraction, validation, and discrepancy flagging, alongside generating detailed audit reports [37].

To get a full picture of your automation's impact, track key performance indicators (KPIs) across multiple areas. Efficiency metrics can show time savings compared to manual processes, while accuracy metrics ensure quality standards are upheld or improved. Cost savings provide a clear justification for investing in automation tools. Involving stakeholders – from IT and operations to executive leadership – can further strengthen your measurement process and ensure your goals align with broader organisational priorities [38].

Another metric worth tracking is employee engagement. Well-designed automations often improve job satisfaction by freeing up employees from repetitive tasks, allowing them to focus on more meaningful work.

Meeting compliance and audit requirements

While efficiency is a major benefit of automation, ensuring regulatory compliance is just as critical. For businesses, meeting regulations like GDPR and sector-specific standards is non-negotiable. Your automations should support these requirements without adding unnecessary complexity.

Automation tools, such as monday.com, can play a significant role in helping your organisation stay compliant [39]. These systems excel at managing regulatory tasks that might otherwise be overlooked during busy periods. For example, monday.com offers robust data security and customisable privacy controls, making it well-suited for handling sensitive data or financial information.

"Cable does 100% of testing on something that a person can do 3% of testing on - it's a no-brainer."
– Rebecca Marriott, VP Risk and Compliance and MLRO at Tide [40]

Automated workflows also help enforce consistency across your organisation, which is invaluable during audits. Standardised processes reduce compliance risks and make it easier to demonstrate uniformity to auditors. You can even configure your automations to integrate regulatory updates as they arise, ensuring your workflows stay aligned with evolving requirements.

Maintaining detailed audit trails is another critical step. Configure your monday.com automations to log key actions, decisions, and data changes. This creates a comprehensive record for auditors and supports your record-keeping obligations. Additionally, set up automated workflows to handle data retention policies, ensuring data is archived or deleted in line with legal requirements. This approach helps you comply with data minimisation principles and prevents unnecessary data accumulation.

Automating report generation is another area where workflow tools excel. By pulling system data directly into reports, you minimise human error, maintain consistent formatting, and include timestamps and audit trails automatically [41]. Embedding regular compliance testing – such as quarterly reviews – into your automation maintenance routine ensures your systems remain aligned with both internal processes and external regulations as they evolve.

Conclusion: Improving task management with monday.com automations

monday.com automations are reshaping the way teams handle tasks by eliminating repetitive processes that drain time and energy. The impact of these tools is evident through recent success stories and measurable results [7].

Integrations take this a step further by connecting monday.com with platforms like Microsoft 365 and SharePoint. For instance, Chadley Group saw a staggering 50% reduction in administrative workload by using SharePoint workflow automations. Their Managing Director highlighted the benefits:

Christopher Thompson

Managing Director, Chadley Group

The app has resulted in a 50% reduction in administrative workload.

Support has been phenomenal, accelerating and complementing monday.com as a platform.

Read the customer story

These integrations not only simplify workflows but also drive significant productivity improvements. Research highlights that 90% of employees report increased productivity, and 85% notice better team collaboration thanks to automation [42]. Additionally, 88% of small business owners believe automation helps them compete effectively with larger companies [43].

To get started, focus on identifying inefficiencies in your current workflows. Begin with simple automations to tackle immediate challenges, then gradually adopt more advanced workflows [44]. With predictions suggesting that 69% of routine managerial tasks could be automated, and 85% of business leaders agreeing that automation enables employees to concentrate on meaningful goals [45], a phased approach ensures steady progress towards streamlined task management.

Whether it's about cutting down on administrative tasks, improving collaboration, or freeing up time for strategic initiatives, monday.com automations deliver proven benefits. The tools are user-friendly, the results are quantifiable, and the competitive edge they provide is undeniable. By embracing these automations, businesses can transform task management and thrive in an ever-changing business environment.

FAQs

How can I set up and customise monday.com automations for my business without any coding skills?

Setting up and customising monday.com automations is straightforward and doesn't require any coding skills. The platform provides a variety of ready-made automation templates in its automation centre, which you can tweak to fit your specific workflows. All you need to do is select triggers (like when a task is updated) and actions (such as sending a notification) from simple dropdown menus to create automations tailored to your business needs.

With its user-friendly interface, you can easily modify settings and parameters, making it a breeze to automate repetitive tasks like sending reminders, updating statuses, or managing notifications. This no-code solution helps you simplify your processes, save time, and keep operations running seamlessly.

What are the benefits of using monday.com automations with tools like Microsoft 365 and Slack?

Integrating monday.com automations with platforms like Microsoft 365 and Slack can transform how teams manage tasks and collaborate. By automating workflows, you cut down on tedious manual tasks, keep everyone updated in real time, and improve communication across different tools.

For instance, you can configure automations to send instant Slack notifications whenever a task is updated in monday.com. This keeps teams in the loop without the need for constant follow-ups. Similarly, linking with Microsoft 365 can automate updates to shared contacts or tasks, saving time and reducing the chance of mistakes.

These integrations help create a more streamlined and connected work environment, enabling teams to focus on what really matters while letting monday.com take care of the repetitive admin work.

How can monday.com automations help with compliance requirements?

monday.com automations simplify compliance by offering tools for secure and efficient data management. Through automated workflows, you can manage tasks like processing, storing, and deleting personal data in line with regulations. For instance, automations can address data access requests or initiate data deletion processes automatically, cutting down on manual work and reducing the risk of mistakes.

In addition, the platform emphasises data protection with encryption, strict access controls, and adherence to rigorous privacy standards. These measures help safeguard sensitive information, ensuring it remains accessible only to authorised users. This makes it easier for organisations to meet their compliance requirements.