How Digital Workspace Monday Keeps Us Productive

The COVID-19 pandemic has shaped the way businesses perform all over the world. In order to keep our employees safe during these uncertain times, Colossus Media Group transitioned into a remote, work-from-home environment for most of our team. Adapting to this new style of collaboration had its challenges, however, we are lucky to have an amazing group of resilient employees that made the transition easy. In addition to our hardworking team, implementing Digital Workspace Monday has helped keep us organized, productive and communicative during the switch. Monday has tons of great features, the ones we use most to keep the team on track are:

 

Dashboards

When you first open Monday you arrive at your inbox, this is where you can find relevant updates surrounding your current or completed tasks. To the left of the screen is a sidebar with existing workspace dashboards. At Colossus, we created a board for each of our departments. Therefore, we have different pages for Video & Photo Process Management, Social & Blogs Process Management, Graphic Design Process Management, Website Process Management, and more. Employees can access all open workspaces which allows for seamless collaboration across all departments. 

   

 

Items

The workspace boards are made up of Items. Items can be grouped into relevant categories. For example, under the Social & Blogs Process Management board, we have 3 groups: Blogs, Social Media, and Emails. These groups consist of items, which in our case, are our clients. 

Graphic Design and Video/Photo Processing mark their items as completed as they finish their projects. They will then seamlessly transfer the item into a different group of completed projects. For the Social Media dashboard, the accounts are ongoing and stay in the group as long as we need them to or until we move or modify them.

The item row consists of the client while the column divides the groups into other important categories. These columns are completely customizable. You keep track of what your organization finds important. At Colossus, we choose to identify the account ID, director, Content Manager, due date, priority level, status update, budget, and more. With a simple scroll to the right, all of this information is readily available to us regarding each of our clients and projects. Employees are added to items they’re a part of, from there, they will receive any updates on the item’s status or completion.

 

Items

The workspace boards are made up of Items. Items can be grouped into relevant categories. For example, under the Social & Blogs Process Management board, we have 3 groups: Blogs, Social Media, and Emails. These groups consist of items, which in our case, are our clients. 

Graphic Design and Video/Photo Processing mark their items as completed as they finish their projects. They will then seamlessly transfer the item into a different group of completed projects. For the Social Media dashboard, the accounts are ongoing and stay in the group as long as we need them to or until we move or modify them.

The item row consists of the client while the column divides the groups into other important categories. These columns are completely customizable. You keep track of what your organization finds important. At Colossus, we choose to identify the account ID, director, Content Manager, due date, priority level, status update, budget, and more. With a simple scroll to the right, all of this information is readily available to us regarding each of our clients and projects. Employees are added to items they’re a part of, from there, they will receive any updates on the item’s status or completion. 

 

Time Tracking 

One of the most crucial aspects of our daily tasks is utilizing the time tracking device for each item. This allows us to track how much time we are spending on each of our accounts which we can then include in reports to our clients. 

 

Conversations

To the right of each item name, is a little speech-bubble representing conversations. The Conversation feature helps us communicate better. There are 3 different tabs: Updates, Info Boxes, and Activity Log. 

Our updates often consist of smaller tasks that need to be completed within the greater project. One of our favorite features is the checklist option, allowing us to keep track and display our completion status to others. Info Boxes are where we can add notes, files, and ask or answer questions. Lastly, the activity blog displays a record of any relevant actions made by the team. 

If something new is added to the conversation, a numbered notification will appear next to the speech bubble, prompting employees to take a look at the new information. 

 

My Week

When the team needs to easily view assignments,  we can click the calendar icon to the left that will bring us to the “My Week” page. This displays a virtual planner of our tasks for the week and their due dates.

 

 

The Future of Work

With unexpected increases in productivity, employee-retention and morale, it seems work from home is an important aspect for the future of many companies. This workstyle will be implemented for years to come, and Monday has helped make our transition seamless.