Monday

Running a small business has many challenges, especially when managing multiple projects, tasks, and teams. The right project management tool can make all the difference by helping you streamline processes and stay on track.

monday.com is a cloud-based work management platform known for its intuitive design and flexibility. It offers a clean, organized interface that instantly makes you feel more in control. With versatile dashboards, you can easily track teams, share files, and automate workflows.

It has a free plan and several paid options to suit different needs. However, other tools might offer more generous free plans, better collaboration options, and advanced features. 

monday.com excels in many scenarios, making it a versatile tool for SMBs.

Task Management and Workflow Automation

monday.com is makes task management simple and effective. It gives teams a central spot to log tasks, update statuses, and keep track of progress. The platform makes it easy to check the details of any task, monitor progress, attach files, and leave comments or tag team members. This way, everyone stays in the loop and up to speed.

Project Tracking and Data Visualization

monday.com provides several view options, such as Kanban boards, timelines, and calendars, to help you track project progress. This is particularly useful for small businesses managing deadlines and deliverables. The platform’s dashboard builder is well-regarded for its customization and ability to track key metrics.

The Pro Projects plan offers the most advanced data visualization tools, including six preset charts and custom charts. However, you can create widgets to display specific metrics even on the Basic and Standard plans.

Customization and Flexibility

With over 200 project templates, you can tailor your workspace to fit your specific needs. Sales, marketing, IT, or operations teams can create a setup that mirrors their respective workflows. This flexibility makes it a great option for small teams that need a solution that can grow and adapt as they scale.

Team Collaboration

While monday.com isn’t the most feature-rich when it comes to collaboration tools, it still provides essential features like task comments, file attachments and @mentions. These tools promote effective communication within your team, reduce back-and-forth emails, and keep discussions organized. 

File Management

monday.com allows users to manage files and assets in one collaborative space. It features custom permissions, secure file storage, version control, and live annotations. The platform also offers a range of customizable templates for different types of files.

You can create documents for your HR, marketing, and software development teams. It also offers tools for billing and invoicing to help manage cash flow.

As versatile as monday.com is, there are situations in which other tools might better meet your needs:

Complex Project Management

If your projects are highly complex, with numerous dependencies and intricate scheduling needs, monday.com might feel a bit limited. While it does offer Gantt charts and task dependencies, platforms like Microsoft Project and Teamwork provide more robust tools for managing large-scale projects. Teamwork, for example, includes advanced time tracking and task dependency features in its lower-priced plans, making it a more cost-effective choice for complex projects. 

Advanced task management features on monday.com, such as task dependencies and time tracking, are locked behind the Pro Projects plan and the Enterprise plan. Moreover, if you’re using the free Individual plan, you won’t have access to Gantt charts, and the Basic plan doesn’t include essentials like milestones, task dependencies, or a calendar.

Advanced Collaboration

For teams that rely heavily on real-time communication and collaboration, monday.com might not be the best fit. Its collaboration tools are somewhat basic compared to competitors like ClickUp, which offers an integrated chat function and a more advanced online whiteboard. If collaboration is a top priority, ClickUp could provide a more comprehensive solution. 

Budget-Friendly Options

If budget constraints are a concern, monday.com’s pricing structure might be a drawback. The free plan is quite limited compared to alternatives like Asana, which offers more features at no cost. Asana’s free tier includes more comprehensive task management tools, making it a strong contender for small businesses looking to maximize value.

Tracking

monday.com isn’t lacking in project tracking capabilities, as the platform includes trackers for budget utilization, progress, and more. However, the lower-tier plans don’t offer a built-in time tracker, which can be helpful for optimal resource management. This feature is accessible in the Pro tier, which may be quite expensive for smaller companies.

On the bright side, monday.com has strong integration options, allowing you to connect with top-time tracking platforms like Everhour. This can help fill the gap if you need advanced time-tracking features.

monday.com's Free plan can be sufficient for individuals or two-person teams. It offers basic features such as three project boards and unlimited documents.

As your team grows, the Basic plan helps you manage everything in one place, adding 5 GB of storage, priority support, and dashboards. If your focus is on collaboration, the Standard plan steps it up with a calendar, timeline, and Gantt views, plus more automation. 

For teams with complex workflows, the Pro plan offers time tracking and private boards. For larger organizations with more advanced needs, the Enterprise plan offers tailored onboarding, advanced security, and more, with pricing available on request.

Getting started with monday.com is designed to be straightforward, even for those who aren’t tech-savvy:

• Sign up: Begin with a free plan to explore the platform’s basic features. This allows you to manage up to two users with limited access to advanced features.
• Create a workspace: Set up your workspace, which acts as the hub for all your projects and tasks. You can start from scratch or use one of monday.com’s templates tailored to various industries and workflows.
• Invite your team: Collaboration is key, so add your team members to your workspace. Assign tasks, set deadlines, and start tracking progress.
• Customize your setup: Tailor your boards with the columns, fields, and automation that best match your business needs. The platform’s customization options are extensive, allowing you to create a setup that works for your specific workflows.
• Monitor and adjust: Use dashboards and reporting features to monitor your team’s progress. As you become more familiar with the platform, you can adjust your setup to better suit your evolving needs.

Transitioning to monday.com from another project management tool is usually a smooth process. Here’s how you can make it even easier:

Import Tasks

monday.com allows you to import tasks from other tools like Trello or JIRA using CSV files. This helps you retain important information and ensures that no data is lost during the transition. Simply export your data from the old tool, upload it to monday.com, and map the fields accordingly.

Integrate Existing Software

monday.com integrates with a wide range of tools, including Slack, Google Drive, and Microsoft Teams. This means you can continue using your favorite apps while using monday.com’s project management capabilities. For example, you can receive Slack notifications when a new task is created on monday.com or attach files from Google Drive directly to tasks.

Customize for Familiarity

To help your team adjust to the new system, you can customize your monday.com workspace to resemble your previous tool’s setup. This familiarity can reduce the learning curve and help maintain productivity during the transition.

monday.com connects with a range of tools, including Gmail, Outlook, HubSpot, LinkedIn, Mailchimp, Microsoft Teams, and more. Here are a few of its popular integrations:

• Slack: Get real-time updates and notifications about your projects directly in Slack, keeping your team in sync without platform switching.
• Google Drive: Attach and share files within monday.com, making collaboration on documents and spreadsheets seamless.
• Zapier: Automate repetitive tasks between monday.com and other apps, like creating new tasks from incoming emails in Gmail.
• Trello: If some team members prefer Trello, integrate it with monday.com to maintain workflow continuity.

Here is a dedicated resource explaining how monday.com integrates with other tools.

While monday.com is highly versatile, certain tools might not be fully compatible:

• Specialized industry tools: If you’re working with niche software, verify its compatibility with monday.com. Customization and API access might be necessary to ensure smooth integration.
• Legacy systems: Older, non-cloud-based systems might struggle to integrate with monday.com. In these cases, third-party middleware might be required, which could involve additional costs and maintenance.