Monday.com is not just a tracking tool — it is a behavioural system that enforces the Zeal 3.0 Operating System. This page defines what Monday.com is responsible for, how project phases and statuses are used, core expectations, the intent behind key automations, and how people should respond when automations trigger.
Guiding principles
If it's not visible in Monday.com, it is not being actively managed.
Project status must reflect reality, not optimism.
Ownership must be explicit at all times.
Automation exists to support discipline, not replace responsibility.
Monday.com is a shared truth — not a personal task list.
What Monday.com is used for
Monday.com is used for
Viewing all active, stalled, and completed projects. Assigning and displaying project ownership. Tracking project phase and health. Surfacing risk, inactivity, and blockers. Supporting workload awareness across the business.
Monday.com is not used for
Quoting or pricing (see CurrentRMS). Detailed scheduling or call sheets (see TeamTrack). Private task tracking.
Project phases
Every project has a Project Phase column. It answers the question: "Where is this project in its lifecycle?"
Project status (health)
Every project also has a Project Status column. It answers the question: "Is this project actively moving forward?"
Active
Work is progressing.
Stalled
No meaningful activity is occurring.
Completed
The project is finished.
Dead
The project will not proceed.
Phase and status are intentionally separate. A project can be in Development but Stalled. A project can be in Delivery and Active. Status reflects reality, not aspiration.
Project board views
All projects are added to the Projects / Jobs board. Filters and views keep it simple. There are premade tabs:
Production
Projects with production
Design
Projects with design
Visuals
Projects with visuals
For you
Projects you're involved in
The item and sub-item model
Items = the project
Each item is the project itself — its status overview, data record, and conversation home. Each item holds: project name, client, PM, Creative Lead, Account Manager, scope flags (Production / Design / Visuals), OneDrive folder link, and revision number.
All project updates and conversation happen at item level.
Sub-items = tasks only
Sub-items are individual tasks. Assigned to a person. Done or not done. No conversation expected. No automatic creation of complex sub-items.
Sub-items are for tracking discrete actions — not for holding project information or discussions.
Project communications
All project conversation lives in the item's Updates section. This is the single, searchable thread for everything that has happened on the project.
How communication works
All project conversation lives in the Monday.com item. Sub-items are for tasks, not conversation. Outcomes from calls and chats must be recorded in the item. Monday.com is the single searchable record of what happened.
What we don't do
No per-project Teams channels. No reliance on WhatsApp or phone calls for project records. No conversation threads on sub-items.
Chat tools support conversation — Monday.com records outcomes.
WhatsApp and phone calls are acknowledged, but outcomes must be recorded in the Monday.com item.
Core automations
Monday.com automations are designed to reinforce good behaviour and surface risk early. Below is what happens automatically — and why.
Every project must have one Project Manager. Monday.com enforces a single PM at all times.
Why: Clear ownership prevents ambiguity and stalled decision-making.
Any activity on sub-items updates the project's latest update date.
Why: Meaningful progress is reflected automatically without manual admin.
If there is no activity for 10 days, the project status is automatically set to Stalled and the project is moved to the Stalled group.
Why: Projects should never stall silently. Stalled does not mean failure — it means attention is required.
Coming soon
Transport & sub-hire
Transport and sub-hire automations will move to Zapier for better flexibility and integration.
Connected boards removal
Connected boards are being removed in favour of a simpler, more maintainable model.
Revision notifications
A revision number automation will notify assigned crew when revision numbers change.
When a project becomes Stalled
It should trigger a conversation, not blame. The Project Manager is expected to review what is blocking progress, clarify next steps, and update the project accordingly.
Stalled projects are visible by design so they can be addressed early.
Ownership and updating expectations
Project Managers
Own project status accuracy. Ensure phase reflects reality. Respond to stalled projects. Drive progression or closure. Own the flow of information and follow-through. Ensure updates, decisions, and changes are recorded. Maintain visibility and momentum.
Creative Leads
Ensure creative progress is reflected honestly. Flag blockers early. Support clarity around phase movement.
Keeping Monday.com accurate is part of the job, not an admin task.
The system is designed to support people — not catch them out.
When to reference this page
This page should be referenced when there is confusion about a project's status, a project has become stalled, someone questions why Monday.com has changed something automatically, or teams need clarity on expectations around updating projects.
Continuous improvement
Feedback on Monday.com workflows and automations is encouraged. Improvements should reduce friction, improve clarity, reinforce discipline, and support better outcomes. Changes are reviewed, agreed, and then implemented deliberately.