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
Project communications
Project communications take place in update threads — there are threads for each project and each subitem. Communications must tag relevant people, be related to the item being discussed, and reference other threads if required.
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.
When a new project is created: project status is marked as Active, a project scope / brief subitem is created, and a budget / quotes subitem is created.
Why: All projects start with these basic building blocks in place.
When Production column is set to Yes, the following subitems are created automatically: Transport (with linked item in Project Transport board), Subhire (with linked item in Subhires board), Technical drawings, Produce Prep Pack, Crew, and Carnet.
If any subitem is not required, setting its status to 'Not Required' will automatically delete it. Setting Production back to No will not delete any items.
When Design column is set to Yes: Pitch Deck, Design drawings, and Programming subitems are created. Same deletion logic as above.
When Visuals column is set to Yes: Visual Moodboards and Asset delivery subitems are created. Same deletion logic as above.
Any activity on subitems 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.
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.