How to structure your boards for maximum team success

How to structure your monday boards for maximum team success



The Complete Guide to Getting Your Team to Adopt and Succeed With

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Instagram Icon and Link has a ton of tools to make your boards simple, but the biggest asset you’ll need is your team’s buy-in. Here’s how to get it.

Your ideal board isn’t just up to you, it’s up to your team. An “ideal” board is one that’s used by everyone. So even though you THINK you know what’s best for your team, making sure that you structure your board for their success is going some communication. If you set up without considering a few questions for your team, it’s just not ever going to be as effective as you want.

Here’s how we recommend working with your team to set up boards in a way that’s good for them.

When you get your team’s buy-in, your team will work faster, be happier, and ultimately do better work. 

Step one: Talk to your team about the work they’re doing now 

What’s the big idea? You absolutely need to communicate with your team BEFORE you set up your boards so you understand what they need and what they can negotiate on. 

So if you have an approval process set up and things are going back and forth between different teams – it’s absolutely crucial that you get on the same page with everyone involved. 

Here’s what to talk about with your team: 

  • What is non-negotiable (eg. has to be tracked in the board)?
  • If you’re not using yet, what is your team currently doing to manage projects?
  • How are they communicating the status of tasks right now (whether in or not). If they’re not using the system you set up, are they using Slack or email, or how are they communicating?
  • Are they using updates in, but not tagging people? 
  • How are they asking for help?
  • How are they assigning tasks? Are they using, or Slack, or email? If they’re using, are they using due dates so that people get notified? 
  • What’s causing friction in their work (in, and outside of Meetings, emails, and phone calls, can all be sources of frustration that can help with. 

Step two: Talk to your team about the things they can help decide on your board

This is actually an incredibly challenging conversation to have. It’s ideological and people have opinions about it. We separate this step into two categories: negotiables and non-negotiables. 

Negotiables are places where you can build the trust you’ll need to execute the non-negotiables. These are ways you can give your team ownership by considering their input into your build. 

Non-negotiables are areas of accountability. You may need to build trust for your team to follow-through on the non-negotiables because they MAY be a big ask. 

Some examples of non-negotiables may be:

  • Time tracking for project tracking or billing purposes
  • Weekly status reports to the Leadership Team 
  • Uploading specific files

Step three: Structure your board on a micro level 

Your team needs stability and consistency for them to be successful, that is also true for your board. To do this, you’ll need to become much more familiar with views. Specifically the table view.

A table view is one of the most powerful views in because it allows us to create a customized view for your team. In this case – we called it a collaboration view. Within a view you have tons of options. You can hide columns that don’t pertain to your team. That’s useful because they won’t be saddled with extraneous info. 

Step four: Structure your board on a macro level

A great tip for organizations with multiple teams is to use Groups. Let’s say your business has a team for video and a team for design. The idea is to make a Group in for each. Now you can create a filtered view where your group, “video” and only see what’s relevant to that team. 

That’s not the only way to do it – depending on your team there are other ways to set up so it shows your team exactly what they need.  When you set up, you’re going to have to make some macro level organizational decisions around what seems best for your team.

Setting up with a focus on your team can help create buy-in and make your work super efficient. However, it takes some planning, and you may even need to revise it after your team has been using it for a while. That’s why we recommend check-ins with folks, especially early on as you’re implementing into your team. Doing so will ensure that everyone is on the same page, and you have the info you need to make the best board you can – for you AND your team. 

We can help you simplify your setup and get buy-in from your team. It’s not that scary. Trust us. ➡️ Schedule a call to streamline your setup today.


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Lucid Day grew out of a passion for making work operations spark - for the individual, the team, and the business as a whole. We drive change in our customer’s business by focusing on what will drive effective teamwork. We establish intuitive, simple, and robust workflows in within an effective structure to drive. And we believe can provide that unleashing energy.

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