A marketing agency that launches multi-service projects with one status change

The challenge

The client is a marketing agency of more than 20 people, delivering social media, design, influencer management, production and experiential work for large brands. Projects were getting bigger and more numerous, and the agency faced a choice: hire more people to run an inefficient system, or put the right system in place.

What was in the way

• Every board and task was created by hand for each new project.
• Leadership had no dashboard visibility across projects.
• Departments worked in silos and didn’t share information.
• The same setup work was repeated, manually, project after project.

The system we designed

We built a new Monday.com workspace with a Master Projects board fed directly from sales. When a lead is won, the project is created with a brief generated from the lead. The team fills in the remaining details and launches it with a single status change.

Launching sends each project down one of two routes. A regular project covers one service. A 360 project, for clients buying two or more services, gets its own client folder with one templated service board per service, each with its own brief, documents, intake form and task set. A 360 board then mirrors status, dates and hours from every service board, so the whole engagement is visible in one place.

Key automations and integrations

• Lead to project: a won lead creates the master project with its brief prefilled.
• Status-driven launch: the right route, folders, boards and tasks are built from templates.
• Living briefs: briefs update themselves when fields are added or values change, such as a new deadline.
• Two-way sync: status, dates, and estimated and actual hours flow between each service board and the 360 board.
• Scalable dashboards: dashboards read the 360 layer instead of every board, so they keep working as the number of boards grows.

The impact

• Launching a project went from days of setup to minutes.
• Project managers and stakeholders track every project against plan from one view, without opening each board.
• Every project starts with a complete brief that stays current.

Why it scales

Templates and routing absorb new projects without new admin. Because dashboards connect only to the 360 layer, the agency can keep adding clients and services without running into Monday.com’s limit on boards per dashboard.