AI & Business Process consulting.
monday.com Platinum Partner.
Marketing teams tend to be among the more enthusiastic early adopters of monday.com, and also among the accounts that end up most fragmented. A content calendar here, a campaign tracker there, a separate board for design requests, another for events, and nobody quite sure which one is the source of truth for anything.
The problem isn’t that the team is using too many boards. It’s usually that the boards haven’t been built to talk to each other, and the intake process (how work gets requested and prioritised) hasn’t been formalised in the platform.
This guide covers the setup decisions that make monday.com actually useful for a marketing team, rather than just a more visual version of a shared spreadsheet.
The three boards most marketing teams need
Not every marketing function, and not a board per campaign. Three boards, structured to cover the main jobs:
A content and campaign board. This is your editorial calendar and campaign tracker in one. Groups represent time periods (months or quarters), items represent individual pieces of content or campaign deliverables, and status columns track where each piece is in the production process. The key is deciding upfront what counts as an item: a blog post, a campaign, a social asset? Mixing levels of granularity on the same board makes filtering and reporting unreliable.
A requests and intake board. This is how work gets into the team, from internal stakeholders making requests to the marketing function. A monday.com Form on this board gives requesters a structured way to submit briefs without emailing someone, and means every request has the information the team needs to scope it. Items on the intake board can be connected to the campaign board once they’re approved and in production.
An assets and resources board. Optional but useful for teams managing a library of brand assets, templates, or campaign materials. A Files column plus status labels for approved/in review/archived keeps this manageable without needing a separate DAM for most teams.
The intake board: the piece most teams skip
The most common source of friction in a marketing team’s monday.com setup isn’t the campaign board. It’s the fact that requests still come in via Slack, email, and someone tapping a shoulder, then get manually added to the board by whoever received them.
A Form on the intake board solves this. The Form is a public-facing version of your intake board, configured to collect exactly the fields you need from a requestor: campaign objective, target audience, deliverables, due date, budget. Submitting the form creates an item on your board automatically, with all those fields pre-populated.
It takes about 30 minutes to set up and reduces the back-and-forth on incomplete briefs significantly. The other benefit: every request is now on the board, which means you have a real picture of demand versus capacity rather than a hidden backlog living in various inboxes.
Status labels: the decision that affects everything downstream
Status columns are how monday.com tracks progress. Marketing content typically moves through more stages than most project management boards (Brief, In Production, In Review, Approved, Scheduled, Published, for example), and getting the labels right before the team starts using the board saves significant friction later.
Two rules that matter: First, each label should represent a state, not an action. “In Review” is a state. “Send for Review” is an action. States are better because they tell you where something is, not what needs to happen next. Second, decide what triggers movement between states. If moving something to “In Review” should notify the reviewer, build that automation at setup. If it doesn’t, moving status becomes a manual step that gets skipped.
Connecting content to campaigns
If your team runs campaigns that involve multiple content pieces (a launch with a blog post, three social assets, an email, and a landing page, for example), a connect board column linking individual content items to a parent campaign item gives you rollup visibility without duplicating everything.
Mirror the status of each content piece into the campaign board so you can see at a glance whether a campaign is on track without drilling into each individual board. This is the pattern that makes a marketing operations setup feel genuinely connected rather than a collection of separate trackers.
Automations worth setting up immediately
Three automations that are straightforward to configure and reduce manual communication significantly:
- When an intake form is submitted, notify the marketing manager (or whoever triages new requests)
- When status changes to “In Review,” notify the reviewer in the assigned column
- When due date arrives and status is not “Published” or “Approved,” notify the owner
Beyond these basics, recurring content automations (creating a new item for a weekly newsletter or monthly report on a set schedule) are worth building if your team has regular, predictable output that currently gets manually added to the board each cycle.
Dashboard: what a marketing lead actually needs to see
A marketing dashboard that’s useful for a team lead typically shows: content volume in production versus published this period, items by status across the campaign board, upcoming due dates in the next two weeks, and any items flagged as blocked or overdue.
Build this as a separate dashboard rather than a board view, so it pulls across multiple boards if needed and can be shared with leadership without giving them edit access to the underlying boards.
Where it gets more complex
The setup above works well for a marketing team of two to ten people managing a steady flow of content and campaigns. It gets more complex when you’re managing agency relationships alongside internal production, running multiple brands out of the same account, or integrating monday.com with your CRM, email platform, or analytics stack. Those integrations are where the real efficiency gains sit, and also where a misconfigured connection creates more noise than it removes.