Imagine this: you’ve just assigned a new project, but instead of starting the work, your team is stuck chasing updates. Everyone’s pinging each other, checking task statuses, and reminding people about deadlines. Managers are drowning in emails, and employees are wasting time on things that should take minutes.

Honestly, most professionals spend almost half their week on these repetitive tasks—updating spreadsheets, moving items between lists, or sending reminders. That’s hours gone that could be spent on actual work—strategy, creativity, or helping clients.

This is where Monday.com automation comes in. It takes the busywork off your team’s shoulders. With no-code workflows, you can automate repetitive tasks, streamline communication, and keep everything on track without constant follow-ups. Tasks get assigned automatically, reminders are sent on time, and updates flow smoothly across teams.

At Tollanis Solutions, a Monday.com Bronze Partner, we’ve seen firsthand how powerful this can be. A properly set-up workflow can transform a cluttered, frustrating process into something smooth and almost effortless. From automatic task assignments to syncing updates and sending reminders, everything works quietly in the background while your team focuses on real results.

In this guide, we’ll walk you through how to automate Monday workflow—step by step. By the end, you’ll know how to save time, make teamwork easier, and scale your projects with smart automations that actually make a difference. No more chasing updates. No more lost information. Just a workflow that works.

Why Automating Your Monday Workflow Matters?

Manual work might seem harmless in small doses, but over time, it eats up a lot of your team’s energy. Hours spent reassigning tasks, sending follow-up emails, or updating project boards by hand don’t just slow things down—they also create room for mistakes and frustration.

That’s where automation becomes a real game-changer. By setting up smart workflows in Monday.com, you can:

• Save time & reduce errors: Updates, notifications, and repetitive steps happen automatically. No more oversights.

• Boost collaboration & accountability: Everyone stays in the loop with real-time updates. Nothing slips through the cracks.

• Speed up project delivery: Tasks move smoothly from one stage to the next without constant manual intervention.

• Gain real-time visibility: Managers see progress, roadblocks, and deadlines instantly—no chasing updates required.

It’s no wonder most professionals say automation makes them more productive and helps them collaborate better. Automation isn’t just about saving clicks—it’s about creating a smarter, smoother way to work.

Monday.com Automation Basics (Made Simple)

If you’re new to automation, Monday.com keeps things straightforward. Every automation follows a simple formula: Trigger → Condition → Action.

• Trigger: The event that kicks things off. Think of it as the “when.” For example, when a task is created or a status changes.

• Condition: Rules that refine the trigger. It’s like a filter to make sure the automation runs only when it should. For example, only if the priority is high.

• Action: What happens as a result. This is the outcome. For example, notify the project manager or assign the task to a team member.

Put together, it might look like this: When a task status changes to “Done,” notify the project manager.

No code, no complexity. Just a few clicks, and your workflow starts moving on its own—letting your team focus on work that actually matters.

Popular Monday Workflow Automations to Try

One of the best parts about Monday.com is that you don’t need to start from scratch. The platform comes with dozens of ready-to-use automation templates, plus the flexibility to build your own. Here are some of the most useful ones teams rely on every day:

Task & Project Management

• Auto-assign tasks on creation – Every time a new item is added, it’s instantly assigned to the right person. No more “Who’s taking this?” confusion.

• Notify the team on status change – Keep everyone in the loop when a task moves from “In Progress” to “Done.”

• Move items across boards – As projects evolve, tasks can automatically move from a planning board to an execution board.

Marketing

• Lead nurturing reminders – Make sure no prospect gets left behind with automated follow-up reminders.

• Campaign deadline alerts – Get notified before a key campaign date sneaks up on you.

• Auto-approvals – Speed up content production by sending items for approval automatically.

Sales & CRM

• Lead follow-up notifications – Trigger reminders for sales reps when a new lead comes in or a deal moves forward.

• Pipeline stage updates – Automatically update deal stages and keep the pipeline accurate in real time.

• Auto-task creation for deals – When a new opportunity is logged, tasks are created instantly for the right team members.

Cross-Team Collaboration

• Cross-board updates – Keep multiple departments aligned by syncing changes across different boards.

• Dependencies (task after task) – Ensure one task only starts once another is complete, reducing bottlenecks.

• Recurring reminders – Set gentle nudges for weekly check-ins, reports, or status updates.

With these kinds of automations in place, you’re not just streamlining individual tasks — you’re creating workflows that connect entire teams.

How to Automate Monday Workflow (Step-by-Step)

Setting up your first automation in Monday.com is easier than you might think. You don’t need coding skills or IT support — just a few clicks, and you’re good to go. Here’s how to get started:

1. Open your board and click “Automate.”
   Head to the board you want to streamline and tap the “Automate” button in the top corner. This opens up Monday.com’s automation center — your hub for building smart workflows.

2. Choose a template or build your own.
   If you’re just starting out, templates are a lifesaver. Monday.com has dozens of pre-built automations you can turn on instantly. Want something more specific? You can also customize your own from scratch.

3. Set a trigger.
   This is the “when.” Maybe it’s when a task is created, when a status changes to “Done,” or when a due date arrives.

4. Add conditions if needed.
   Think of this as fine-tuning. For example, only send a notification if the task is marked as “High Priority.” Conditions help you keep automations relevant and avoid unnecessary alerts.

5. Pick an action.
   This is the “then.” Decide what should happen once the trigger and condition are met. You could notify a manager, assign a task to a teammate, move an item to a new board, or update a column automatically.

6. Test and activate.
   Before rolling it out to the whole team, give your automation a quick test. Once you’re confident it works the way you want, hit activate and let it run in the background.

💡 Pro Tip: Don’t try to automate everything at once. Start small with one or two automations that solve a pain point for your team. Once you see the impact, you can layer on more advanced workflows over time.

Conclusion

Automating your Monday workflows isn’t just a nice-to-have — it’s a productivity game-changer. By letting smart automations handle repetitive tasks, you free up your team to focus on what really matters: delivering results, collaborating effectively, and moving projects forward without the constant administrative grind.

The best part? You don’t need to overhaul your entire system overnight. Start with just one simple automation today — whether it’s auto-assigning tasks, sending reminders, or updating statuses — and watch how much smoother your workflow becomes.

Ready to take your Monday workflows to the next level? If you want tailored automation setups and expert guidance, connect with Tollanis Solutions, a trusted Monday.com Bronze Partner. Let us help you create workflows that save time, reduce errors, and scale your business effortlessly.