Operations System Developer

Monday.com

Monday.com

2024

Online Platform

Digital Tools & Platforms

1 Year

Summary

I designed and developed a comprehensive operations system using Monday.com, tailored specifically for media and creative agencies. The system enables teams to seamlessly track and manage their workflow from the very first step of content creation to final delivery and archiving.

It allows companies to monitor progress, reduce errors, and ensure smooth collaboration across departments (writing, design, video, photography, etc.), while keeping clients updated at every stage.

I designed and developed a comprehensive operations system using Monday.com, tailored specifically for media and creative agencies. The system enables teams to seamlessly track and manage their workflow from the very first step of content creation to final delivery and archiving.

It allows companies to monitor progress, reduce errors, and ensure smooth collaboration across departments (writing, design, video, photography, etc.), while keeping clients updated at every stage.

Workflow Stages:

Workflow Stages:

I designed the workflow as a Kanban-style pipeline that moves tasks through the following stages in order:

  • NEW → WRITING → WRITING REVIEW → CONTENT APPROVAL → PHOTOGRAPHY → RAW MATERIALS → DESIGN → DESIGN REVIEW → VIDEO EDITING → VIDEO REVIEW → FINAL REVIEW → CLIENT APPROVAL → FINISHED / READY → DELIVERED → PUBLISHED → ARCHIVE.

  1. NEW – Task creation and initiation.

  2. WRITING – Drafting initial content.

  3. WRITING REVIEW – Reviewing written material.

  4. CONTENT APPROVAL – Client/internal approval for written content.

  5. PHOTOGRAPHY – Capturing required visual material.

  6. RAW MATERIALS – Organizing and storing assets.

  7. DESIGN – Creating graphic or visual elements.

  8. DESIGN REVIEW – Internal design review.

  9. VIDEO EDITING – Editing raw footage into final form.

  10. VIDEO REVIEW – Internal video review.

  11. FINAL REVIEW – Ensuring overall quality before delivery.

  12. CLIENT APPROVAL – Getting client’s final approval.

  13. FINISHED / READY – Task marked complete internally.

  14. DELIVERED – Final materials sent to the client.

  15. PUBLISHED – Content officially published/distributed.

  16. ARCHIVE – Task archived for future reference.


I designed the workflow as a Kanban-style pipeline that moves tasks through the following stages in order:

  • NEW → WRITING → WRITING REVIEW → CONTENT APPROVAL → PHOTOGRAPHY → RAW MATERIALS Uploading→ DESIGN → DESIGN REVIEW → VIDEO EDITING → VIDEO REVIEW → FINAL REVIEW → CLIENT APPROVAL → FINISHED / READY → DELIVERED → PUBLISHED → ARCHIVE.

  1. NEW – Task creation and initiation.

  2. WRITING – Drafting initial content.

  3. WRITING REVIEW – Reviewing written material.

  4. CONTENT APPROVAL – Client/internal approval for written content.

  5. PHOTOGRAPHY – Capturing required visual material.

  6. RAW MATERIALS Uploading – uploading materials to drive after photography.

  7. DESIGN – Creating graphic or visual elements.

  8. DESIGN REVIEW – Internal design review.

  9. VIDEO EDITING – Editing raw footage into final form.

  10. VIDEO REVIEW – Internal video review.

  11. FINAL REVIEW – Ensuring overall quality before delivery.

  12. CLIENT APPROVAL – Getting client’s final approval.

  13. FINISHED / READY – Task marked complete internally.

  14. DELIVERED – Final materials sent to the client.

  15. PUBLISHED – Content officially published/distributed.

  16. ARCHIVE – Task archived for future reference.


Task Details:

Task Details:

Each task includes a comprehensive set of fields to guarantee clarity and smooth collaboration:

  • Task ID

  • Content Type (Post – Carousel – Story – Reel – …)

  • Description

  • Status (as defined in the workflow above)

  • Drive Link

  • Content

  • Publish Date

  • Writing Deadline

  • Design Deadline

  • Photography Deadline

  • Photography Date

  • Video Editing Deadline

  • Location (for photography/video shoots)

  • Media Representative

  • Account Manager

  • Content Writer

  • Designer

  • Video Editor

  • Photographer

  • WRITING Time Tracking

  • PHOTOGRAPHY Time Tracking

  • Raw Materials Upload Time Tracking

  • VIDEO EDITING Time Tracking

  • DESIGN Time Tracking

  • Last updated by and time



Internal Integration

Beyond the production pipeline, I built additional sections to ensure full operational integration within the agency:

  • Monitoring & Reports: for accurate performance insights.

  • Control Dashboards: providing management with a full overview.

  • Client Workspaces: enabling clients to track projects transparently.

  • Employee Workspaces: organizing and streamlining staff tasks.

  • Client Database: consolidating all client information in one place.

  • Archive: storing completed projects for future reference.

Outcome

This system became a powerful tool for media agencies to manage operations efficiently, accelerate production, reduce errors, and strengthen collaboration between management, teams, and clients.

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