How to Use Monday.com as a Coach, Consultant, or Service Provider [Part 1]
Melissa Dlugolecki walks through Monday.com setup for coaches and consultants, covering workflows, lead tracking, client management, and automations. The video is conversational, with input from Nikki, and focuses on practical ways to organize your business on the platform.
Okay, Monday.com time, here we go. So Monday.com is a platform in which you can use to organize really all aspects of your business. It has a lot of capabilities. Now two different things that you can make note of. It has internal like automations and then external integrations. So internal automations could be if I change a status to this, do this. If this date comes up, do this. If something is past a date, do this. And it'll give you different things that will happen all within Monday.com. external is when it connects to other platforms such as Zapier, Stripe, text messages, all different things. Now Monday has the capabilities now as well as Jotform, meaning or Google Forms. You can actually create forms within Monday.com like a client onboarding an event. Sign up and all of your responses will automatically go into a Monday board, organized but for you by questions. So instead of having to create a JOT form or a Google form and then export all the responses into an Excel or something, it essentially creates that for you. If you are just starting with Monday, top three boards, you want to have workflow, which of course relates to your monthly goal setting. Right. Your weekly planning, right. All of your action steps, lead generation. Gotta have a place to track all the people you're talking to. Like literally I was this morning and somebody was like, oh my gosh, that's how you speak at the event last week. I want to talk to you more. And I'm like, name, okay, leave board, don't forget, right? Because it's hard. This stuff happens right when we're just out and about and then clients. Those are the top three boards I recommend. Additionally, other ones that you can add in would be business playbook and literally anything else you want. Anything else you want. You can track all of your monthly revenue, spend, profit, new clients, retain clients. Like Basically all the KPIs key performance indicators can be tracked on a Monday board by month. So you can see monthly trends. Monday can also populate charts for you, right with your numbers, which is pretty cool. But we're going to start with the basics and then we'll go into any other questions you have. The good news about Monday is it's free for up to one or two people, I believe for three boards, meaning you can have three boards for free. If you're just starting, start with reborns, see how you like it, get used to it, and then you can add as you go up. It's about $8 per seat, I believe per month depending on. And that's how many boards you have automations all the different things. So there's the upgrade level of it as well. So what I am going to show you are an example of workflow board. So for example, let's see here. I'm gonna show you guys what what I use as a teaching board. So this is old board that was duplicated for teaching. So we're not violating any confidentiality and names are also fake. But just to give you a sense of how you can use Monday. So can you guys all see this? Right, so what I have here is I have, we have main workspace which is our elevate. So this is all my elevate stuff so far that we've created and then all archived from previous stuff that we don't want to lose. Move in 90 day right now. Can you guys see my browser like the top here? Like Brent?
Yeah.
These are how many people's Mondays I'm in, right? So these are people that I work with at a deeper level, right. But like I'm literally in their Monday. Every single one of these people uses them differently for different things. Nobody's Monday boards are exactly the same, right? Even for mine, I have a Monday board for my condo because I rent it. So I have like all my rentals in there. I have a Monday board for my podcast episode ideas in one group. Scheduled episodes, recorded episodes, published episodes.
Right.
It follows a work for podcasts. I have a Monday board in there for my book. So you can really use it for everything. My invitation would be if you're going to use it, try and use it for everything because now you just have one place that you're going. Now my personal that I just referenced is my own Monday platform separate then my business elevate. Right, but so let's start here with this. And no, I am not by Monday. Yes, we have an affiliate link. I don't even know if it works, but I will get it to you all if you need it. So these are all forms, right? So let's just say we did, I don't know, like onboarding form here. So this is going to be like the form, you make it here, very simple. But then what it's going to do is it can put all of your results in here. Now this is just an example board, but what it would do is automatically take your results and put it in a table form for you. So Lisa, you're running an event and you want to use a Monday form. All of your results for anyone signing up will just go into a board organized for you, which is Pretty cool. All right, so let's start with leads. I think leads is one of the easier ones to digest. So if you were just starting, you will likely have one lead board.
Okay.
As you grow, you may have three boards. Now, lead board categories are going to include potentials as you grow. That could be its own board in the beginning. That can be on your regular board. Now, why do we have quote unquote, a regular board? Well, we want our active lead board to be a manageable size where we look at it and think, holy shit, there are so many names on here, I don't even know what to do. So if you're actively board is too diluted, too watered down, too overwhelming, it's actually not going to be supportive. So potentials are like people who you haven't really had conversations with. Like, literally the person that I referenced earlier that I met at. I met at an event but ran into at the gym, she will go on a potential lead board. I don't know if she's really one, but she's. She told me she's interested. I don't want to forget. I want to follow up. She goes on potential. Okay, Once active, they're going to be your warm lead, hot lead. Now hot lead. And call schedules could be the same again, depends on how many leads you have call scheduled. If you do calls or message sent, right. Call complete. And then this is where we get into a potential third board. So if you're working with one board, all of these will go on one. If you're working with multiple boards, you're going to split. So it can be call complete. And then what would stay on your active lead board would be call complete hot lead or call complete, warm lead. So anyone on this very active lead board is warm or hot, Right. You're either really in dialogue, have a call scheduled, had a call, they didn't sign up yet, but they're so interested if you have a call and they are not a person for you or they said no or they didn't show up, could go to a potential third lead board, which is cold leads. And I grouped them in different things. One, disqualified. I disqualified them. They are not the fit. Two, they said no.
Right.
Three, they didn't show up for a call. And yours might be a little bit different. Why do we think it's important to track all of those and not just delete them? You can unmute. You don't reach out to the same person twice.
Yes.
You haven't talked to the same person twice, Nikki. Because a no Is just like a no for now.
Yeah. Yep.
The least likely for me to work with are going to be people I disqualify. But at the same time, everyone has bad days, everyone goes through shit, could be six months later and they're in a totally different spot. So when you do your weekly lead generation, you want to look at your active lead board first, and you want to revisit your potentials and your cold. And you want to think of it as, how am I warming them back up to get them on that active lead board.
Right.
How often are updating the board? So the way that I have done it now with the team, and I know, Nikki, this is something you're looking at is building your team. I mostly just put everything in Slack. So I will send Slack updates in the moment. Like, there's a channel in Slack where I will give updates. And the admin assistant on our team, I will say, please put this in this person's notes and move them here.
Right.
Like from the gym. I can go in slack very easily and be like, drop this now. You can also do it for yourself and Slack. Like, if you don't have a team, still set up your slack. It's free. Create a leads channel where you can drop notes if you want. And then, like, once or twice a week. At least once a week. So once a week, every week, there's like a lead meeting. And it doesn't just mean, like, you're talking to people. A lead meeting could be like, oh, let's make a new lead magnet. Oh, what collab can we do? Oh, what podcast can I get on? So I recommend having a lead meeting with yourself once a week, always.
Right.
And it is partially lead boards, but it's also, how am I creating an environment for more people to find me?
Right.
Maybe you're working on an event.
Right.
So for me, the leads are updated pretty regularly because of a team. When it's just me, it would be once, maybe twice a week. And typically for me, that would be like a Tuesday and a Friday. Tuesday, the initial idea or whatever it may be, lead magnet collab live and then Friday, following up with any updates or notes.
Right.
So that's like the process of a lead board. So now let me show you how you can set it up. Now everyone's going to be different.
Right.
So these are all fake names. Remember, Potential could be its own board.
Right.
But for the sake of this, it's not warm lead hot lead call scheduled call complete, hot or warm. Now this is where it can get to Its own board hold lead and in that other board you could also have disqualified or no show. Now what's really cool is what you want to do is make one board for your leads like this and create all of your columns. So name, you might not need contact if it's just you. Phone number, email source, where did they come from? An event, Send Instagram, apply WhatsApp website challenge referral. You want to track your sources pain points, you can or don't have to include that. It's not one that I referenced that much to be honest. Any value shared and then their status. You can add other things on here. Whatever it is that is specific to you, you can add. But what's really important is for your leads and your clients, I want you to start with one board and you create the columns that you want to create and then you simply duplicate that board and change the title. I'll hit that question in one second. Sydney. So you guys want to duplicate the board and change the title. That is so that every carries over so the work in Monday. So for example, if I wanted to, if I move this person's status, I don't think these automations are live right now. But if I moved it to cold leads it could move them to a cold lead board. Oh, so this person just moved probably down to the cold lead group.
Nope.
So that person was moved to a cold lead board. So all I did was change the status and it can move them now. That's why you want all your boards matching so the columns follow. Exactly. You can change all of your things here. So if I go to source right. I can just go to edit labels and you just pick your colors and whatever you want to be. Now the other thing is if I go status, I don't think this automation is set up right now. But what this would do would be moving them to a client board. So that's why you want your client board to match your lead board. Now your client board is going to have some additional things. So I'll show you a client board after this. I want to check Sydney's and see if you have any question on lead boards. Your client board I would start with first duplicate it. If you're doing one, two or three of them, then duplicate it to make your client board and you'll add things to your client board.
Okay.
All right, Cindy, what do we got here? Yes, I can show you how to make the automation. Nikki, if you want to add info about someone that doesn't fit neatly into a column. Yeah, you can do notes in the bubble for sure.
Yep.
I put notes in the bubble. Like, for example, like, the person whose name who I ran into the gym today will just have notes in the bubble. Like, Melissa, you ran to this person at the gym. Don't forget. Like, it's hard. It's hard. And it's not like that. I don't care at all. I care very much. It's. I'm setting myself up to win as a human who meets a lot of people.
Right.
So set yourself up to win. Set yourself up to win. Guys, when we don't have these systems in place, we're just leaking stuff out, and then we're like, where am I going to find people? And it's like, they're actually all there.
They're all there.
Okay, so, Nikki, I will show you that automation.
