Project Overview

For this project, I applied the knowledge acquired in the course A Masterclass in Monday.com Work & Project Management to structure and manage real operational workflows inside my marketing agency, Victaros.

Victaros is a digital marketing and sales agency focused on fitness, wellness, and personal branding professionals. The objective was to create a scalable, clear, and performance-oriented project management system to coordinate:

• Social media management team

• Content production workflows

• Sales team operations

• Client delivery processes

The real-case project was developed around a client: an Italian fitness influencer with an integrated business model based on personal brand growth, online coaching services, and digital products.

Project Objectives

The system built in Monday.com had four main goals:

1. Centralize all operations in one platform

2. Track tasks, responsibilities, and deadlines clearly

3. Improve communication between departments (marketing & sales)

4. Increase delivery speed and accountability

Structure in Monday.com 1. Main Boards Created A. Client Master Board

Each client has a dedicated board including:

• Client name

• Active services (SMM, sales, funnel, ads, automation)

• Team members assigned

• Project status

• Priority level

• KPIs

This board works as the strategic control center.

B. Social Media Operations Board

Used to manage daily content execution:

Groups:

• Content planning

• Script writing

• Video production

• Editing

• Publishing

• Performance analysis

Columns used:

• Task name

• Owner

• Status (To do / In progress / Review / Approved / Published)

• Due date

• Content type (Reel, Post, Story, Carousel)

• Platform (Instagram, YouTube, TikTok)

• Client

• Priority

C. Sales Team Board

Dedicated to lead management and conversion:

Groups:

• New leads

• Contacted

• Call booked

• Call done

• Proposal sent

• Closed won

• Closed lost

Columns used:

• Lead name

• Source (Instagram, Ads, Website, Referral)

• Assigned closer

• Pipeline stage

• Deal value

• Follow-up date

• Notes

D. Internal Task Management Board

For agency operations:

• Strategic meetings

• Client onboarding

• Automation setup

• Funnel building

• Reporting

• Contract management

Automation System

I implemented multiple automations, such as:

• When a task is moved to "Approved" → notify the publishing manager

• When a lead is moved to "Call booked" → assign to sales closer automatically

• When deadline is approaching → automatic reminders

• When status changes to "Published" → move item to performance analysis group

This reduced manual work and improved speed and accuracy.

Dashboards Operational Dashboard

• Task completion rate

• Bottleneck detection

• Workload per team member

• Content production flow

Sales Dashboard

• Conversion rates

• Pipeline value

• Revenue forecasting

• Lead sources performance

Results Achieved

Through this structure, Victaros achieved:

• Clear task ownership

• Reduced operational confusion

• Faster content delivery

• Better coordination between marketing and sales

• Real-time visibility on client performance

• Scalable structure for onboarding new clients

The system allows the agency to scale without increasing chaos, creating a professional operational environment similar to structured companies.

Skills Applied from the Course

• Board architecture

• Workflow design

• Automation logic

• Status management

• Dashboard building

• Cross-team coordination

• Process standardization

• Operational scalability

Conclusion

This project demonstrates how Monday.com can be used not just as a task manager, but as a real operational management system for a business.

By applying the course principles to a real agency environment (Victaros), I transformed Monday.com into a central control hub for:

• Project management

• Team coordination

• Client delivery

• Sales operations

• Business scalability

This approach reflects real business use, not simulated exercises, proving the platform’s value in structured growth and operational excellence.