Moving Projects from Monday.com into Strety

It may seem obvious that as Strety’s Head of Customer Success, I would be 100% enthusiastic about managing my projects in Strety. Not so fast – after working at Monday as a workflow implementation expert for 3 years, I am a Monday.com fan and true power-user. Monday is a tool I know and love. When Brian, our CEO, asked all teams to move their projects into Strety I was the last holdout; moving projects away from software I was so comfortable with was not an easy sell…..  

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Creating processes from scratch in Monday

First, a little background on the processes I’d created.

When I joined Strety in 2024, there was no project management capability, and only pretty basic task management functionality. Our team was mostly grinding out our work in our inboxes – and we didn’t have any singular place to manage organizational efforts around the work we were doing.

In true startup mode, we  also had no process whatsoever and no transparency into work. The only clarity on tasks and work being done were things coming out of Level 10 meetings, which, to be fair, got us a lot of the way there. (There’s a reason we’re huge fans of L10 meetings around here – they work!)

My first priority was creating visibility for myself and for the rest of the team into what I was doing in Customer Success, and it felt like a natural choice to build my processes in Monday. Here’s how I got started from zero.

My most important customer success workflows

Here are the four main workflows/processes I stood up in Monday to serve our one-man customer success team:

1. Micro-CRM. I needed a database to track our customers — who’s coming in for trials, how much time they have left, how often we’ve reached out, etc.
2. Documentation. When I came on, we had zero documentation. As much as I like talking to people, documentation is super important for a scalable way to help people learn how to get value out of Strety. I knew I couldn’t do it all at once. This required an organized process that would help me list, organize, & prioritize everything we needed to create for our users 
3. Feature requests. Something else that’s extremely important to our team- customer feedback! We receive dozens of great suggestions from customers every day, and it was important to catalog their requests and organize them by priority, tool, & volume so when it came time to collaborate with our fast-moving product team, I was able to share with them what I felt would really move the needle (& have the numbers to back it up). 
4. Migration projects. One of our core success offerings is helping potential customers migrate information from wherever they’re running EOS® now. We make it seamless for people to run their L10 meetings the old way one week, and in Strety the next. These projects obviously have a lot of unique moving parts and high volume, so it was super important to get well-organized here.

A note on Enterprise workflows vs. SMB workflows

At Monday, I helped to build processes for so many wildly different (and mostly huge) businesses, like PepsiCo, Netflix, and IBM. Those enterprise customers really loved automation and customized views, usually pushing Monday to its absolute limit. And huge companies have something that a lot of us smaller businesses don’t have: an abundance of time and money. They could spend a couple of months building out the most beautiful, complex processes. I  didn’t have that luxury.

When I started building my Strety customer success workflows in Monday, I knew that trying to create giant, perfectly automated workflows would waste time I didn’t have. Monday is such a robust project management tool — you can find that most people really only need 20% of a tool that big.

If you’re used to project management software with bells, whistles, automations, and a million different options, the thought of moving into a more streamlined project management tool like Strety may be a little jarring. But trust me; you’ll be surprised by how much you can capture in a simpler format — and how much easier your workflow gets when you’re not tinkering with a million options.

Moving Projects from Monday.com to Strety

As Strety evolved into a tool for small businesses to do more than just their EOS implementation, boosting the project management capability was a no brainer. A couple of us internally had started using Strety as hubs for projects well before we really built out the Project tool. (A common workaround was using a Rock as a project.) 

Despite internal pressure to move, I knew I had to wait until Strety project management was a bit more robust before I could comfortably and confidently move projects from Monday into Strety without sacrificing required functionality

That day came sooner than I would have guessed — like we’ve said, our dev team moves fast. 

The critical project management features we shipped

There were a few key features I was adamant I needed before I could start moving success processes over.

These functionalities included:

• To Do Lists
• Checklists in To Dos
• Custom fields in To Dos
• Ability to leave a To Do unassigned

Our development team quickly went into action and built project features that we could use that we know others would benefit from. 

We’re not that different from most companies, especially SMBs. Those four features were critical for us to be able to translate our projects and processes into Strety; and we knew they would help our customers, too. 

(For more info on how to use these functionalities yourself, check out Strety To Dos: The Complete Guide.)

Moving from Monday to Strety: the why

From the beginning, our team was using Strety to run our business operating system (EOS), but since we initially didn’t have a project function built out, a lot of our team members spent time on other platforms to manage themselves. (This is part of the “why” behind our many native To Do integrations — we needed them ourselves.)

A lot of our work required cross functional collaboration and not everyone was a member of everyone else’s project management tools, or if they were, they weren’t comfortable or just refused to use them. Tool fatigue is all too real.

With those challenges in mind, I realized that there were a few characteristics of workflows/processes/projects that would make them great candidates to live in Strety:

• Does it contribute to or feed offs of L10 discussions?
• Is it a cross-collaborative initiative that requires org-wide transparency?
• Do little tasks often slip through the cracks across tools?
• Does it connect or align to an Annual Goal, Rock or Scorecard Metric?

What we moved from Monday into Strety

With those criteria in mind, I brought my migration project over first; this is one of the most collaborative processes between success, sales, and sometimes even the dev team. 

I brought over my individual task management project next, and then I brought over the documentation process, feature request process, and finally a project to track our internal communications around big opportunities, which is also very collaborative between the sales and success teams. 

We need visibility into the relationships we’re building – so we’re also rolling out an account management function, which will be the first customer success project to be built from scratch in Strety. Now we have a centralized place that’s going to show the historical record of all of our touch points with our more strategic accounts.

Customer success workflow in Strety: migration project

The biggest thing when we were moving our migration project out of Monday was trying to translate it into like a smaller project management tool. Strety forced me to ask: what’s the best way to organize this work — simply? What’s the best way to set up a project to provide clear and quick understanding of what you’re looking at? 

I wanted to make sure that if Brian or Larry wanted to peek in they could see where things stand without having to ask too many questions, so that it felt intuitive and natural.

Core components of customer migration project 

The new project management features gave me the extra layers that I needed for organization, for structure and for a visual element to make sure the core needs of the project were met, which include: 

• Who owns it? 
• When’s it due? 
• How do we break this into sub tasks? 
• What’s the timeline? 
• How can we tag/label it for an extra layer of organization?

We use To Do Lists to represent the project status, To Do custom fields to represent where the data is coming from and how much are we bringing over, and the checklists allow us to have individual deliverables for each migration project. 

We use the comments to collaborate if there’s questions, which is great because it’s all contextual. We have the ability to create Issues or To Dos out of those comments, too, which gives awesome and hyper-specific context for any next steps or follow-ups. 

All of this discussion and updates take place while the To Do is moving across the board toward our end goal – the Done list, where the migration is complete and the users are running their L10s in Strety.

After about a week of mocking-up and iterating on different layouts, I arrived at the structure we currently have, and couldn’t be happier to have them under the Projects tab in Strety.

Biggest benefits of managing projects in Strety

So far, there have been two huge, overarching benefits to moving our projects from Monday into Strety: designing more efficient projects, and enjoying easier collaboration.

Building tighter, more efficient processes in Strety

I used the migration to Strety as an opportunity to redesign the project. We really stripped it down to being a super tight, efficient project that anyone can contribute to. 

In Monday, I made a point to basically over-track elements, making sure that there was a checklist for all these things that really should just be assumed to be a part of every project. 

To streamline, one of the things I did in Strety was create a Doc to define what the project is, what each element represents, and how they should interact with it. That way, anyone that we brought on board to help with migrations could read that Playbook to prepare themselves for the things that are part of every project. The Monday project board was very drawn out and required a lot more checkmarks that really just led to duplicative manual effort.

Collaborating and pulling projects into our EOS implementation

Strety not only matches Monday’s functionality in terms of project communication, but goes even further. For example, if problems surface in the To Do discussion, we easily create an Issue out of it. Then we have a context-specific Issue for our next success or growth team L10 – no need to keep two platforms in sync.

Having the Project and discussion around it seamlessly all in one platform makes it super easy to make sure that we work through any kinks or problem areas. And having visibility for the rest of the team (that they didn’t have in Monday) is a major value add.

Moving this project into Strety also gives more value to custom agendas. We can bring in our projects, then we can have To Dos, Issues and a custom agenda item with a project, even if it’s not tied to a Rock. Now we have  migration syncs within the success team and we have a big opps sync with our sales team — all in Strety, which makes it much easier to track everything we’re collaborating on.

Best practices for managing Projects in Strety

I can understand feeling leery about moving from a super robust project management platform into Strety. But maybe give it a try for a project or two and see how it works. Here are some best practices.

1. Stick to the basics. You can definitely get by with simplifying to a large degree, especially if you’re building internal projects. And if you have a smaller team, it’s pretty easy to narrow it down. Try to lean on the platform for what it can do and free yourself up for an extra level of organization or structure.

2. Don’t be afraid of manual checks. Automation can be awesome, but explore the scenarios where it’s okay to have a manual check and balance on a project. What might serve you even better is designing for the views you need into a project. Using To Do Lists to see the status and manually moving your To Dos through the statuses might even help you stay more connected with exactly what’s going on.

3. Keep your communication organized. I highly recommend using the Message and Doc tools in your Project. I like using Messages to explain how people should be interacting with the project — it’s a bit more of a dynamic discussion there, but still documented. I use Project Docs to store information and dive into deeper detail.

4. Be mindful of how your project looks. As a manager, I just want to quickly look in and see: does anything look kind of crazy to me? Within a minute I can look over the whole board and see exactly if there’s anything that I need to pop in and @ mention someone for an update. The goal I have in setting these up is to not only make the project management itself easier, but also to have quick insights for leadership and management and then the ability to drill in really quickly and ask questions or course correct.

Are you feeling ready to tie your projects into your business operating system? You can try Strety free for 30 days or book time with our team to talk through how you can get the most value out of the tool. We’re here to help!