Valentina Akpan: Founder of Rellatech, providing administrative and operations support to executives, founders, business owners and teams. Her background combines technical support, customer success, administration and operations.
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The Starting Point
The client was running several active projects inside Monday.com, but the workspace had grown without a clear structure. Five boards had the same name, leftover demo data was mixed in with real work, and there was no single place to see how the projects were doing.
The team held a weekly coordination call, and preparing for it meant clicking through four separate workspaces to find out where each project stood.
What I Did
I started with a full audit before changing anything. I mapped every board, flagged what was active, stale or placeholder, and sent the client a short plan: rename and standardize first, build the reporting second and set up automations last.
Once the client approved the plan, I renamed each board after its project and gave all of them the same working columns for owner, status, priority and due date. I built a coordination dashboard that draws live data from every project, showing overall progress, status by project, workload by person and what is due, so the weekly call now works from current data instead of memory.
I set up a meeting log board that creates each week's call entry automatically, assigns the attendees and notifies everyone, with agendas and notes kept with each entry. I then added due date reminders across every project board for one week before, two days before and the day itself, timed to the client's own timezone so reminders do not arrive at five in the morning.
What Went Into the Build
Full workspace audit
I mapped every board and tagged it as active, stale or placeholder before changing any structure.
Standardized board names and columns
I renamed each board after its project and gave it matching owner, status, priority and due date columns.
Live coordination dashboard
One board draws from every project to show overall progress, status by project, workload by person and what is due.
Automated weekly meeting log
Each week's call entry is created automatically, attendees are assigned and notifications are sent, with agendas and notes kept for each entry.
Timezone-aware due date reminders
Reminders go out one week before, two days before and on the day, timed to the client's timezone so they do not arrive at five in the morning.
Written handover
I documented the structure, naming convention and automation logic so the team can maintain it without me.
The Result
The workspace now has a single naming convention any team member can follow. Any board can be found by name, the weekly call has a live agenda in one place, and team members receive deadline reminders automatically instead of having to check.
I completed the build within the first week of a 20 hour monthly retainer, alongside the accounting and admin work the retainer also covers.
I set up a workspace so the team can see where each project stands without searching for it.
Tools Used
Who This Is For
This case study is worth reading if you are:
- ●A growing business whose project board has more duplicates than useful views
- ●A team running weekly calls from memory and screenshots instead of live data
- ●Anyone who needs deadlines to remind people automatically, in the right timezone
- ●A business that wants a project workspace documented well enough that a new hire can use it without a separate training session
Need help with similar work?
Tell me which responsibilities or processes need attention, who is involved and any upcoming deadlines. I provide administrative and operations support, including the connected technical work within our agreed scope.
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