Valentina Akpan: Founder, Rellatech. Admin and technical virtual assistant for businesses and startups with teams.
The Starting Point
The client was running several active projects inside Monday.com, but the workspace had grown faster than its structure. Five boards all carried the same name, leftover demo data sat next to real work, and there was no single place to see how the projects were doing.
The team ran a weekly coordination call, but preparing for it meant clicking through four separate workspaces. The work was happening, but the system around it was making the work harder to see.
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 layer second, automate last.
Once approved, I renamed each board after its actual project and gave all of them the same working columns for owner, status, priority, and due date. I built a coordination dashboard that pulls live from every project, showing overall progress, status by project, workload by person, and what is due, so the weekly call now runs off real 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 against each entry. I then added due date reminders across every project board at one week out, two days out, and day of, timed to the client's own timezone so nothing lands at five in the morning.
What Went Into the Build
Full workspace audit
Every board mapped and tagged as active, stale, or placeholder before any structure changed.
Standardized board names and columns
Each board renamed after its real project, with matching owner, status, priority, and due date columns.
Live coordination dashboard
One board pulling 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 created automatically, attendees assigned, and notifications sent, with agendas and notes kept per entry.
Timezone-aware due date reminders
Reminders at one week out, two days out, and day-of, timed to the client's timezone so nothing arrives at five in the morning.
Written handover
The structure, naming convention, and automation logic documented 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 waiting in one place, and deadlines chase people instead of the other way around.
Total build time fit inside the first week of a 20 hour monthly retainer, alongside the accounting and admin work the retainer also covers.
A workspace should make the work easier to see, not harder to find.
Tools Used
Who This Is For
This case study is worth reading if you are:
- ●A growing business with a project board that has more duplicates than useful views
- ●A team running weekly calls off 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 handholding session
Work with Rellatech
If your project workspace has outgrown its structure and the team is spending more time finding work than doing it, I can clean it up and make it run on its own. A short call is the fastest way to see whether it is a fit.
Contact Me