Mastering Easy-to-Maintain Solutions for User Onboarding

Yolande Smit


04 Jul 24


3 minutes

Mastering Easy-to-Maintain Solutions for User Onboarding

Creating and maintaining a solution on can seem like a daunting task, but as a Gold Partner, we've found that simplicity, clear documentation, consistency are the keys to success. 


The Key to Simplicity: Don't Over Automate


While automation can be incredibly powerful, it's crucial not to get carried away. Over-automation can lead to a convoluted system that's hard to navigate and troubleshoot. Instead, focus on the essentials. Use automation where it truly adds value and enhances efficiency, but avoid creating a labyrinth of interdependent automations that are hard to manage.


Why simplicity matters:


  • User-Friendly: New users can easily understand and use the system without getting overwhelmed.
  • Maintenance: Fewer automations mean fewer potential points of failure, making the system easier to maintain.


Comment and Document as You Build


One of the most overlooked aspects of creating a solution is documentation. Proper documentation can be a lifesaver when onboarding new users or troubleshooting issues. Here's how to effectively document your solution:

  • Column & Board Descriptions: Add descriptions to your columns and boards to clarify their purpose. This makes it easier for users to understand what each element does at a glance.
  • Naming Automations: Give your automations clear, descriptive names. Avoid generic names like "Automation 1." Instead, use names that describe the function, such as "Move task to 'Done' when status is 'Completed'."
  • Leverage monday docs: Create FAQ pages and guides within monday docs. These can serve as quick references for new users and a repository for troubleshooting tips.
  • WorkCanvas for Solution Diagrams: Use WorkCanvas to create visual diagrams of your solution. This helps users understand the overall workflow and how different elements interact.


Follow Consistent Naming Conventions


Consistency is key to creating an intuitive system. Establishing and following a set of naming conventions can make your workspace more organised and easier to navigate. Here are some tips:

  • Boards and Groups: Use clear, descriptive names for boards and groups. For example, "Marketing Campaigns - Q3 2024" is more informative than "Board 1."
  • Columns: Adopt a consistent naming pattern for columns, such as prefixing status columns with "Status - " or date columns with "Date - ".
  • Automations: As mentioned earlier, descriptive names for automations help users quickly understand their purpose.


Regularly Re-evaluate Your Solution


No system is perfect, and what works today might not work tomorrow. Regularly re-evaluating your solution ensures it stays relevant and efficient. 


Steps for regular evaluation:


  • Audit Automations: Check if all automations are still necessary and functioning correctly.
  • Clean Up Boards: Remove or archive boards and groups that are no longer in use.
  • Update Documentation: Ensure all guides, FAQs, and descriptions are up-to-date with any recent changes.


Building a solution that is easy to use and maintain doesn't have to be complicated. By keeping things simple and consistent, you can create a system that is intuitive for new users and straightforward to troubleshoot.

Got any questions? Contact us today to learn more.