How to spring clean your boards

Cover photo of broom sweep and screenshots of deleting items on

If you google the origin of spring cleaning, many sources claim to have invented it. It normally applies to household and storage clear outs – but there’s no reason we can’t take it to our digital workspaces. Clarifying the essentials and simplifying your boards can help to keep your team productive and sane. Decluttered workspaces = better team productivity.

Highlight your crucial projects

This can be done by colour-coordinating folders on the left menu or arranging them in order of relevance. To create a folder, click the plus sign and ‘New Folder’.

screenshot of menu to create new folder on monday workspace

Name your folders by priority or by what you will like to keep.

Screenshot of renaming folder on, naming essential

Folders do not reorder automatically by number or alphabet, you can rearrange them manually by clicking and dragging them on the left workspace panel like below.

GIF clip of folders being rearranged on by drag and drop

Another way to clearly emphasise necessary work with your team is by choosing a simple colour scheme.

screenshot of choosing colours for your folders on

Name your folders by priority or by what you will like to keep.

Screenshot of folders in a traffic light colour system

Archive vs Delete

Once you have declared the fundamental projects to your team, you can have a spring sweep with the delete tool. Items will stay in the trash for 30 days before they are deleted permanently. This can be done on a regular basis, and then at the end of the month you can take final decisions if you would like to restore anything.

Screenshot of selecting delete on item menu

This works especially well for tasks that you know will not be carried out and some that are on the not essential list or lower. 

Alternatively, you can archive items that hold lessons to apply next year or tasks that have been completed. It’s a method to move them away from your priorities but still access them in 30 days time. To archive, click the three dots on the relevant board or task, and click ‘Archive’.

Screenshot of archive button on menu
Screenshot of board archived

Archived items cannot be deleted, they can only be restored. There are separate archives for each board, so when an item is archived it will appear in the archive for that particular board. To view your archive, click the three dots on the right hand side of the board.

screenshot of menu to view archive

To view the deleted items, click the Trash icon in the process above.

Archive items automatically

It would be nice if we could set our brooms to sweep the house like in cartoons… But with, we can do something similar! Set up an automation to archive your tasks when they are completed or not completed. Click the automate button on the top right of the workspace.

screenshot of automate button on

On the automation menu, click ‘Add automation’.

screenshot of add automation button

In this scenario, you can add the condition if ‘date has passed’ from the menu.

screenshot date has passed option automation

To archive the item.

screenshot of automation if passed date then archive

Then to specify the group the item is in for this condition, click the plus to the right of the first condition.

screenshot of adding 'only if' condition on automation

This will add the ‘and only if’ option to make the automation more specific.

screenshot of selecting only item in this group to be archived
screenshot of selecting completed essential group to follow automation

And then you have your archive automation which can be edited to suit your requirements.

screenshot of a complete automation

Have you mastered the automation tool yet? What kind of automations do you build to delete your tasks, do they help your team members? If you haven’t tried them yet, you can start with the basics. Before you know it, your monday boards will declutter themselves all year round!

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