Project Portfolio Management in Monday.com for an FMCG Company

Summary

CloudCache Consulting recently helped a FMCG client transform its Monday.com project portfolio management. Challenges to them were like disjoint data, cumbersome approvals, and inconsistent reporting. They needed a centralized workspace, automation, API integrations, and real-time dashboards. Results were faster workflows, higher accuracy, and stronger control. The collaboration delivered a scalable system that supports ongoing innovation and long-term success.

Monday Project Portfolio Management Implementation

About The Company

The client is a FMCG brand that manufactures packaged foods and personal care products sold across several regions. Growth was fast, but their project processes were not keeping up.

Customer Challenges

They wanted a clear, reliable project control across teams but systems and processes were working against them. People spent more time on updates than doing the work.

Fragmented Visibility

The problem was simple and frustrating. No single place showed the full portfolio.

• Teams used different spreadsheets and trackers, which meant conflicting status updates.
• Inconsistent spreadsheets for tracking projects across Marketing, R&D, and Operations
• Limited visibility for leadership into real-time progress
• Fragmented communication between teams, often spread across emails and chats

Slow Approval Processes

Approvals took too long and often held up launches.

• No automated triggers for project stage approvals
• Manual emails and reminders created gaps and delays.
• No consistent stage-gate for resource decisions.

Missed Dependencies Across Teams

Coordination between procurement, production, and marketing broke down sometimes.

• Dependencies between procurement, production, and marketing were often missed
• No shared dashboard to track timelines and risk flags
• No automatic escalation when a blocker appeared.

Unreliable Reporting

Senior management needed consistent reporting for performance reviews.

• Difficulty compiling weekly or monthly project portfolio reports
• Numbers didn’t match between systems.
• Leaders lacked quick, trusted KPIs for the portfolio.

Solutions

We kept the approach practical. First, we mapped current processes. Then we deployed monday.com project management, and added automations to remove manual steps.

Key Implementation steps

Central Portfolio Workspace

What this addressed: scattered project data and inconsistent tracking.

• Built a single portfolio workspace using monday.com Boards and Dashboards.
• Standardized project templates for launches, campaigns, and supply chain tasks.
• Added timeline fields, status columns, and dependency links for clarity

Automated Approval & Stage-Gate Governance

This addressed approval delays and unclear governance.

• Designed automation rules to trigger notifications and approvals at each stage gate
• Added role-based permissions ensuring controlled access for PMOs and department heads
• Sent reminders and escalations through email and Slack when approvals lagged.

Integrations for Cross-Functional Flow

What this addressed: missed hand-offs and data silos.

• Connected monday.com with ERP and CRM systems through Make.com and native APIs
• Synced SKU data, inventory status, and launch dates to align operations
• Established automated handoffs between teams based on dependency completion

Real-Time Dashboards and Reports

This addressed unreliable reporting and lack of performance insights.

• Built high-level dashboards showing project health, delays, resource allocation, and budget usage
• Enabled automated weekly executive summary reports
• Implemented formula fields and workload views for capacity planning

Results

The transformation elevated their project portfolio management from reactive to proactive. Teams gained clarity, leadership gained control, and the overall workflow became more predictable and measurable.

• Faster coordination and cross-functional hand-offs improved 40 percent.
• Shorter approvals and stage-gate approvals reduced average cycle time by 55 percent.
• Cleaner reporting with report accuracy rose by 90 percent.
• 30% reduction in manual communication through structured workflows and integrations
• High leadership visibility with real-time, consistent project health monitoring

Technology and Tools Used:

Monday.com project management

Final Words

This partnership felt more like a shared journey than a technical implementation. The client needed practical structure to work better together. We brought a clear workspace, sensible automations, and reliable integrations. CloudCache Consulting delivered a custom solution to them. 

If you want help doing the same, our team can set up the workspace, build integrations, and coach teams to use it well. You can check our happy clients testimonials on Upwork.

Contact us today to explore more about our monday consulting services.