Enhanced Operational Efficiency by 60% for an Event Management Company with monday.com Implementation

About The Company

Our client is a growing event management company based in Australia, operating under a franchise model. With five active franchise locations across the country and plans to expand further, the company provides services for corporate functions, weddings, private parties, and large public events.

Summary

An event management company based in Australia partnered with CloudCache Consulting to optimize their Monday.com workspace. Facing issues with workflow clarity, manual reporting, and lack of scalability, the company needed a structured, automated solution. We delivered a complete Monday.com implementation, restructuring boards by department, automating workflows, setting up dashboards, and improving role-based access. The result was a 60% boost in task efficiency and a 70% reduction in manual reporting. With centralized tracking, seamless collaboration, and scalable infrastructure, the company is now well-equipped to expand its operations efficiently across new locations.

Customer Challenges:

Despite having Monday.com in place, the client's workspace was underutilized and loosely structured, causing several operational issues:

• Lack of clarity in workflow segmentation across different departments like logistics, marketing, WHS, admin, and bookings.
• Inconsistent data tracking, making it hard to monitor franchise performance individually.
• No automated reporting system to consolidate weekly updates across all franchise locations.
• Tiresome processes delivering inefficient and error prone results.
• Limited visibility for head office into key metrics like royalty tracking and franchise compliance.
• No centralized training or documentation, resulting in onboarding difficulties for new franchise teams.
• Poor role-based access control, leading to clutter and confusion between internal staff and franchise partners.

These challenges directly impacted team productivity, data accuracy, and decision-making, ultimately slowing down the business’s scalability.

Solutions:

We were engaged with them to deliver Monday.com consulting services and a complete workspace rebuild aligned with the company’s franchise business model. The project was delivered in clearly defined phases:

Phase 1: Workspace Audit & Recommendations

We started with a comprehensive audit of the client’s existing Monday.com setup, identifying inefficiencies, missing features, and potential improvements. Detailed documentation was shared outlining board performance, gaps, and improvement areas.

Phase 2: Department-Based Board Restructure

Existing boards were reorganized by the department—Logistics, Marketing, WHS, Admin, and Bookings—ensuring each franchise location could manage their processes independently while staying connected to the head office.

Phase 3: Dashboard Development & Reporting

Custom dashboards were developed for each franchise, tracking KPIs such as booking volume, event revenue, WHS compliance, and client feedback. A centralized dashboard was created for the head office, enabling them to compare performance across locations. We also built an automated weekly reporting system, reducing manual work by 70%.

Phase 4: Royalty Tracking & Financial Transparency

A dedicated royalty tracking board was set up, allowing the head office to track franchise contributions and revenue automatically. Integration with Xero and Gmail ensured real-time updates and seamless communication.

Phase 5: Workflow Automation & Notifications

Automated workflows were designed to manage common tasks like booking confirmations, WHS checks, and logistics coordination. Notifications and reminders were triggered based on dates and task statuses, saving time and reducing human error.

Phase 6: Role-Based Permissions & Franchise Support

Custom permission sets were applied so that each franchise location only saw relevant information. Franchise partners could manage their boards while the head office retained full oversight. User training was given to support new franchise onboarding.

Results:

The complete Monday.com implementation helped the client achieve remarkable improvements in operational efficiency and scalability:

• 60% improvement in task completion time due to workflow automation and clear board structuring.
• 50% reduction in manual work with the help of weekly dashboard summaries.
• Improved cross-location collaboration, as franchise teams could now independently manage tasks while providing real-time updates to the head office.
• Higher transparency and accountability with royalty tracking, WHS checks, and automated compliance reporting.
• Enhanced employee onboarding with standardized training materials, reducing onboarding time by nearly 40%.
• Ready-to-scale infrastructure supporting upcoming expansions across Australia.

Technology and Tools Used:

monday.com

Final Words:

By partnering with CloudCache Consulting, the client successfully redefined its operations across multiple franchise locations using Monday.com. The structured approach, automation setup, and custom dashboards created a scalable, efficient, and future-proof system.

As their business continues to grow, the Monday.com’s new custom solution well-equipped them to support their journey—enabling every new franchise to seamlessly onboard a robust operational framework. You can read our other clients' reviews on Upwork or contact us for a Monday.com consultation for your business.