The Key Things to Cover

1. The Pain (Current State)

Approval gets easier when your manager can feel the inefficiency.

Typical Monday.com pains to highlight:

• Work scattered across spreadsheets, emails, slides, chats, and documents

• No single source of truth because everyone maintains their own version

• Hard to track deadlines, ownership, and progress

• Duplicate work and preventable mistakes

• Managers spending hours gathering updates or creating manual reports

• Projects slipping because blockers are not surfaced early

If you can quantify even loosely, include numbers:

• “We spend about 6 to 8 hours per week gathering updates.”

• “Two project delays last quarter were due to unclear ownership.”

The stronger and clearer the pain, the faster approval moves.

2. Desired Outcomes

Tie Monday.com directly to business objectives such as efficiency, speed, accountability, and transparency.

What Monday.com unlocks:

• A central, visible workflow for every project

• Standardised, repeatable processes

• Automatic reminders, assignments, and SLAs

• Real time dashboards for managers and leadership

• Less manual status reporting

• Faster throughput because blockers are identified immediately

Always connect outcomes to organisational goals.
Example: “Monday.com helps us improve delivery speed while reducing manual admin by 30 to 40 percent.”

3. Options Considered

Managers want to see that you have done your homework.

Status Quo

• Continuing with spreadsheets and email guarantees the current inefficiencies remain.

• As workload grows, the pain increases.

Other Tools (Asana, Notion, ClickUp, Jira)
Clarify why they are not the right fit:

• Too complex

• Not enough automation

• Dashboards are insufficient

• Poor fit for cross functional processes

• Slower onboarding

• Higher cost for similar capability

Why Monday.com Wins

• Easy for non technical teams

• Flexible boards and templates

• Effective automation

• Strong dashboards

• Integrates well with existing tools

• Scales with team growth

This demonstrates strategic, CFO level evaluation.

4. Cost and ROI

A strong business case quantifies benefits directionally. It does not need perfect precision.

Costs

• Licenses: $X per user per month

• Implementation: minimal if done internally

• Total estimated annual cost: $X

ROI Examples

• Hours saved per person per month from reduced manual reporting

• Fewer meetings for updates

• Less duplicate work

• Faster project delivery which increases throughput without adding headcount

• Avoided hiring additional coordination or PM support because workflows become self serve

A simple equation works well:
“If Monday.com saves each team member 3 hours per week, that is about 150 hours per year per person which equates to $X in regained productivity.”

Managers approve when the value clearly outweighs the cost.

5. Implementation Path (Reducing Risk)

Show that rollout is simple and low risk.

Suggested Plan

• Week 1 to 2: Configure core workflows and boards

• Week 3: Pilot with 2 to 3 team members

• Week 4: Expand to full team

• Month 2: Build dashboards for leadership

• Month 3: Review metrics and refine automations

Managers appreciate that you have contained risk with a pilot.

The One Page Business Case Template

(Copy and customise - or save yourself the time and start a Riff - you can brain dumb and build a better business case in minutes).

Request for Approval: Adopting Monday.com for Team Workflow and Project Management

1. Problem / Current State
Our team currently relies on spreadsheets, email threads, and manual check ins. This results in:

• About X hours per week spent gathering updates

• Inconsistent visibility into ownership and deadlines

• Duplicate work and preventable errors

• Bottlenecks that delay delivery and increase operational risk

This approach becomes more inefficient as our workload grows.

2. Proposed Solution: Monday.com
Implementing Monday.com will:

• Centralise all workflows

• Automate assignments, reminders, and updates

• Standardise processes

• Provide real time dashboards

• Reduce manual reporting by X to Y hours per month

• Improve accountability and delivery speed

3. Options Considered

• Status Quo: Maintains current inefficiencies

• Other Tools: List limitations

• Recommended: Monday.com for its usability, automation, dashboards, and scalability

4. Cost and ROI

• Estimated annual cost: $X

• Estimated time savings: X hours per month

• Productivity value: $X per month

• Additional benefits: fewer delays, fewer errors, improved cross team alignment

• Expected ROI: within X months

5. Implementation Plan

• Weeks 1 to 2: Setup

• Week 3: Pilot

• Week 4: Full rollout

• Month 2 and 3: Dashboards and optimisation

6. Recommendation
Approve a 12 month Monday.com subscription to reduce inefficiencies, improve visibility, and support scalable team operations.

Riff Helps You Get a Decision Faster

Most AI tools give you fluffy irrelevant text you still have to rewrite. Riff helps you stress-test assumptions, it asks the questions your manager will so you look 10 x more prepared, you can involve multiple collaborators and build a polished, manager-ready business case in minutes.