CRM Optimization: Monday.com

We are seeking a volunteer to help us optimize and structure our CRM system in Monday.com to better support fundraising, outreach, and partnership management.

Currently, we use Monday.com to track dispensing partners and organizational relationships, and we are beginning to build boards for grants and general outreach. However, we would benefit from a more intentional structure to ensure we are tracking the right information, segmenting contacts effectively, and building workflows that support long-term growth.

Specifically, we are looking for support to:

Assess our current Monday.com board structure and identify gaps or redundancies

Recommend an organized system for tracking different types of relationships, including dispensing partners, medication donors, grant funders, individual donors, media contacts, and other stakeholders

Advise on whether these groups should live on separate boards or within a unified structure with segmentation fields

Design clear pipelines for grants and major outreach efforts

Recommend automations or integrations that could improve efficiency

Help us define simple reporting dashboards for leadership and board visibility

Once the recommended structure is built, we would like brief documentation and/or a short training session so we can maintain and scale the system independently.

Our goal is not complexity. We are a small but growing nonprofit and need a CRM system that is clean, sustainable, and aligned with our strategic priorities for 2026, including expanding partnerships and increasing recurring individual donations.

We are prepared to provide access to our current boards, articulate our workflows, and make timely decisions to move the project forward.

RoundtableRx is a statewide medication access program that rescues unused, unexpired medications and redistributes them to patients who would otherwise go without. Every day, essential medications are destroyed while patients delay or skip treatment because they cannot afford them. Our mission is to close that gap by turning waste into care.

As our program grows, so does the number of partners, donors, and supporters who make this work possible. A stronger and more organized CRM system will help us build and sustain those relationships more effectively. This includes tracking medication donors, pharmacies and clinics serving patients, grant funders, community partners, and individuals who support our work.

Improving our CRM is not just an internal project. It directly strengthens our ability to rescue more medication, reach more patients, and respond more quickly to community needs. A well-structured system allows us to coordinate donations, maintain partnerships, secure funding, and scale the program in a sustainable way.

Behind every improvement is a real outcome. When our systems work well, patients receive life-sustaining medications on time, avoid preventable health crises, and remain stable in their communities. Volunteers who support this project are helping build the operational foundation that allows thousands of Minnesotans to access the medications they need to stay healthy.

We are well positioned to make this project successful and actionable.

We are currently using Monday.com as our CRM and have already built several active boards, including dispensing partner tracking and organizational relationship management. We are in the process of expanding our use of the system to support grant tracking, outreach, and donor relationship management, and leadership has clear alignment that strengthening our CRM structure is a priority for 2026.

To prepare for this project, we have:

Established internal agreement on the importance of improving our CRM structure and workflows

Built initial Monday.com boards that reflect our current operations and relationships

Identified key relationship categories we want to better track, including partners, donors, funders, and outreach contacts

Clarified our goals for using the CRM, including improving organization, tracking engagement over time, and supporting fundraising and partnership growth

Compiled a list of current tools and workflows that may benefit from integration or automation

We are not seeking complexity. Our goal is a clean, sustainable system that a small nonprofit team can maintain and continue to build upon over time.

We are prepared to provide access to our current boards, explain how we use the system today, and make timely decisions during the project. Leadership will actively participate, and we are committed to implementing the recommended structure immediately after completion. Documentation and training provided by the volunteer will be used to ensure long-term sustainability.