Reduce client emails by 40% with these onboarding tips

When a new client signs, the real work begins. You’re managing timelines, deliverables, and a flood of “just checking in” emails before the project even starts.

It’s not that clients are trying to slow you down; they just want clarity. Without the right client communication tools, their only option is to ask. And that means more emails for you to answer.

One of our clients was drowning in this exact problem. Their inbox was full of repetitive questions. Updates were scattered, and each project’s onboarding process felt like a fresh reinvention. 

In the first month of implementing our monday onboarding board, they cut client emails by 40% and improved delivery speed in the process.

What made this monday.com project setup different? It went from a place to tick off tasks into a strategic client-facing board built to eliminate communication breakdowns. 

Here are nine pieces of advice we incorporated into the client’s board and why they can work for you, too:

1. Build a workflow, not a spreadsheet

Design your board to do the work,

• Use automations to assign tasks and send updates automatically

• Connect boards to pull in client info once and reuse it everywhere

• Let progress update in real time, so no one has to chase it down

2. Create one central client hub

Give clients a single board as their home base.

• Keep tasks, timelines, messages and files in one easy-to-navigate place

• Avoid confusion and reduce clicks for your team and your clients

3. Automate your client updates

Stop writing manual follow-up emails. Let your board do it.

• Trigger status updates and file reminders automatically

• Choose the right delivery method: email, desktop, or mobile alerts

• Keep things moving without the awkward “just checking in”

4. Add a live dashboard to show progress

Replace messy update emails with one clear view.

• Display timelines, deliverables, blockers and next steps in real time

• Reduce email requests and let clients self-serve

5. Trigger email and stakeholder notifications

Use automations to keep everyone looped in without extra admin.

• Send alerts at key milestones (e.g. “Ready for Review”)

• Deliver summaries via monday.com and email to the right people at the right time

6. Protect your setup with locked permissions

Keep your onboarding process tight and tamper-proof.

• Limit who can change the structure to prevent accidental edits

• Maintain a consistent, professional experience across every client

7. Embed help docs directly into the board

Stop answering the same questions twice.

• Embed quick how-tos, process maps, and explainer links where clients actually need them

• Make support self-serve and slash the “just checking” emails

8. Centralise all client tools in one place

Keep everything in one home base.

• Add calendars, task lists and key files to your onboarding board

• Give your team and clients one source of truth

9. Connect your external platforms

Make monday.com your single source of truth by plugging in the rest.

• Integrate tools like HubSpot (leads), Xero (invoices), and Google Drive (files)

• Eliminate double-handling and keep client data synced everywhere

Comms made easy via a single source of truth

By following these nine steps, the monday onboarding board became the single source of truth for both the team and their clients. 

The outcome was simple:

• Fewer client questions during onboarding.

• Dramatically reduced client emails.

• Faster handovers from sales to delivery teams.

• Happier clients who felt informed every step of the way.

Streamline your onboarding process with Kick Consulting

If you want to reduce client emails, improve communication and streamline the onboarding process, start with the right monday.com client board template. Done well, it transforms your onboarding into an automation-powered communication hub.

Speak with us today about creating a monday.com template for smoother client onboarding that cuts emails (almost) in half.

Further reading: Want more monday.com client boards that cut emails and increase your team’s efficiency? Check out these 5 essential monday boards to integrate now.