Welcome to We Make Systems Sexy! Hi there, Ashley here with We Make System Sexy. I’m excited to talk to you about ClickUp and how you can gain back 10 hours a week utilizing ClickUp to its fullest.
Do you want to know the answer to that question? How can you gain 10 hours back a week and still be growing your business?
ClickUp advertises that they can save you a full day every week and especially if you’re at the point of trying to grow and have a team and start utilizing the features of actual task and project management within Click up, it is very possible to make this happen.
Let’s talk about what ClickUp has that will actually help you to save time when utilizing ClickUp’s features.
First of all, being able to create and assign a task, and give the person all of the information that they need to complete that task. Then to be able to watch the progress of the task as they can change status to see who’s working on it, how long they’ve been working on it, how long it’s been in that same status… You can see all of this information within ClickUp, which means you can actually properly manage your team and the processes that are happening.
So using ClickUp as your project management tool, you’re not going to have people asking you, “What am I supposed to do with this?” And, “who should be working on this task?” Or, “Why is this happening and where can I get information about this task?” and so on, right?
Obviously being able to create an assigned task is huge when you’re working with a team. But there are many people who are and have been successful despite themselves as they are building teams and still sending text messages to assign an actual task, or they’re sending messages and managing their team directly out of Slack, and a lot of things happening in the DMs instead of within the client channels.
Because of this, nobody really knows who’s actually supposed to be taking on the tasks and they then have to go back and find a task and figure out where that last message was.
And then we have the team members that are trying to actually keep track of their workload on Post-it notes over here trying to figure out what they’re supposed to be doing and who’s responsible for these things and they’re having to go back to all these places to find the right information.
With ClickUp, we have it all in one central location. So that is a big one, creating and assigning a task.
I mentioned being able to monitor a task’s progress. You can set your custom task statuses to whatever you need them to be, but it’s just a beautiful thing no matter what process you’re managing, or what project you’re managing that you can actually see the status of where those tasks are.
I really like for my teams to use the ‘everything view’ and then filter things down by different filters, such as by assignee, to see how different team members are doing and how a certain project is actually advancing, etc. That also goes along with the goals feature that we have within ClickUp.
You can set certain lists or certain tasks within an overall goal to see the progress of that goal. That could look like how a certain team member is doing or how a certain project is advancing, depending on different lists, and different tasks that are pulled in. It’s very easy to monitor those goals as well.
These are all beautiful features that you need while you’re actually growing your business.
Within ClickUp, you can communicate with your team. In all fairness, I do most of my communication with my team in Slack. However, the comment section of the task is very helpful, and we do still communicate within the comment section to keep track of specific task-related questions.
You can @name the person to actually get their attention so ClickUp sends them a notification. Mine is set up to actually send me a notification in the ClickUp app, as well as sending me an email. That’s how I have my notification set up so that I won’t miss comments from my team members. Even when you click in the web browser or on the ClickUp app, two notifications you will see is when somebody has mentioned you in a comment or assigned a comment to you.
It’s an awesome feature because right within the task, if somebody is struggling or needs some clarification or just wants to let me know something is handled or done, it’s going to be right there, always related to that task. I also don’t have to go back and search for that communication.
It saves me a ton of time not having to search keywords in Slack and try and find out where that specific information is. Something that a lot of people do also is document their SOPs directly within ClickUp. While I do store SOP information in ClickUp, I also have it backed up in Google Drive. This is a personal preference because my SOPs are just so important that I prefer to have a backup.
I want them in more than one place, but you can have step-by-step information utilizing those docs within ClickUp, and it’s so wonderful being able to utilize the docs and link them in the relationships directly within the task and having all of that right at your fingertips in our one source of truth. (Want more info on relationships in ClickUp? Sign up for our newsletter to get custom video recordings on this topic and more.)
Another wonderful thing is that recurring tasks that we’re constantly going back to and doing again and again – we don’t have to remember to add them each time because we can add them as a recurring task. That’s a beautiful feature. You’re not having to think, “Yes, every Wednesday we do this, so I have to continue to go in and add this task for every Wednesday.”
There are also a ton of automations available within ClickUp that can save you time again for those repetitive tasks or for repetitive actions that need to happen that don’t have to be manual.
Tons of options are available in automations with conditional triggers to make it happen. You can add conditions to that trigger to make sure that those things are true, and then it actually triggers an action to happen. It’s just really cool that the automations available within ClickUp are designed to save you time.
We also utilize some of the automations in ClickUp with automations outside of ClickUp to make it even more effective. (hello Zapier!)
There are also a lot of reporting abilities that you can do. Again, for a quick glance of my team, I use the everything view, but there are also dashboards with reporting that you can use to find out when things have been worked on, who’s behind, how many things are assigned to different team members, etc.
Maybe you need to move some tasks around. You see that Sally has 85% of the tasks, and John has 10% and you have 5%. There are a lot of reporting features that are available to actually view within the dashboards. All of this can happen within ClickUp.
You’re not having to go and dig into multiple platforms and pieces of software and tech. That takes a lot of time and a lot of energy to kind of shift your focus. Instead, when it’s all in your one source of truth, that saves you a ton of time.
In the past we’ve also talked about dependencies, we’ve talked about relationships, the native time tracking, and we’ll have more information about dashboards and how you can utilize those.
All of these things contribute to how ClickUp can save you 10 hours a week while still building your business. If you have questions, please let me know. All of this can be done for you, set up for you, created for your business in our ClickUp in a Day VIP day.
We love it. We love all things ClickUp. If you know you need to implement ClickUp but opening it makes you just want to exit back out again because you feel so overwhelmed with the enormity of the task…. We’re here for you. That’s exactly what we do.
If you are wanting to figure out how to utilize ClickUp in your business and you want to discuss how it can be done for you, shoot us a DM and ask us about how we can work together using ClickUp.
If you’re wanting a head start to assigning tasks, you should check out our Delegation Exercise (hint, it’s free!)
