How to keep your business running while you take an off day or even a vacation! ClickUp to the rescue! Take a week off without your business skipping a beat.
Welcome to We Make Systems Sexy! Hi there, Ashley here with We Make System Sexy. Welcome back again for another episode of this week’s live system tips and tricks training. We’re going to be talking more about how ClickUp can come to the rescue.
I recently took a vacation to Costa Rica and you better believe that I did not spend the week worrying about if my team had all of the resources that they needed to complete their tasks, or if they were handling everything well, how could I find out that information, etc.
Instead, I utilized my tools and ClickUp to have all of that information at my fingertips. So let’s talk about how you can take a week off without your business skipping a beat. ClickUp to the rescue again when I headed off to Costa Rica, and PS – I highly recommend it, it’s so beautiful.
We enjoyed the black-sand beaches and some beautiful sunsets while we were there.
I was able to quickly pop into ClickUp to look at just the status of everything in an overview, knowing that I had assigned tasks, and I knew who they were assigned to. This way, I was able to quickly see if people were behind.
We discussed the why and the what but there are several ways within ClickUp that you are able to manage your team and see all of these things at a glance. I know that I’ve mentioned before that the ‘Everything View’ is a really good option for doing a quick glance even to see what’s overdue for the team or a certain team member.
You can filter by different things using that ‘everything view’ and it’s looking at every single thing within your entire workspace. That’s why I like to quickly use that.
A lot of times another view that I use at the everything level is the ‘box view’.
This is available on Business Plan and what this actually shows me is for each of my team members the different tasks that they have on their plates, the different statuses that they’re in, where people are with their tasks, giving me a percentage, seeing who’s behind and who’s not. And it’s very much at a glance info being visual and dividing it by the different team members.
Within our actual email newsletter video that has to do with this subject, I’m actually going to show you what box view looks like and how you can utilize it and even apply filters to make it more specific to the search that you’re doing. Here’s a quick example of what it may look like for you:
Another really cool feature that we utilize in ClickUp for keeping track of our team is the dashboards that we have available. There are so many different widget options. The widgets are basically just the little options that you’re able to pull in to build your dashboard.
For example, using the widgets, I’m able to see how many tasks are sitting in overdue. I’m able to see who is behind. And it will actually give me that information at a glance of who’s behind. I can actually see if these tasks are in progress or if they’re on hold.
If they’re on hold, I pop into the task to see if there’s a comment explaining why it’s on hold. Maybe if we have the relationship that is a dependency waiting on this person, I can say, “Ooooh”, and very quickly see it’s because this person has so-and-so things going on.
So all of that happens really quickly at a glance without me having to send a message and wait three hours to get a response, or find out that it’s actually John’s problem, then have to go message John. And it just kind of goes throughout the process.
Whereas using dashboards, using these different capabilities that ClickUp has in terms of this reporting and seeing where the team is at, all of that happens just very quickly and naturally and with me still being able to enjoy my vacation and not having to sit there and waste a lot of time on this team communication when I can see it all at a glance.
Some of the other cool widgets that are available within the dashboard also show me task distribution.
For example, I might see that John has five tasks and Sally has 25.
And if Sally is showing as the one who is really behind in her work, well, there’s probably a good reason why so I can quickly say, “Hey, John, do you have the capacity to take on some more tasks because Sally is falling behind and it looks like you’re all caught up”… I can do some quick maneuvering right there and I’ve got it all at a glance, understanding why someone is behind.
Maybe they had a little bit too much on their plate and we can redistribute based on the information that we gather from the reporting.
All of these things are your quick-at-a-glance views that you can do while you are on a vacation or have your ops manager handle by looking at these pieces while you’re on a vacation. So you can actually just go on your vacation and enjoy your vacation.
If you have any other questions, let me know and don’t miss this week’s email newsletter where I’m talking about this exact topic and you will get a behind-the-scenes sneak peek loom video.
