How to Use ClickUp (ORGANIZATION TIPS FOR SERVICE BASED BUSINESS OWNERS)

How to Use ClickUp (ORGANIZATION TIPS FOR SERVICE BASED BUSINESS OWNERS)

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no more excuses for not being organized and forgetting all of your tasks and there are also no more excuses for feeling overwhelmed with this endless to-do list this right here what we're talking about today is going to be a game changer in your productivity and how you are staying organized and on top of everything that you need to do in your business hello and welcome back to my channel if you are new around here my name is amanda colby and i am a business coach for service-based entrepreneurs and have scaled my business to almost a million in under two years i am also a full-time world traveler and i am really passionate about helping people grow and start their own online businesses so they can live a freedom lifestyle so we talk all things entrepreneurship business digital nomad everything here on this channel and today this is going to be a game changer for your productivity and your business i am diving into click up which click up is my favorite tool i mean i could gush about this software this program all day long and this video is not even sponsored by them but click up is a project management tool so we're going to be diving into specifically how to use click up a little bit as well as more how i use click up within my own business as an entrepreneur because one thing that i have been missing online i literally scoured youtube before doing this video is i could find a couple tutorials for click up but i couldn't really find out how are people using this tool in a business like mine and so when i first started using it it's not really helpful to have a tool if you don't know how to implement certain systems and organization for your own type of business so if you're a service-based entrepreneur um and you are looking for a new project management tool to stay on top of everything this is going to be literally so helpful for you to see the insides of my own click up and how to use it ps keep watching until the end and you can learn how to steal my exact click up systems and before we dive in don't forget to like and subscribe to support this channel i so so greatly appreciate it and now let's dive in to my screen okay welcome to my click up so first before we dive into how i use this for my business i want to give you a couple things that you need to know as far as how click up is set up and how it is uh used so when you dive into click up i'll explain what this is here but basically this is a compilation of all of my different tasks so this is kind of like my main calendar but click up is going to be divided into spaces which are going to be these here so like we have an hq and operations i have one in particular for llb because it's so big but these are all of our spaces and then we are going to hop into one of them here into operations um and i again i'll show you some of these examples in a minute um but then we have uh folders which are these right here and as you can see inside of them you can have different lists and then inside of lists you can have different tasks so anything like this is a task and you can actually open it up like this and there can be a bunch of different stuff inside and you can of course assign it to different people so that is the basic hierarchy of click up now the next thing to know is inside of any list which is going to be the main thing where you are organizing everything we have different views and this is one of my favorite things about click up is there's so much customizability and so many different ways that you can set up processing and organizing the information inside so this is my youtube management board and without getting into detail as far as how it is set up you can just clearly see here we do have a calendar view so i can see when all of my videos are scheduled to go live and some of the different tasks but as well within the same task i can have documents so we might have a brainstorming document i can also have a board view which is kanban style and so we can look at our entire process as far as okay great outlined filming this and you can drag and drop just like that so that's another viewpoint and then we can also have a list form so this is an example of a list form where we have different tasks and templates and for us we have like captions stored here so there's a lot of different ways you can um title these statuses which is what they are called in order to organize the information but as you can see there's a bunch of different views there's actually more views in this as well so we can have a mind map which is really cool um you can have a table as well a timeline um you can have dependencies between tasks you can also just have like a chat box and you can also embed certain things so this is really cool um when we used to use air table we would embed air table views in here um and you can also have forms so you'll get to this in just a minute but we use forms so much within our business as far as one big way of how we use click up so one of the one of my favorite parts about click up is that you can add custom fields so as you can see here i just started a blank board for us and we've got maybe in progress to do you know maybe we have youtube um videos being edited and and what not so you can set it up in any different way but instead of just having the assignee and the due date we can add custom fields right here so these are all the different types of custom fields you can do so let's add a drop down and let's for example say that you are um planning out blog posts within your business and we want to look at the different process steps that that's going through so we're going to call this process and then let's say maybe that you um brainstorm and you like just adding brainstorm ideas and then you are going to outline your different blog posts and then you're gonna go through the um you know seo plus uploading and then let's say for you that you need to review stuff for your team so you're gonna say like ak review you can customize it as much as that and then we'll say just you know edit and finalize that's a lot of stuff here now what we can also do is add different colors you can actually even add custom colors here if you have different hex codes which makes it even more fun um so let's add this one and save but then we can just pick from here and i will show you what this looks like and this is going to be so helpful with you organizing all of the information so we'll add this column and then we can you know move it around how we want if we want to hide this one we can hide the column and let's say for this one it's an outline and then this one it's seo uploading right so this is just one of the many ways that you can add all these to custom fields we can add a checkbox so let's say publish you know and we just like carrying you know seeing that check when it's published so once you kind of figure out what you need to create uh different charts uh different lists for within click up there's so many ways that we can organize it another thing that i love is we can add forms so for us we use forms we're i'm just going to add a new one here to show you how it works but we use forms for a lot of different things we use it for testimonials and we also use it for client intake forms so for us since we use a lot of group programs anytime that we have a new client sign up for one of our programs we'll make a new list like this that for us is called a client roster and then we will add different uh tasks here to the form um for them to be able to fill out and then we're able to just click share and grab the link for our students to fill out that form now once they do um then it is automatically going to pop up into this list here and when we click inside of it we'll be able to see all of their information um so this is such a great way for you to easily be all in one place rather than having to use like google forms or type forms and all these different things and then you can even come and check stuff off here being like this student was approved like we use this for application forms for our programs and maybe this one was denied or something right we can change these forms here so this is another really cool aspect of click up and a couple different ideas of how to use it in your business so another way that we use this is we have a like podcast guest application form as you can see here and once someone fills it out it will pop up here and under a new application and then we're going to click inside and review all of the details and then we will um even just add our note here so maybe this is a business title and they're a fitness coach that wants to be on the podcast um etc and we can you know rate like they're gonna be a great guest or you know maybe they're not a fit here so this is one way that you can use it um we also use it for testimonials um so for us once they fill out the testimonials we keep it super simple but they all get stored in here um so this has been one of my favorite ways to be able to utilize forms as well as just utilize click up information now this right here is my calendar of everything so it basically pulls from all of these different spaces and lists and pulls all the tasks specifically assigned to me so i just click right here and what we've done is we've actually set up a filter of the information so this is a really great thing that you can do for any any list or any calendar that you want is you can just add different filters and it can be for anything so for us again we went ahead and chose all of my different active statuses and only the things um assigned to me so every single day i get to come into click up and i know exactly what i'm doing monday and i can say hey you know i'm not going to do this today i'm going to move it to tomorrow um so this is honestly where i live in click up every single day i don't even go into all the other spaces unless i'm like planning something out or looking in a specific board another really cool thing is you can set up internal automation so for us as business owners this can be great when you have a team or when you want to apply certain workflows that you do all of the time so let's take an example here where someone fills out a guest application and you have someone in particular on your team who reviews like all the different pr stuff so what you can do is we can set up an automation which you can find up here and let's add an automation so we're gonna say maybe when a new task a task is created um we're going to make the assignee let's say me let's say that i am the person there and we may even add another action to that let's say that we're going to add a template you can also make templates for tasks and let's include will get to come here and find one of my templates so let's just say this was like the workflow for that and i would click it and it would go ahead and apply that action and then we can just hit create um and now anytime a task is created in that board which it will automatically get created when you submit a form from this board then it will assign it to me so this is a super great way where you can really start to streamline all the different things happening in your business you could even have a drop down menu right here let's say that anytime you click this button for whatever reason then it now assigns that task to someone else so once you really understand your workflows in your business click up allows you to do so much where you are no longer having to be as involved in the business another thing i love about click up is you can actually do time tracking and team management all within click up so for us we have a core team that works in the business every single day and we have built a dashboard here which is what this space is called um and it has different widgets that you can you know resize and kind of drag around um but it's going to give us different breakdowns of information and so for us this is all about time reporting and we can see everyone's timesheets how many tasks are assigned to all the different uh people on our team as well as time reporting so in order to track your time you can just go to any task that you have so let's say that i went into this task for myself i can come up to this upper corner here and i can look at my time tracked um and i can enter it manually or i can go ahead and start my timer um and so then this will automatically populate because it is assigned to me um so it'll start tracking my time um and because i'm the one logged on here um this is also where you can change due dates and other things like that now one thing to note while we're inside of a task here that is super great about click up is we have the main task here that's you know underneath any board and we can add different notes here um but we also have subtasks and checklists so this is really great for things in your business um where we have maybe a blog post and this is the title of the blog post but then we have a lot of different subtasks for that blog post such as upload um the graphics make sure that the seo is correctly uh is inputted correctly um format it right so anything in your business that has an overarching task or thing to do and then a lot of different steps underneath it this is where it's going to start taking it all off your brain you never have to think about what are all the little things that i'm forgetting and you can just make different subtasks here the other cool thing about that is then you can create a template so you can come to the template center and you can just save it as a template and it will save the formatting of this task exactly how it is so it can save notes in here so every time you do a blog post you might say here is my main points and here is the seo keywords and maybe there's nothing written underneath there but now those automatically get formatted just like this when you create a new blog post and apply that new template as well as all of those different tasks underneath the other really cool thing that you can use click up for as a service based entrepreneur is for a crm tool and keeping track of all of your different clients so even if this is only five clients one-on-one or if it's a big program for us we serve hundreds of students at once especially in our group program laptop lifestyle boot camp so all of our students fill out an intake form and we keep all of their information here where we can even sort them by different types of businesses that they're in um we can sort them by payment plans we can sort them by time zone anything like that that they fill out in the intake form so i love using click up as a crm tool another way you can use click up is for leads tracking so a lot of people do this just in an excel sheet or maybe air table but i really like doing it in here because i can actually assign myself different follow-up dates so as you can see here we actually have different lead qualifications on a level of one through five which me and my team know what all those levels mean we can also mark the different status as far as hey are we talking to them about the opportunity do we need to reach out to them um etc and then we can also come over here and set different due dates um on the calendar and actually assign it to ourselves so we never forget to follow up with leads and we can also take notes about all the different times that we followed up with them so this makes it really really easy for me to keep all of the information about the leads for any certain program um in my uh in all in one place another way that you can use click up as a service based entrepreneur is actually to keep track of your entire workflow for the service that you provide and whether it's just for you and your team or even you and your clients it can be a great way to communicate so this is an example that i have for a designer where you might have some notes about a project overview you might have all your different steps for onboarding the pre-work and then maybe you have different phases of let's say a branding project or a website project so you're gonna do all of these different tasks here and the great thing is you could actually invite your client to this list and you can assign your client certain tasks or you can assign them to yourself or of course your team members with different due dates and this is going to be great because then you can track the status of it and say great okay so and so is working on this not working on that and it's going to feel really good for you it's going to make you look really professional and it's gonna be great for your clients knowing hey this is what's expected from me this is when it's due um in fact one of my favorite pieces about this as well is you can add one of these chat functions here so let's add it there and this can actually be where you can chat back and forth with your client instead of email because i know so many of my clients hate communicating the email for all of their different projects another thing that you can create is an sop library so this is something i definitely recommend creating as soon as possible and i think that storing it in click up is a great place to do it a lot of other people can store in other places maybe airtable or maybe their google drive but i think it's great having it in here and you can have different categories like you see at the top here for what type of sops need to be created then you can name them and inside of the sop you can put the video or any instructions or any formatting that you want to be able to save that information so that you and everyone on your team can know how to do different various tasks throughout your business and the next way and another one of my favorite ways to use click up is actually for all of your content so you can use click up as a project management tool where you are genuinely tracking all of the different tasks that you have to do and you check them off but the other way you can use it as a storage system and we use it as a mix of both and so what this means as is not every single task is meant to be checked off so as you can see here this is actually an example of a content calendar and the tasks are treated just like cards with information about a post that's about to be posted and we don't check it off when it's done we just leave it here but it's in the past so we can actually come see all of our different content for months and months and months in the past and then we can reuse it or we can see what worked well and what didn't work well um and so i have an entire um as you can see on the side here i have an entire content organization system for how to plan your content how to create all of it as well as how to organize it and click up and you can check the links below to actually steal some of these different click up systems and templates um but as you can see here we have some for instagram posts and stories and so we have a bunch of different custom fields here um where we tag uh different posts we you know sort through what different phases are in whether we are outlining them or what not um we tag different information about maybe it's a photo or a graphic um and we can go ahead and add the links or hashtags or all these sorts of things and so we have custom layouts for every different type of content as we need to organize and store different types of information the other thing that's great about this is for example um i can add photos here so for in this case for an instagram post i might go ahead and add the photo for the post um but you can do that throughout all of click up for different photos you need to upload for a sales page or different uh photos you just need to share with your team that are being mocked up for a youtube banner um so the best thing about that is that click up has unlimited storage so you don't have to worry about getting rid of it but you can keep all of your docs now just like we have views up here for docs um and you can keep photos and anything that you need within click up so lastly as you can see here i also use click up in my daily and weekly and monthly process to plan out all of my goals to plan out all of my projects and to literally plan out every single day what i am doing in my day so i have not filled in april quite yet but all of the different tasks will stack up right here um kind of like you start to see here and then all i have to do is come and i can check them off um and so this is exactly how i plan my day to day and you can actually watch a full video right up here uh where i show you how i plan my month and my week as an entrepreneur including click up and all the other uh tools and workflows that i use to plan out my week so as you can see this is an amazing tool and i am honestly still even only scratching the surface here in this video and it's going to be a must-have tool for you as your business grows and as you start to scale a team if you haven't already but what i will say is a lot of people wait to jump into a project management tool like asana or click up until later in their business and truly the sooner that you can start using it even if you're not using it all in this uber complex way and just using it for a to-do list for this project in that project it's going to be such a game changer in your business because it helps you stay so much more productive it helps you stay on top of things such as your weekly and daily schedule and it's going to get you into good habits to establish that you're going to have to use a system like this when you do have a team so if you are really excited to dive into click up you can go ahead and sign up for a free account in the link below and if you want to go ahead and snag my exact click up templates um there's also links below for you to snag all the different ones that we have up for purchase so we have my entire content creation system and it comes with an entire tutorial of how to use it and how to organize everything from your youtube to your blog post to all of your instagram content and create an entire content calendar and there are a few more other click up templates below so super excited for you guys to get organized i am not joking i am so obsessed with click up like it is the best uh it's gonna just change your life um you're also talking to someone who like loves all of the color coding and all that just makes me way too excited but anyways hope you guys enjoyed this and are excited to dive into click up make sure to check out some of my other videos all over here about business entrepreneurship and uh marketing what else do we talk about on this channel and also digital nomad stuff and i will see you guys in the next video thanks

2021-05-09 09:56

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