Today, I’ll show you How to Organize ClickUp, one of my favourite project management apps.ClickUp has been a game-changer for my business, from content production to daily to-do lists and client administration.
I’ll show you how I arrange my daily, weekly, and monthly operations in this post, and you can even download my ClickUp templates to use in your own company! Some entrepreneurs wait until later in their business to start using project management software, but I encourage putting these processes in place right away.It will assist you in being organised, being more productive, and saving you time and effort in the long run.To learn why ClickUp is a must-have tool for your business, keep reading or watch the video below.
Basics of ClickUp
Before we get started on how to arrange your company, there are a few things you should know about ClickUp.
Your workplace refers to your complete ClickUp account.You can share your workplace with others and join other workspaces (if your clients use ClickUp, for instance).
Lists, Folders, and Spaces
Spaces are created in each workstation.HQ, Programs and Clients, Marketing, Executive/Operations, Projects and Launches, Courses and Funnels, Templates, HR, and Laptop Lifestyle Bootcamp are the eight spaces of my firm (my signature group coaching program).
How to structure your business with ClickUp Templates
If you’re just getting started, keep it simple with only 3-5 spaces.These areas will also vary substantially depending on the type of business you run, the structure of your staff, and the types of services you provide.There are folders within spaces, and lists within folders.This structure is extremely useful for delegating larger jobs.
Checklists, subtasks, and tasks
Tasks are the basic organisational components in ClickUp.You can add a task to any list, assign it to various individuals, and break it down into subtasks that you can tick off as you go.For example, a blog post job might have a variety of subtasks, such as writing the copy, editing, formatting, and uploading, checking SEO, and adding images, and so on.Checking off smaller jobs is easy with subtasks and checklists.To summarise, the ClickUp hierarchy is as follows, from the highest to the lowest level of organisation:
Creating Your Own ClickUp Workspace
The ability to customise ClickUp makes it one of the greatest project management solutions available.Depending on the activity, you can select from a variety of viewpoints.A calendar, spreadsheet, board, list, word document, forms, and timeline are just a few of the different views available.Tasks are sorted by status inside each list.
You can utilise statuses to indicate whether a task is impending, in progress, or completed at the most basic level.But, truly, you can utilise them in whatever way that suits you best—the only limit is your imagination! Each task list can also have its own set of custom fields.For example, in my Email Newsletter list below, I’ve added custom fields for the subject line and email status.Each column may be moved around, hidden, and the How to Organize ClickUpcan be changed.If you know the hex codes, you can even use your brand colours!
Using ClickUp’s Forms
If you run a service-based business, you probably keep a variety of forms on hand: customer intake forms, testimonials, and so on.ClickUp makes organising and storing all of your forms a breeze, so you can access all of your clients’ information at a glance.All you have to do is build a form in ClickUp and provide your client the URL.
You can set up an automation so that their information is automatically inserted into whatever list you assign it to once they’ve completed it.Do you require assistance? Here are several How to Organize ClickUp templates to assist you in setting up your testimonial forms.
Now that you’ve learned about some of ClickUp’s capabilities, it’s time to get your business organised!
To see my forthcoming chores, I like to use the “Everything” view from the sidebar and then switch to the calendar view.
how to use Clickup to organise your business
When you’re in the calendar view, click the filter button in the upper right and pick yourself as the assignee to filter which tasks appear.If you work with a team, this is a great way to keep track of what’s on your plate and what everyone else is working on!
The calendar view is my favourite because it allows you to see everything at once and drag & drop jobs between days.So, if you know you won’t finish a task by the end of the day, you just push it to the next day!
How to Use ClickUp Automations to Organize Your Business
With templates and automations, ClickUp makes automating your recurrent chores a breeze.You’ll enjoy these capabilities if you have well-established processes and workflows in your company.For example, you may create a blog post template and then attach it to an automation so that any new blog assignment is automatically filled out with the template (see how it works in the video below!).For new podcast episodes, Youtube videos, emails, blog articles, Instagram stories, you name it,
By building a few automations, you can save hours of time.In ClickUp, you can keep track of your time and manage your team.Another fantastic ClickUp feature is the ability to keep track of how much time you spend on each task.
If you’ve read this far, you already know how critical it is to keep track of your time as a business owner.This function, however, is also an excellent method to keep track of your team’s hours worked.Open any task and click the Time Tracker in the upper right corner to keep track of your time.You can manually enter or adjust your tracked time by using the timer or the drop-down menu.When you forget to start or stop the timer, this is a lifesaver!
ClickUp as a Customer Relationship Management (CRM) Tool
Not only is ClickUp a fantastic project management tool, but it’s also a fantastic CRM (customer relationship management software).From within How to Organize ClickUp, you can keep track of all of your current and past clients, as well as any new leads.You can see how we handle all of our Laptop Lifestyle Bootcamp students in the video below. I can see what time zone a student is in, what kind of business they run, what payment plan they picked, and their contact information with a short glance.All of this information is taken directly from our intake form and is placed to this list immediately.
how to use Clickup to organise your business
I also use ClickUp as a lead tracking tool, where I can keep track of possible clients and set follow-up dates for them, as well as any information on their stage in the customer journey.
Project Workflows: How to Organize Your Business with ClickUp
Creating processes within ClickUp for each of your services is another wonderful method to keep organised as a service-based firm.You can share this with your team or even your client to show them where your project is currently at.You can invite your client to the list and set them tasks with due dates if you require something from them (feedback, a form, etc.).Not only will you appear more professional as a result of this, but your clients will appreciate you keeping them informed.You can also add a chat option to your project board so that you and your customer can connect without having to send dozens of emails back and forth.
how to use Clickup templates to structure your business
ClickUp can be used as a storage tool in addition to being a project management and CRM tool.Everything from our SOP Library to social media content is saved in ClickUp.Check out my How to Organize ClickUp Templates for content planning if you want to learn more about using ClickUp to plan, generate, and organise your content.ClickUp offers limitless storage, making it ideal for storing all of your loose documents, photographs, and data.
As a Planning Tool, ClickUp
Finally, I lay out my daily, weekly, and monthly to-do lists using ClickUp templates.I establish deadlines for each task and put them to my calendar after examining my goals and forthcoming projects.This post has more information about my planning method!
How to Begin Using ClickUp
As you can see, ClickUp may be used in a variety of ways to benefit your company.Although it may appear intimidating at first, ClickUp is extremely user-friendly and is one of the best project management solutions available.