Unleash the power of organization and collaboration with ClickUp.
With its vast array of features and customization options, it’s no surprise that ClickUp is quickly becoming the go-to solution for managing projects and teams. But with great power comes great responsibility.
Streamline your project management with our done-for-you ClickUp setup service. Don’t let the setup process stress you out – let us guide you every step of the way with our proven 7-step method. Our team of experts will handle the setup for you, creating a customized and efficient ClickUp workspace tailored to meet your unique needs and goals. Whether you choose to work with us or use our process as a guide, you’ll be amazed at the increased efficiency and productivity that a properly set up ClickUp can bring to your team.
1- Collecting your processes
I have found that this can be the hardest part of the project for my clients. Yet, it is the basis for building a structure that makes sense and is functional. Every business is different. Businesses within the same industry will have similar processes, but the way each company moves through their process can be very different. Therefore, the first step to building a system is putting together the processes that are conducted every day inside the business.
It is important to get all of the information out of your head about “how to do what you do”. What are the steps needed to onboard a new client, how do you deal with content creation and publishing, what tasks need to be performed to deliver each of your services, etc. Not only is this important when setting up the system, but also to run your company smoothly and create consistent results.
When we are setting up your ClickUp for you we can provide templates and guidance, but in the end, we need you to show us how you want your business to run. If we were setting up a generic system that may or may not work with similar types of business we might as well just sell a template. What you want, instead, is to build a system that is specific to your needs, and therefore we need to thoroughly understand what those needs are, how things work and why. If you aren’t sure where to start piecing together your processes, in this post, we gave some helpful tips on how to capture your processes.
2- Creating the structure
Once we have your processes we can begin to build the structure in ClickUp to hold your work. By looking at your processes we can determine how much space each part of your business needs. Do each of your clients need a list or is just a task is enough? Or maybe they need a whole folder? It depends and your processes are our guide to find the best solution for your needs.
The more information that you can provide the better. It will allow us to create a structure that will support the needs of your business. If we don’t have much information we will have to guess and then chances are there will be a lot more back and forth discussion between us trying to figure out what is the right thing for you, which is time-consuming and can be frustrating for both parties.
Part of the thought that goes into this portion of the project is taking into account the reports and views that we will create for you later. It is crucial that we understand what information is important for you to look at and how you would like it to be presented. Views and reports are usually a very personal thing as everyone has different preferences on how they would rather look at things. One of the amazing things about ClickUp is that it allows us to create multiple views with the same data so we can accommodate multiple needs and create a system where everybody is comfortable and productive.
3- Testing the structure
We choose one project to use as a test to make sure everything works as you expect it to. This is important because what looks great on paper may not always work well when you implement it inside ClickUp. We want to make sure that your system does what it needs to do while we are still there with you to fix any problems that might appear. It is expected that some tweaks will be needed to make sure the system is fully optimized.
There is nothing like live data to test the structure. The best way to go about this is to actually use the system as it will be used once you are fully transitioned. We usually like to choose one or two clients and run a project inside the system to see how well it performs. During the testing phase, your feedback is very important for us to make sure you get the results you want.
While you are testing things on your side, I am also testing to make sure that the data will function on my end for your reports. Looking at how the live data behaves in the different views and reports to make sure everything runs smoothly is what guarantees that when we claim the project as done and hand the system over to you, things won’t start breaking and falling apart.
4- Importing your data
That’s an exciting stage! After the structure has been set up and tested and we know everything is working as it should, it is time to get the rest of your ongoing projects/clients into your new ClickUp space.
Whether you are moving from Asana, Teamwork, or email and Excel, we will get your data moved over. It is easier when you already have all your data in a single place. However, we understand that some clients have their data scattered across a few places. At the end of the day, the idea of setting up ClickUp is to have your business running all in a single place, so we will help you make that transition.
We will share ways to help you get all of your other data incorporated into ClickUp. There is always a solution. We have worked with people that already had a whole system set up and just wanted to transition to ClickUp and with people that had things all around, even in pieces of paper!
5- Automations and Templates
This is when the true power of ClickUp begins to shine. One of the greatest values ClickUp can bring to a business is the optimization of your process. Automations and templates can save you and your team so much time and money! It is ridiculous how much time we spend every day on repetitive and boring tasks that are, sadly, necessary to keep our businesses up and running. But the awesome thing about AI is that repetitive and boring tasks is exactly what it excels at. Not only do automations get these tasks off your hands so you can focus on things that need to be done by a human, they probably perform it better anyway.
Automations can be done within ClickUp as well as from external sources. I particularly like to use a software called Make (formerly – Integromat) which gives me a lot of flexibility to play with the data and create the automations I need for your project. This step helps to remove the human errors. Once an automation is set up properly it will perform the same tasks over and over again as it was programmed to do and will do so much more effectively than a human could.
Templates allow you and your team to create consistent and repeatable experiences for your clients and each other. This eliminates the need to wonder “oh how did I do it last time?” every time you have a new client and it makes it easy for you and your team to properly follow your procedures consistently and accurately.
6- Views and Dashboards
The beauty of ClickUp is that you can see your data in a multitude of ways. If you would rather look at things in a calendar but your VA would rather look at them as a chart, while your accountant would much rather a table view, that’s okay! We can create multiple views and everybody can access, modify and use the same data in the format they are most comfortable with.
I will work with you to ensure that you are able to view your data the way you need to see it so that you can save time while managing your team and projects. Too frequently when running a business we get overwhelmed by the number of things we have to manage. We can create views to make your life easier by making sure you can quickly look at the data you need in a way that makes sense to you.
There are times when a view can give you what you need, however, there are other times when a dashboard is needed to bring your information together. That will depend on your needs and the way we build the structure. During the process, we will talk about your options to figure out what is best for you.
7- Training for you and your team
At the beginning of our work together I will share a video for you and your team to review that will give you the basics of using ClickUp daily and provide a foundation to our communication while we work on your project together.
There are direct and indirect opportunities for training throughout the length of the project. During our calls together I will share my screen and show you how things are set up, where to find information and how to use the features that come up. You are always free to ask questions! There can also be structured training provided for your team to make sure they are smoothly transitioned into your new system.
Training can also come in the form of videos or written processes that my team will develop as needed throughout your project. Whenever you send us questions and/or concerns we will also provide answers either in a written form or as how-to videos.
Are you ready to set up your ClickUp and get your business on the right track to success? Let’s hop on a call so you can tell me more about yourself and we can talk about building your new system!
