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I gave ClickUp a shot in 2020, with no success. It had too many features and was too overwhelming for me.
Then, in 2022, I got a client who needed help organizing and structuring her ClickUp. I dove in. AND I fell in love!
It was not the case of ClickUp being too complex. It was just my lack of knowledge of how to use it! And believe me - it's so powerful - it can revolutionize your business if you set it up correctly and make it work for you.
I have helped a few clients set up, structure, and streamline their ClickUp since 2022. And I want to share with you 7 ways (with examples!) how you can customize this tool to work for you.
Please note! These are just examples of use cases. It can be so much more customized and complex!
1. Organize meeting notes
My client is a coach and has two coaching programs. She wanted to have notes from the meetings with her clients easily accessible and in one place (raise your hand if you have notes from meetings in Google Docs, on paper, in CRM, and more!).
So, here's what we did!
We created a new list for coaching calls.
Now, she can:
review previous coaching sessions' notes and track her clients' progress more effectively
quickly find notes and information she needs (time-saving)
provide her clients with the highest quality coaching experience.
We also set up a calendar view, where she can see all the finished and upcoming calls easily. Thanks to this, she manages her time more efficiently and plans her schedule better.
2. Use relationships
ClickUp makes it super easy to connect different items together through relationships. For instance, as a coach, you can link your clients to specific coaching calls. This way, you can effortlessly keep track of all your coaching calls and quickly jump to the client view to access more information about them.
How to add a relationship (based on this example):
Create a new task for each coaching call. Include there all the details like meeting date, notes, etc.
Link each coaching call task to the corresponding client task by clicking the "Add Relationship" button when viewing the coaching call task. Then, select the client task from the dropdown menu.
Side note: you may need to enable relationships in your account first to use them. Click on your icon, then Settings/ClickApps and toggle on "Relationships".
You can use relationships in various cases:
to link your clients to your offers (in the photographer's case: to easily see what photoshoots you did with each client, be able to come back to their preferences and see the history of working with them)
to track all of the tasks and projects associated with each client
to link to certain coaching methodologies you use with a specific client
to link specific make-up artists/stylists/models to the exact photoshoot.
Pretty cool, huh?
3. Use checklists and tasks templates
Checklists and task templates in ClickUp can be a lifesaver for anyone who needs to perform repeatable tasks or follow a specific process. You can quickly populate the tasks with one click!
Here are a few use cases:
Onboarding new clients with a series of questions and tasks to complete
Developing a program with a step-by-step process to follow
Creating a series of exercises or homework assignments for clients (coaches)
Developing a set of templates for common tasks such as creating social media graphics or email newsletters
Two examples are below.
Blog post task template:
Choose a topic for a blog post.
Research and gather information on the topic.
Create an outline for a post.
Write the first draft.
Edit and revise your post for clarity and flow.
Add images or other media.
Finalize and publish your post.
Promote on social media and other channels.
Checklist for a photographer (to use before every photoshoot)
Camera (with charged batteries and memory card)
Lenses
Tripod (if needed)
Lighting equipment (if needed)
Reflectors (to bounce light)
Extra batteries
Charger
Lens cleaner and cloth
Light stands and clamps
Props or styling tools (if needed)
Water and snacks (for yourself and the client)
Possibilities are endless here :) Believe me, you need to create these templates once (when you go through a task or process) and then, it's there for you!
4. Use views tailored to your needs at that exact moment
What if you want certain fields to show up only in particular workflow stages and not in others?
One of my photographer friends had this exact issue. During the "Confirmed" stage, she needed to have quick access to the session date, location, and payment status. However, in the "Post-production" stage, she wanted to see the progress of her editing tasks, like culling and photo selection.
So, we came up with a solution - we created two different views to accommodate her needs. One view showed all stages except for "Post-production," and the other was exclusively for that stage. Now, she can easily see what she needs to see in each stage without any hassle.
This customization isn't limited to photographers, though. Content creators can use custom task views to filter tasks by production stages. During the "planning" stage, they might want to focus on research and brainstorming, while during "editing," they'll want to track task progress.
Long story short, custom task views can help you stay on top of the things that matter most to you at the exact moment.
5. Have a "braindump" place
Staying on top of your to-do's and ideas can be quite the challenge, especially for those who are always on the go. We've all been there, right? And with no time to sort it into the right category, it's easier to jot it down on a piece of paper or scribble it in a notebook.
But I have the perfect solution for you! It's been a game-changer for both my clients and me.
Introducing the "braindump" dashboard/doc in ClickUp! Think of it as your personal dumping ground - a virtual space where you can unload all your thoughts and ideas throughout the day. :) And here's the best part: you can sort and organize them at your own pace by adding them to the right list, filling in important details and setting due dates.
It's as simple as creating a blank list or doc and adding it to your favourites for easy access. And if you have recurring tasks or themes, you can add sections like "To do", "Links", "To remember", etc.
6. CREate repositories
Did you know that ClickUp allows you to easily organize all of your important information in one place? You can create repositories for your clients, collaborators, and resources with just a few clicks!
Let's say you're a photographer working with a handful of talented make-up artists. With ClickUp, you can keep track of all their important details like their name, email address, phone number, Instagram handle, pricing, and portfolio.
Plus, you can even customize your view with different board views and tags to make finding what you need a breeze. And if you want to take it a step further, you can even link your make-up artists to specific photoshoots with just a few clicks.
Some other examples of repositories for different professionals:
Copywriters:
A repository of writing prompts and exercises
A repository of successful past copy examples for inspiration
Coaches:
A repository of coaching resources and exercises for different topics (e.g. goal setting, time management, mindfulness)
A repository of success stories and testimonials from past clients
A repository of coaching templates and worksheets
Social media managers:
A repository of social media content ideas and templates
A repository of successful past social media campaigns for inspiration
A repository of influencer and partnership contacts
Designers:
A repository of design inspiration and trend research
A repository of successful past design projects for reference
A repository of design templates for different formats (e.g. social media graphics, email newsletters, flyers)
7. Categorize your tasks
That's been a game-changer for me!
I label my tasks into different types, such as meetings, emails, calls, creative, focus, and admin. It's amazing how much easier it is to plan my day when I can see all my tasks grouped together by their type.
I use time blocking and tackle tasks in bulk, so when I sit down to work on my emails, I can quickly see all the tasks with the "email" label and knock them out one by one.
Seriously, this little hack has boosted my productivity by at least 100% and it's so simple to implement. Give it a try and let me know how it goes! :)
I'm crossing my fingers that this post has shed some light on the endless possibilities of ClickUp! Once customized to suit your specific requirements, it can definitely elevate your business game!
Are you ready to revolutionize the way you work with ClickUp?
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And if you need any help with setting up your ClickUp, just let me know! :)