4 Easy Reference Charts to Create (to Start Systemizing Your Business)

Overwhelmed by building processes in your business? In this video blog, we’re going to go over 4 Easy Reference Charts you can create to start systemizing your business using ClickUp.

ClickUp Consultant, Layla at ProcessDriven goes through four different tools you can create that can help systemize your business without creating detailed SOPs.

The best part? No long Loom videos or wordy SOPs (Standard Operating Procedures) are needed!

Each of the 4 reference charts is just a collection of a few handy pieces of information to make your work THAT much easier when tomorrow arrives.

Ready? Let’s dive in.

Reference Chart #1 – Meeting Links

This chart is a general area where we can house all of the locations where our team meets. This can be used either meet with clients or have internal meetings. It’s a simple list of Zoom, Google Meet, or Conference Call links.

Alongside each link, we describe what they’re used for, whether it’s on a recurring basis, and how to set up a call or meeting on each platform.

This removes all of the guesswork for your new intern on their first day trying to figure out, “Wait, where is the team meeting?”

Reference Chart #2 – Brand Style Guides

Full disclosure: this is not our area of expertise. We are not designers, and we will never claim to be. (Insert our very basic knowledge of using Canva. ?)

However, we do know that understanding how you want your business’ brand to look, sound, and feel is important.

For us, this reference chart is very simple. It’s a ClickUp doc housing what we call our “Brand Identity”, and it lists:

  • the colors we use
  • the fonts we use
  • the press kit we have assembled for podcast or video interviews on other channels
  • and much more…

Watch the video above to see for yourself!

Layla gives a sneak peek of our (again, very simple) Brand Style Guide starting at 02:47.

Reference Chart #3 – Naming Files

This reference chart is extremely easy to implement. Essentially, we want to make it clear how we name our files.

Whether that’s in ClickUp, Google Drive, or in Dropbox — having a good system of organization matters. In our template, we describe how we name each file related to YouTube promo photos, or social posts, client folders, or anything else.

These simple tools can make all the difference in how easily you are able to locate that file (and keeps from things getting messy inside your different systems).

Layla gives another sneak peek of what our “Naming Files” doc looks like starting at 04:32.

Reference Chart #4 – Technology Wiki

This reference chart may be the most complex of all the charts we’re suggesting here, but stay with us!

(This template is close to being considered a standard operating procedure (SOP) but is really more of a wiki or reference doc. The biggest difference being, rather than telling you how to do a task with step-by-step instructions, this tool instead, explains general information about the tool you’re working with.

  • For example, an SOP would lay out the steps of how to publish a YouTube video with something like “Publish the YouTube video”.
  • Whereas, your Technology Wiki or reference chart, would go into detail about the YouTube account – how to log into the YouTube Studio account, how it works, who should have access to it, etc.

This chart is less about doing the task, and more about keeping track of all the different trivial information you may need to remind yourself of, or share with a team member – all together in one organized list.

Layla gives (yet another!) peek at our own Technology Wiki starting at 06:06.

Related Resources

5 Reasons I Quit ClickUp Docs for SOPs

ClickUp Training 101: How to Set Up ClickUp & Build Strong SOPs

Subtasks vs. Checklists vs. Descriptions | Beginner ClickUp tutorial to make SOPs and templates

Layla is a Vetted ClickUp Consultant who helps growing teams define their business workflows and translate them into a business instruction manual inside ClickUp. She spends most of her days teaching ClickUp, creating content, and providing unlimited feedback within the ProcessDriven Membership. The rest of the time? She's focused on creating value over on her YouTube Channel and free Facebook Group.