Looking to use ClickUpUse our ClickUp affiliate link! while working with Agencies? We’ve got a special sneak peek just for you! 😉
In this interview clip, Jeff (a member of the ProcessDriven Membership) gives us a walkthrough of how his agency uses ClickUp to organize client tasks plus his top tips for implementing ClickUp with a team.
About our guest
If you are an agency owner using ClickUp, odds are at one point or another, you’ve wondered if you could just peek behind the scenes at how another agency is organizing their work. Well, you’re in luck! That is one of the things that we do inside the ProcessDriven Membership.
In the Membership, we had Jeff, who is a member, give us a quick tour of how his agency, Roketto, organizes their workflows. One of the features that he talked about in this tour was so valuable and how he used it was so transformative for his team that I wanted to share it with all of you. So, before I show you this awesome feature, let’s let Jeff do a quick introduction so you know a little bit more about his perspective.
Jeff: My name is Jeff, and I came in here as an operations manager to be able to help take a company that was using five or six different types of software to run their business effectively.
I use this term too much, but it’s “the devil you know,” kind of thing where it’s like, you know, that it’s not good, but you know that it’s doing enough to continue moving forward. So, it was a bit of a stretch to take a newer software that was considering itself to be like an Omnichannel ultimate project management software and really still kind of in its…should I say it was in its Beta at the time?
Layla: Oh, man, probably close.
To check out Jeff’s full workspace tour, join the ProcessDriven Membership today right here.
Jeff: It was perpetually in its Beta. So, we basically were like, “Hey, this is a really cool idea and concept.” And then a little plug for you guys [ProcessDriven], of course, as well as I was going through some YouTube tutorials because I had the free intro license for it. That’s where we found you guys and we decided that that would make a lot of sense for us to start taking a step. And actually, I would say right now, probably in February or March, all of our projects will be moved off of Basecamp and all these other software.
That’s primarily where we’re coming from when we’re talking about project management. We’re starting to take all of them, and now we’re moving them over. There was some fear from some of the project managers because, of course, they know their processes so well. But everybody that’s been coming over has been enjoying it a lot. So, I’m happy to come in and talk about some of the challenges that we saw early on. But mostly let’s talk about what’s working well for us.
Working with an agency using ClickUp? This clip is for you.
So, now we know who Jeff is and a little bit about Rokketo. Let’s talk about what feature we’re going to be highlighting today. Jeff organized his structure in ClickUp into a folder-based system.
The feature we’re going to highlight today is how he uses templates at the folder, list, and task level to organize different steps in the project. For example, they might have something like Hypercontent, which is a deliverable that they have, a service that they offer, like this:
And when they create a project for Hypercontent, they create connections between tasks called Dependencies. Once they have these dependencies, they’re able to reschedule them if things change. I’m going to pass it over to Jeff so he can show you in his workspace, and then we can break it down together.
Unsure how to best use ClickUp Dependencies? Check out our Dependencies beginner tutorial right here.
USING Dependencies to make work more efficient
Jeff: Right now with the intake process, let’s just say somebody from their side got sick. How classic is that, right? You should have somebody in place. You should always designate somebody to be the primary leader from the other side as well. So, they get sick. We push out a new client process.
Instead of me having to slide this bar for every single thing. And you can see here we have a lot of steps in place. I mean, I can go down and down and down. The scheduling with dependencies is a wonderful feature that allows us to move everything at once.
The reason why you might want to change and move something differently, like if you want to do an independent, is probably more on the version of shortening something, right? So, you maybe would want to take a step and say it’s only going to be a couple of days.
The reason it’s planning is maybe it was done on a previous project so we could shrink this down. It doesn’t mean necessarily we want to change the project as far as its length. That could just be something that we do for internal purposes. I’m sure there are a lot of variables for this, but it is nice to be able to control the dependencies.
Playing to your team’s strengths to improve the process
Layla: What I really like about this is, in the dependencies situation and in the due dates and assigning and the automation — I mean, it all kind of relates to the fact that you’re looking to get your project managers involved. Like really combing through, checking the details as they’re going and assigning things, and kind of refining things progressively.
So, it’s not like, we sit down and this is the plan. Everything that you’ve talked about seems like it’s very much it’s going to evolve. We have a plan. But we roll with it.
Jeff: That’s a great point. I feel like we have talented project managers on our team. I think that maybe certain businesses would see this and say “We have a more linear approach. The project managers don’t need to be as involved.”
I think automations would make a lot of sense in this case. Right now, our project managers are helping us develop what it is that we’re doing when we’re creating processes. As an example, like the Hypercontent that we have up here, this was not created by me. This was created by a project manager based on the fact that they know the process better than I do.
So, they were able to come in after some training and say, “Yeah, I can spin this up.” We did start by taking an import, just going full circle, and then looking at that and then making it the version that we wanted it to be today.
Wondering how to best leverage ClickUp Automations? Check out 10 best use cases for ClickUp Automations right here.
Want to learn our full framework for designing processes in ClickUp? Check out our FREE workshop, The ClickUp Blueprint, to learn more.
Rescheduling dependencies is crucial when “life happens”
It’s no wonder that this is one of the most valuable features and the valuable lessons that Jeff has learned because rescheduling dependencies is absolutely invaluable. It’s absolutely crucial for people who want to plan out a project in advance, but they also understand that life happens.
External variables happen, especially in these times, and they want to be able to adjust those projects on the fly.
Now, this is just one of the Golden Nuggets of this interview. I’m going to be honest and say there was so much more good stuff in here.
So, if you are a member of the ProcessDriven Membership, login, search for this tour, and check out the full-length interview and the Q&A (or talk back with Jeff at the end.) Just such good content and so informative.
Want to see the rest of this amazing ClickUp tour? Check it out inside the ProcessDriven Membership here.
Now, if you are not a member of the ProcessDriven Membership, I’m afraid this is where your journey with Jeff might end. If you want to fix that, check out more information about the ProcessDriven Membership here. You can join us to find 35+ ClickUp templates, our entire course for how to customize your business using ClickUp, and tours like this. I think we’re up to four to date. We keep adding new ones each quarter.
And beyond all that, you also unlock a lot of live interaction. As much as I love chatting with you in the comments on YouTube, there’s a distance there, right? There’s a distance. When it comes to the Membership, we try to shrink that significantly.
So, when you join inside the Membership, you’ll have access to the Forums that I am in every single day, as well as my team. You’ll have access to our weekly Livestreams where I and a co-host talk about ClickUp updates and answer Q&A from the past week. You’ll also unlock our Monthly Mastermind, where I’m working with groups of people to help them work through their specific ClickUp challenges.
It really is like that fractional ClickUp consultant experience. So, if you’re someone who wants some help on your ClickUp or process journey, but you don’t necessarily want to fork out thousands of dollars for a few hours with a consultant, this could be a really good option for you to consider. And, besides all that, you get to see Jeff’s full tour.
Now if this isn’t in the cards, just keep in mind we have a playlist right here with a few other clips you might find helpful. Otherwise, thanks so much for watching. I hope to see you inside!
Until next time, enjoy the process!