I'm Amanda. I'm a business and marketing coach for ambitious entrepreneur who want to create a freedom lifestyle. I travel around the world full time and spent most my days in Thailand, Vietnam or Bali. I'm a strategy and systems girl and here to help you scale your business and become unstoppable.
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Today I’m showing you how to organize your business with one of my favorite project management tools: ClickUp! From content creation to daily to-do lists and client management, ClickUp has been an absolute game-changer for my business.
In this post, I’ll show you exactly how I organize daily, weekly, and monthly operations, and you can even snag my ClickUp templates to use in your own business!
Some entrepreneurs wait until they’re in a later stage of business to start using project management tools, but I recommend setting up these systems from Day 1. It will help you stay organized, be more productive, and save you so much time and effort down the line.
Keep reading or watch the video below to find out why ClickUp is a must-have tool for your business!
Before we jump into how to organize your business, there are a few key things you need to understand about ClickUp. Your entire ClickUp account is called your workspace. You can invite team members to your workspace and also join other workspaces (if your clients use ClickUp, for instance).
Each workspace is divided into spaces. In my business, I have eight spaces: HQ, Programs and Clients, Marketing, Executive/Operations, Projects and Launches, Courses and Funnels, Templates, HR, and Laptop Lifestyle Bootcamp (my signature group coaching program).
If you’re just starting out, you’ll want to keep things simple with 3-5 spaces. These spaces will also differ greatly based on what type of business you have, how your team is set up, and what kind of offers you have.
Within spaces there are folders, and within folders there are lists. This hierarchy is super helpful for dividing up larger projects.
The basic units of organization in ClickUp are tasks. You can add a task to any list, assign tasks to different people, and add subtasks to check off as you work.
For example, within a blog post task you might have a number of different subtasks: write the copy, edit, format and upload, check SEO and add images, etc. Subtasks and checklists are great for checking off those smaller tasks.
To recap, here’s the ClickUp hierarchy from largest to smallest level of organization:
What makes ClickUp one of the best project management tools is how customizable it is. You can choose different views based on what suits each task. There are tons of different view options, including a calendar, spreadsheet, board, list, word document, forms, and a timeline.
Within each list, tasks are organized by status. At the most basic level, you might use statuses to indicate whether a task is upcoming, in progress, or complete. But really, you can use them in whatever way works best for you—creativity is the only limit here!
You can also add custom fields to each task list. For example, in my Email Newsletter list below, I’ve added the subject line and email status as custom fields.
You can move each of the columns around, hide them, and also customize the colors. You can even use your brand colors if you know the hex codes!
If you’re a service-based business owner, you likely have a few different forms on the go: client intake forms, testimonials, etc. ClickUp makes it super easy to organize and store all of your forms so you can see all of your clients’ information at a glance.
All you need to do is create a form in ClickUp and share the link with your client. Once they fill it out, you can set up an automation so their information is automatically entered into whatever list you assign it to.
Need help? I’ve got ClickUp templates to help set up your testimonials forms here.
Now that you understand some of ClickUp’s features, it’s time to organize YOUR business! My favorite way to view my upcoming tasks is to click the “Everything” view from the sidebar and then choose the calendar view.
Once you’re in the calendar view, you can filter which tasks are shown by clicking the filter button in the top right and selecting yourself as the assignee. This is super helpful if you have team members working with you, to see what’s on your plate and what everyone else is working on!
I love the calendar view because you can see everything at once and drag and drop tasks between different days. So if you know you’re not going to get to a task by the end of the day, you just drag it to another day!
ClickUp makes it super simple to automate your recurring tasks with templates and automations. If you have well established systems and workflows in your business, you’re going to love these features!
For example, you can create a template for blog posts, then assign an automation so that every new blog task automatically populates with the template (see how it works in the video here!).
I use ClickUp templates for new podcast episodes, Youtube videos, emails, blog posts, Instagram stories—you name it. You can save hours of effort by creating just a few automations.
Another great ClickUp feature is the ability to track your time within each task. If you’ve read this post, then you know how important it is to track your time as an entrepreneur. But this feature is also a great way to keep track of your team and how many hours they’re working.
To track your time, open any task and click on the Time Tracker in the upper right corner. You can use the timer or click the drop-down menu to manually enter or edit your tracked time. This is a life-saver when you forget to start or stop the timer!
Not only is ClickUp one of the best project management tools out there, but it’s also a great CRM (customer relationship management software). You can keep a list of all your current and past clients as well as any new leads, all from within ClickUp.
Below you can see how we manage all of our Laptop Lifestyle Bootcamp students. With just a quick glance, I can see what time zone a student is in, what kind of business they run, what payment plan they chose, and their contact info. All of this information comes straight from our intake form and is automatically added to this list.
I also use ClickUp as a lead tracking tool, where I can keep track of potential clients and assign myself different dates to follow up with them, as well as any information about their stage in the customer’s journey.
Another great way to stay organized as a service-based entrepreneur is to create workflows within ClickUp for each of your services. You can share this with your team or even your client, so they can see the current stage of your project.
If you need something from your client (feedback, a form), you can invite them to the list and assign them tasks with due dates. Not only will this make you look more professional, but your clients will appreciate you keeping them in the loop.
You can also add a chat feature to your project board for you and your client to communicate on, which will save you dozens of emails back and forth!
Aside from its uses as a project management tool and CRM, ClickUp can also be used as a storage tool. I use ClickUp to save everything from our SOP Library to social media content. If you want to learn more about using ClickUp to plan, create, and organize your content, check out my ClickUp Templates for content planning!
ClickUp has unlimited storage, making it the perfect place to store all your loose documents, photos, and information.
Lastly, I use ClickUp templates to plan out my daily, weekly, and monthly to-do list. After reviewing my goals and upcoming projects, I assign deadlines for each task and add them to my calendar. You can read more about my planning process in this post!
As you can see, there’s no shortage of ways to use ClickUp for your business! Although it might seem overwhelming at first, ClickUp is super user-friendly, and it’s truly one of the best project management tools on the market.
If you’re ready to get organized once and for all, sign up for a free ClickUp account here. And don’t forget to grab my ClickUp Templates for Content Creation and Testimonials to help you get started!