ClickUp 3.0: The BEST Project Management Tool?

[@thebeautifulmessshow]

Do you use a project management tool or task manager? If so, which one?

[@thomashartmann5037]

None of the applications you said you have used besides ClickUp - Notion, Asana, Monday and Airtable, are in my opinion typical Project Management software’s. I would classify them as task- and collaboration tools, with certain project management abilities. If project management is the main use case, there are a number of more specialized applications like Wrike, ZOHO Projects, Microsoft Projects, GanttPRO and SmartSheet, to name a few. BTW I have been working as a trainer/teacher in Project Management in general and Microsoft Project in particular. Besides that remark: Thanks for an interesting overview of ClickUp!

[@thebeautifulmessshow]

@@thomashartmann5037 Thanks for sharing, Thomas! I appreciate the kind words. What do you think is the biggest difference between ClickUp, Asana, Monday, etc. and ZOHO, Microsoft Projects, etc.? I would be interested in learning more as I didn't realize that there was much of a difference between them. Would there be certain use cases where you would recommend one group of tools over the other. Welcome to the channel!

[@thomashartmann5037]

@@thebeautifulmessshow Thanks for your respons. To give a precise answer on the complicated question of which Project Management software is the best in a certain use case, is like finding The Holy Grail. The reasons for this are several, for instance: a) How important is it for your organization that the software is easy to learn and use versus has all the bells and whistles? b) How many users are we talking about, maybe from different apartments with unique workflows? c) Which integrations do you need, to get all things working and how easy are they to set up? d) How important are the reporting and communication functions in the software? e) How important is the pricing structure? f) Are your organization/team oriented towards a certain Methodology like Waterfall, Agile, Scrum, PMI/PMBOK, Critical Path Method (CPM), Kanban, Six Sigma or PRINCE2. g) What experience level do you and your colleagues have or in other words, what is your starting point when looking for a new solution: spreadsheets like MS Excel or Google Sheets, Trello, Microsoft Project or beyond? As a general suggestion for someone trying to present and compare different PM applications, I would say that the most useful way to illustrate the pros and cons, is to set up the same project examples in all the applications in question and show how the process can be set up and used in each software. The problem with this is of course the time and effort it requires to plan and utilize. As a short answer to what differentiates some of the more common PM applications: ClickUp - Feature rich but, according to user testimonies, a bit buggy at times. As a consequence of its many capabilities it can be tricky to set up. Asana - Mature product with great collaboration tools, but somewhat pricey. Monday - A very slick user interface and separate tracks/plans for different market segments, like Design & Creativity, Application Development, Project Management, CRM, HR and Task Management etc. The latter could potentially be a problem to choose the best track from start. ZOHO Projects - Great value for money, the user interface can be said to be colorful, but if you come from a spreadsheet/database environment you may lack a rigid structure. Best for smaller teams. ZOHO is also part of a larger family of applications, covering most aspects of any workflows in any company/organization. SmartSheet - Clean spreadsheet like interface, well structured and can handle large projects, good reporting functionality. Microsoft Project - Focus on core Project Management, Gantts views with many options to tweak what you see, extensive reporting and resource management. What sets MS Project apart from the rest is their old-fashioned Desktop versions (they have online variants). More complicated to master and a high price tag for the full fledged desktop version. Three other more general task managers which we have been trying out, that also works for PM, are Trello, SmartSuite and Airtable. And there are a plethora of other alternatives to choose from as well.

[@thebeautifulmessshow]

​@@thomashartmann5037 Thanks so much for sharing! A lot of valuable information. I believe these are crucial questions for people to answer when searching for PM tool. I also appreciate how you broke down details on each software. Do you have a personal favorite?

[@thomashartmann5037]

@@thebeautifulmessshow Thanks again! My current favorite for a more general Task Management is SmartSuite. When it comes to Project Management it depends: For a solo entrepreneur or a very small team I would recommend ZOHO Project, due to the ease of use and functionality-price ratio and for larger teams my recommendation would be SmartSheet, due to its power and consequent interface without any clutter.

[@eden_lane]

It is usually hard for me to watch videos longer than 5-10 minutes, but I watched this one until the end. Very interesting and useful. Thanks for sharing!

[@thebeautifulmessshow]

Thanks for the kind words my friend! So glad it was helpful! Welcome to the channel fam 🙌

[@coachdan007]

How do you manage "waiting for" or blocked tasks?

[@thebeautifulmessshow]

Great question. It's under "Relationships". Click on that when in a task and then you can select "Waiting on" or "Blocking" there.

[@venkats3023]

Hey Paul, unrealted to the topic. Could you share which tool or service you are using to record your content? Maybe consider including your setup details in the video description. Thanks

[@thebeautifulmessshow]

Thanks so much for the comment my friend! I actually thought about adding the details, but wasn’t sure if people would be interested in it. I believe I was wrong. I actually made a video about the screen recorder on my main channel. You can watch it here: kzbin.info/www/bejne/l3aQZIGYitCqkLcfeature=shared I do typically bring the video into my video editor for adding things like titles and such, but it’s a great screen recorder. Welcome to the channel fam!

[@BarryLindstrom]

I need to build a set of custom forms to collect data and present in tables...I think this should be able to do with Click up...but this video did not tell me how

[@thebeautifulmessshow]

Hello my friend! Great question. There's so much you can do with ClickUp. They do have a table view you can add. ClickUp has their own forms which you can map to custom fields (paid option). You can also use another service like Google Forms and use Zapier to feed the information to ClickUp.

[@almightyvock]

Is there a way to have a calendar view by Workspace? Also can you move tasks around day in calendar view?

[@thebeautifulmessshow]

Great question. Yes, you can move tasks inside task view. Workspaces are separate completely so each one can have a calendar view. Each space can have a calendar view setup. Let me know if you have any other questions. Welcome to the channel!

[@brandonz2]

Is scheduling all manual? I put estimated time in and Clickup only blocks off an hour at the due date. And does it factor in work hours/weekends? I'm using Reclaim now and it does a great job at scheduling tasks and automatically adjusting them as tasks are completed. I can easily put in my working hours (and personal). I don't see how to do that in ClickUp

[@thebeautifulmessshow]

Great question. Unfortunately the Weekly planning capabilities of ClickUp aren't it's strong point. However they recently purchased HyperCal so I'm curious how ClickUp will integrate it into the platform. I've tried to timeblock tasks using ClickUp, but it doesn't usually have the desired result I want. If you're looking for a planning tool that integrates with ClickUp, I like Sunsama. I've made a video on this channel and my main channel @pauldittus about it. I will say it's on the more pricey side, but is a very unique software.

[@brandonz2]

@@thebeautifulmessshow update: I just realized Reclaim integrates with Clickup and will schedule + track time for Clickup tasks too. I'm not sure how I didn't see that option in Reclaim before! 🤦🏼‍♂️

[@thebeautifulmessshow]

@@brandonz2 nice! That's awesome. How do you like Reclaim? I've tried it, but I believe I didn't love it when it would auto-schedule events on my calendar.

[@spqrtak]

Very useful review especially for marketers! Thank you!

[@thebeautifulmessshow]

My pleasure! Thanks for the kind words! Do you currently use ClickUp? Or another productivity software?

[@livinginpossibility]

HI Paul does this only use google calendar? I am on ical/apple with our family and really don't want to have to double up on inputting every event etc. Thanks

[@thebeautifulmessshow]

Great question. I tried to find some information about it. This seems to suggest that you can sync with ical: help.clickup.com/hc/en-us/articles/6304782034839-Sync-ClickUp-Calendar-with-an-external-calendar This seems like a one way sync so I'm not sure if they would show up in your Home page on ClickUp. Are you considering ClickUp for personal or business use?

[@edgarruiz8653]

When it will be available

[@thebeautifulmessshow]

Last I heard they shipped ClickUp 3.0 to everyone that was on the waitlist. I imagine it should be much faster to get now. You may still need to join the waitlist. Welcome to the channel!

[@caseyeyring]

Thanks, this was helpful! Could you do a video on Notion?

[@thebeautifulmessshow]

Thanks for the suggestion! I'll definitely consider making one on Notion. It's another great tool. I use it for specific use cases. Anything in particular that you would like me to cover or answer if I do make the video? Welcome to the channel!

[@caseyeyring]

@@thebeautifulmessshow It depends on how in depth you want to go... I don't have an official requirements document yet, but it's something I intend to put together in the next few months. The two functional areas I'm interested in Notion for are its wiki application and it's project management application. I would be happy to chat with you directly at some point if you're interested.

[@thebeautifulmessshow]

​@@caseyeyring Thanks for sharing! That makes sense. I feel like Notion is like a website for your life. I feel like those are 2 primary functions of Notion. Databases and pages are at the heart of Notion. If you want to chat, feel free to DM me on one of the social platforms (@pauldittus).

[@ave_smirnova]

amazing review! thank you very much!

[@thebeautifulmessshow]

Thanks so much for the kind words, Kateryna! It means a lot that you got value from my review. Do you currently use ClickUp or another Project Management Tool?

[@ave_smirnova]

@@thebeautifulmessshow I'm using ClickUp for 3 months with my team, but some things seems a little bit complicated for me. i have problem with the cluttering haha

[@thebeautifulmessshow]

100% It’s so true. I was confused and didn’t really like ClickUp due to it having a sea of features to get lost in. I think what helped me was 1) understanding the structure 2) only adding things that will help me. It’s kind of like you have a blank journal. Some people love creating these fancy spreads and others are better off with a simple setup. I believe starting as simply as possible will keep things easy to navigate and not get lost in the sea of features 😊 Hope this helps!

[@mdiane4493]

Click up sucks

[@thebeautifulmessshow]

For certain use cases, ClickUp definitely isn't the right fit. What don't you like? What project management do you like using?