How to Implement ClickUp for Agencies

ClickUp is the fastest-growing and one of the best project management tools for digital agencies.
Here's our proven process we've used with 2,700+ other agencies to double productivity, increase utilization, get the visibility you need, and improve client relationships.
In this video, you'll discover:
0:00 - The State of Agency Operations
1:47 - The 5 Agency Roles
2:09 - The Future State
2:27 - The Future State for Individual Contributors
3:13 - The Future State for Account Managers
3:40 - The Future State for Project Managers
4:52 - The Future State for Leadership
6:12 - The Future State for Clients
6:58 - The ClickUp Hierarchy - Spaces
10:20 - The ClickUp Hierarchy - Folders
11:27 - The ClickUp Hierarchy - Lists
12:59 - The ClickUp Hierarchy - Tasks
15:18 - Building a Process Library
16:59 - ClickUp Templates - Task, List, and Folder
18:56 - Building Your Agency Process Templates (Best Practices)
22:04 - Preparing for Launch 🚀
23:16 - Launching in ClickUp
24:43 - Post Launch - Optimizing the System
26:21 - Conclusion and Next Steps
📖 Read the article: www.zenpilot.com/blog/clickup...
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As ClickUp's first and highest-rated solutions partner, we've helped over 2,700 agencies streamline their operations in ClickUp.
📈 Interested in learning how we've helped thousands of agencies double productivity, maximize profits and improve client retention? Check out our proven process: www.zenpilot.com/agency-produ...
📞 If you're ready to experience the power of world-class operations, schedule your free agency ops strategy call here: www.zenpilot.com/call?...
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📚FREE AGENCY RESOURCES 📚
👥 Join the FREE ClickUp for Agencies Community: / 12842198
⚡️ Want to see how your agency operations stack up against 2,000 other firms? take the 20-question benchmark: tools.zenpilot.com/pm-benchma...
📕 Download the 47-page guide on how to implement ClickUp for agencies: www.zenpilot.com/how-to-imple...
📨 Get biweekly agency ops insights from our newsletter: www.zenpilot.com/first-class-...
🎁 FREE client onboarding ClickUp template for agencies: www.zenpilot.com/client-onboa...
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⚠ Disclaimer: The videos on our KZbin channel are for informational purposes only and are not intended as an endorsement for any of the products or services that we feature.
#clickup #clickuptutorial #agencylife #projectmanagement #clickupforagencies

[@susanleonardson]

I'm shocked that your channel doesn't have more subscribers. This video is amazing and I took about 2 hours pouring through it. Well done!

[@ZenPilot]

Thank you so much!!

[@ttsoldier88]

This was really helpful. Exactly what I was looking for

[@ZenPilot]

Love to hear it!

[@adicusbird3986]

Great content! Question though, how do you set up my list view for multiple individual contributors? Is it a new "my List" view for each contributor?

[@ZenPilot]

Each individual contributor is going to have their own "My Tasks" view at the everything level. So yes, each person should have their own and they should set that view to private so that only they can see it. You can create the view and then save it as a template for everyone to deploy and customize it. There's a little more detail on this view in this video: kzbin.info/www/bejne/m5PTYnl9nNxljpI

[@radoznalaclara]

AMAZING WORK! Thank you so much! 🙃🙃🙃

[@5E__]

Love the organization 🔥

[@ZenPilot]

Thank you!

[@user-px9dv8qn6h]

Thanks for the insight! One question nonetheless. If I understand correctly, often 1 person works on 1 task. How does this work in meetings? Is a meeting a sub-task and a participant a sub-sub-task?

[@ZenPilot]

Each person would get a subtask for the meeting and they would be labeled as "Lead [meeting name]", "Attend [meeting name]", "Attend [meeting name]", etc. This helps your team confidently close their task after they attend the meeting. Otherwise, with multiple assignees on a task, nobody would know who should close the task.

[@dnewman20]

What service/application did you integrate to make the profitability dashboard?

[@ZenPilot]

This is actually a custom API and solution that we've built to extract ClickUp data and combine budgets, rates, expenses etc. You can learn more about it on our website here: www.zenpilot.com/agency-profitability-and-utilization-reporting

[@Keshav-Anand]

Nice video! Was curious what's the point of the process library if you can already save all your templates within ClickUp natively?

[@ZenPilot]

Great question! Your process library acts as your source files for ClickUp templates. the ClickUp template center can be used for deploying templates, but you can't edit them directly in the template center (yet!). The process library is where you can build your templates and edit them when you need to update a process in the future!

[@Keshav-Anand]

Okay I see, thanks for the prompt response!@@ZenPilot

[@neilsmith8520]

What is a subtask requires multiple people to work on? For instance "Home Page design" and you need to provide two options which will require 2 resources? Whats the work around that?

[@ZenPilot]

We'd have to dig in to this specific situation a bit more, but you want to make sure each person has their own subtask to work on. Even if it's a similar or the same task, make sure everyone has their own subtask to work on and close when they complete it.

[@williamprater7101]

Hey there @Zenpilot team, we are currently using Parent tasks for monthly recurring retainers, then putting all the (sub)tasks we have within the month as a subtask. Do you recommend this route, or something else? For example: - May 2024 - (renewal/purchase date) -- Subtask (2nd level) -- Deliverable Subtask (2nd level) --- Design Deliverable (3rd level subtask) --- Development Deliverable (3rd level subtask) Do you feel this is the best path? We're having problems on how to handle if a task runs between months? Right now, moving the subtask moves all the time tracked into the new parent task (month) which doesn't work. Do you think we should omitt this practice? Thank you!

[@ZenPilot]

Yes, this is not the best way for doing this. Instead of your parent tasks representing recurring retainers, you could have your lists represent those retainers. Then, every task that falls within that retainer should be placed in that list. Your parent tasks would then represent deliverables and subtasks would be actionable steps needed to complete that deliverable. It would make it much easier to manage and then help with time tracking.

[@williamprater7101]

@@ZenPilot Awesome, thank you so much for responding and confirming! 🙏

[@jacktyler9646]

Where can I get the templates for all the spaces demonstrated in the video?

[@ZenPilot]

Hi jack! 1. You can get most of those templates through our ClickUp for Agencies Playbook: playbook.zenpilot.com 2. Or by working with our team on a more guided ClickUp implementation - www.zenpilot.com/agency-productivity-solutions - which will get you access to the whole structure! 3. However, we do have a few free templates on our website that you can download: - Here's the link to get our onboarding template: www.zenpilot.com/client-onboarding-clickup-template - And here's the link to get our client health tracker template: www.zenpilot.com/agency-client-health-tracker Let us know if you have any questions.

[@tanvigarg5476]

how to develop this board? i see you have different client folders and tasks assigned to it. how can i create this exatct board which you're showing. is there any tutorial for this

[@ZenPilot]

Hi @tanvigarg5476! Could you point to the exact timestamp that you're referring to?

[@andrewmbiggs]

I'm not sure I understand Task Type. What's that for and what are examples of what they might be?

[@ZenPilot]

Here's a more thorough walk through of ClickUp task types (kzbin.info/www/bejne/j2LQanmpZ7GEpM0si=wPorqHc7VeyKXVup). This will offer a helpful walkthrough of how and why they're used.

[@robreichjr]

Hi guys, great work. Looking for the SEO and website templates.

[@ZenPilot]

Thanks @robreichjr! We don't have any free SEO and website templates right now. Our free templates include: 1. Client onboarding template: www.zenpilot.com/client-onboarding-clickup-template 2. Agency account dashboard: www.zenpilot.com/agency-client-health-tracker However, if you want to get access to our full process library and training course, check out our ClickUp for Agencies playbook here: playbook.zenpilot.com/

[@user-ii5py7lp8w]

how do i create time estimates? its not available on mine

[@ZenPilot]

It's a ClickApp so you may need to turn it on if it's not showing up. Check out the beginning of this video for help! kzbin.info/www/bejne/f3uZnqZnorB5qrc&lc=UgzX4BEYBtxX3AXvGNd4AaABAg

[@youtubelover663]

Hi - i just want to purchase this template but your site doesn't have this for purchase...

[@ZenPilot]

Yes, our full workspace setup is not a template for purchase. These templates come with our implementation packages.

[@youtubelover663]

and charge for these packages?@@ZenPilot