Software to Organize SOPs | Example using ClickUp Docs and Task Templates

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I believe there are two types of SOPs: "library" and "daily tools." In this video, I talk about how you can document processes in a way that's flexible enough for a small team...while actually lightening the load on the managers or owners.
Note: While I'll be using ClickUp as an example here, this lesson could be applied to various software tools.
Here's what we'll cover:
00:00 Introduction
4:54 Here's how I build this out in ClickUp.
5:57 Wiki (library) in ClickUp Docs vs. a dedicated Knowledge Base software.
7:30 Search ClickUp Docs.
7:57 Daily Tools are the second category...but might be an even easier place to start. I'll give an example here of how you can use ClickUp task templates to define your process.
10:55 Load a template on an existing ClickUp task to "train" your employees with clear work instructions that you can recycle.
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[@nancymaeyap7201]

fast... smart... effective!

[@georgemoss]

Thank you for getting to the point in your videos, and not asking for likes, subscribe, comments at the very beginning of the video before you even give value (like 99% of other youtubers). The only reason why I comment is because you gave value before asking. Keep up the great format.

[@LaylaPomper]

Thanks George -- appreciate that! As I'm sure you know firsthand -- it can be hard to know what the right "balance" is!

[@lesley4zman448]

Love and NEED these click up videos! THANK YOU!!

[@LaylaPomper]

You got it, Lesley 4Zman! ClickUp has so much potential, I love making these videos to unpack it all. Looking forward to connecting soon! ☺️

[@sdh42]

YES! This is exactly the way that I do it - and for all the reasons you mentioned, too!

[@LaylaPomper]

Right?! It's so much easier -- I just wish it would become more mainstream for businesses outside the efficiency space! :)

[@paolaysabel]

This video is SUPERB, thanks for sharing!

[@LaylaPomper]

Paola Salonga-Arroyo thanks!! ☺️

[@Meisam.Safari]

Very helpful video, thank you!

[@LaylaPomper]

Happy to help!

[@compassdigitalstrategies]

Love the Team Wiki idea. I was using Google Docs, in a folder client notes and each client had their own Google doc. I like that this is IN ClickUp.

[@LaylaPomper]

Completely agree! I think using Google Docs (and attaching to Tasks/Lists/etc) can be great, but there's something so convenient to be able to @@@ (mention) Docs without having to look up links or folders elsewhere!

[@jm64745]

This makes so much sense to me - funny how we get stuck in our old Word Doc ways 😂 Thanks for sharing!

[@LaylaPomper]

You are so welcome! So glad this helped!

[@jimmygavidia786]

Thank you Layla for such helpful tutorial. Keep it up baby!

[@LaylaPomper]

Glad it was helpful!

[@olaberodigitalaccounting9228]

Beautiful video

[@LaylaPomper]

Thank you! Cheers!

[@franciscomichelich16]

awesome content! thanks!!

[@LaylaPomper]

My pleasure! So glad you liked it! :)

[@TheCekobi]

loving this video, very helpful!

[@LaylaPomper]

Hey -- thanks for the comment! I'm glad this was helpful to you! 😀

[@TheCekobi]

@@LaylaPomper loving you too

[@CameronCox_1969]

You are one of the few people other than Danny Hatcher who makes the effort to do timestamps that are useful. Thank you so much, make's building my ClickUp knowledge base in Notion so much more powerful, Irony it's in Notion LOL.

[@LaylaPomper]

Ha! Danny does a great job on his content! I feel like many people skip out on timestamps because “ease of skimming” works against “watch time” which is one of the most important KZbin metrics. But I personally skim so many videos it seems backwards not to invest the time in adding them to my own! 😅 Also, I’ve considered switching some SOPs to Notion, too - it’s so helpful to be able to full control your Properties. For now, leaning toward switching to Tasks for my SOPs instead. 🤫

[@CameronCox_1969]

@@LaylaPomper will show off my sop system in notion to you one soon

[@LaylaPomper]

That’d be great!

[@igornefedov390]

You're amazing!

[@LaylaPomper]

So are you! Thanks for commenting!

[@simplifiedbookkeepingfinan1572]

Love this video! I am in the middle of building out Clickup for my bookkeeping business and this immensely helpful! Any tips on how to create a monthly bookkeeping template and make it recur monthly with dates to automatically change for that day of the month?

[@LaylaPomper]

So glad to hear this! And yes! You're going to want to individually make each task have a recurring due date (you can set it weekly, monthly, or some other cycle!). When you're in the recurring settings, be sure to look for LEGACY recurring, and not the cookie-cutter recurring settings that will appear for you. 😀

[@feed5750]

Starts at 5:00. You're welcome.

[@LaylaPomper]

Thanks man! Have full timestamps in the description, too. ☺️

[@elyamzon]

Wow, you just saved me process time. Thank you. The only problem I have is that the subtasks on the template are not sorting the way I sorted them originally. What I mean is the List view where the subtasks are shown under the main task. Let me know if you have a work around. Again, thank you.

[@LaylaPomper]

This is a known bug, unfortunately. You might try adding numbers in front of the subtasks (#01, #02, etc.) and then have the Subtasks sort by Name (the option is right next to the word "Subtasks" in the Task details area.)

[@anastasiacarmona4663]

Thanks for this very interesting video! I am thinking about how to implement that kind of SOP system with tasks and checklists in a production line? Do you have a suggestion?

[@LaylaPomper]

Hey Anastasia! Here's an article that may help: processdriven.co/documentation/how-to-write-sops/

[@vasolutions4404]

Great video! Is there a way to save this doc in a google drive for quick access?

[@LaylaPomper]

ClickUp Docs major downside is an inability to be backed up like you could with a Google Drive file. So, no! However, you could embed a Google Doc INSIDE the ClickUp Doc if you wanted the best of both worlds.

[@anne-lysehardesty4136]

I am thinking that I could end up with a lot of templates and can get confused about which one to use. What would be your advice? A note on the top of the list with the name of the template? What about the check list templates?

[@LaylaPomper]

Very, very true. The organization of templates in ClickUp is currently terrible, so we need to be a little more creative. I'd suggest one or a combination of methods in how you name your templates (whether those are Tasks, Lists, Checklists, etc.) [1] Create a prefix structure. For example "ACC-" could go in front of every accounting template. [2] Create an emoji icon before each template. For example 💰 in front of every accounting template. [3] Create a ClickUp Doc with a list of all of your Templates and what they do. Think of it like a "translation chart" Those are just a few ideas to get you started. Honestly, ClickUp needs to just improve how Templates are organized in the future to make this an easier process!

[@elenohanyan9993]

Hello, could you please help me with this, so in SOP's how do we embed (not tasks) but tasks saved as templates?

[@LaylaPomper]

You can embed Tasks within ClickUp by mentioning them (@@) or by using the Task List slash command. ☺️

[@ChristineMortensenSprkd]

Do you have a recommendation on where in ClickUp that "library" should live? In this video you have it connected to a list view. Should the SOPs be their own space and each process organized as lists in that space?

[@LaylaPomper]

Hey there Christine! I don’t have a detailed video on that yet. I’ll add it my list! Most often you’ll see having SOPs live: A - 1 ClickUp Doc called “SOP” that is linked (Custom Field) or attached (via Description) to tasks. or B - Task Templates (ClickUp Template feature) or C - Manual Templates (ClickUp tasks you have in a folder called “Templates” that you duplicate each time you need to use them.) There are pros/cons of each. B is probably the weakest/highest maintenance option...but “B” is where we’ll all end up one ClickUp gets their template feature cleaned up. ☺️

[@marketpub5548]

The second route (directly on the template) is how we do SOPs. The problem is we weren't able to find a way to export or backup them. So, if we want to share it with someone external to the tool or just store it in a readable way as a backup, there's no way to do that.

[@LaylaPomper]

Glad you brought this up. There's some limitations here, but I *think* you'd be able to resolve the external sharing by: 1 - Making your template a public template. You could then share the template with any other ClickUp user. OR 2 - Create a task *using* your template and make that task public -- being sure to allow the public to click into the task. You could then share the template with any other person, regardless of what tool they use. As for backing up or exporting, ClickUp's current features for backup externally are pretty terrible. However, if you kept a live instance of each template (aka, a task with the template applied) in a List called "Our Templates" you could *sort of* export it as a CSV...and I say sort of because of the low quality of CSV when it comes to readability and subtasks. If you were highly concerned about back up or external sharing, you might find it better to create your SOPs in a Doc -- either ClickUp Doc or an external Google Doc/Dropbox file. That'd give you 100% control of the file outside of ClickUp.

[@styleworksinteriors]

Just found ClickUp and Layla! A hair late to the game. Add a timeline and export it as a CSV..

[@mesalesme7501]

I noticed you had the red squiggly spellcheck line ... why did that work for you, when clickup say they don't have spellcheck

[@LaylaPomper]

Good question! I *believe* the reason I'm seeing that feature is because I'm using the built-in spell check within Chrome Browser (under Settings > Languages) where it automatically spellchecks everything I type into Chrome. If I were in the ClickUp apps (aka not in Chrome) I don't have any built-in spell check features. Hope that helps!

[@mesalesme7501]

@@LaylaPomper, thanks for your reply, I guess that is it, I am using the desktop and it has no spellcheck ... thanks again

[@LaylaPomper]

Want to work with me to get your SOPs updated (or created for the first time)? Join me for a live workshop on September 21, 2023. 🔗 Here's where you can learn more: processdriven.co/services/sop

[@spiderron1463]

Policies are kinda the laws within a business. Controlled documents creating the foundation of the businesses. I do not like the idea that everyone can horse around in the them. Everything after that is great...

[@LaylaPomper]

Absolutely! You can always put them in a view that allows view-only but no editing :)