How I Use ClickUp as a Small Business Owner & Vetted ClickUp Consultant (A Day in the Life)

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Whether you're new to ProcessDriven (welcome!) or a regular visitor, you may have watched a few tutorials and thought, “but how does ClickUp really function when everything is in place?” Like any new process or workflow, establishing a system requires a front-end time investment. You want to know if it’s worth the effort. We don’t blame you!
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The good news is that once set up and customized, ClickUp continues to benefit not just you but your team and the whole company. In this video, Vetted ClickUp Consultant, power user, and ProcessDriven CEO Layla Pomper looks at the role ClickUp plays in her daily activities and answers the question, how do I use ClickUp as a small business owner?
Here's what we'll cover:
00:00 How I use ClickUp as a Vetted ClickUp Consultant
01:20 A Day in the Life in my ClickUp
01:24 (6:00am): Morning ritual
02:12 (7:15am): Clear my ClickUp Notifications and respond to emails
03:43 (7:52am): Start working on my Task List in Home
04:13 (8:00am): Prep for my first meeting
07:12 (8:12am): Create short-form content for the channel
10:11 (9:15am): Meetings, meetings, meetings!
12:12 (2:15pm): Lunch break
12:22 (3:00pm): Work on my Documentation (SOPs) tasks & connect them to our big-picture goals
14:36 (3:12pm): Maintain our in-house consulting program, Consult in a Click™️
17:49 (4:54pm): Time for a fun task
20:48 (5:30pm): End of day ritual
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[@LaylaPomper]

I know this tour moves a lot faster than our tutorial content, but I hope it provided some inspiration! Is there an area where you'd like to dig deeper into? P.S. If you'd like to steal my setup and learn how to build something like it for yourself, that's exactly what we teach in the ProcessDriven Membership: processdriven.co/services/membership/?

[@mrboinkers]

WOOOOW I was just looking for a video like this. Thank you Layla!! Loving your newsletter as well, the SOP tutorial has been so helpful and a game changer. Keep up the great content❤

[@LaylaPomper]

Hey Justin! Thank you so much! I'm glad it was helpful!

[@collecolleco]

Your videos continue to get better and better. Thanks a lot!

[@LaylaPomper]

Hey Nicolle! Thank YOU! I appreciate the kind words :)

[@GordonJohansen]

It is so much fun to watch these and to see you progress as a business owner Layla. I always am taking notes on things I still should be doing after running my store for so long. Life would have been so much easier in many ways if I had something like Clickup to use and thought to take the time to write down the processes. Sadly, while my Atari 800 was fine for accounting, it didn't really work well for organization other than to make lists.

[@LaylaPomper]

😂 I'm so glad to hear it! Appreciate you Gord!

[@kellybethco]

I lol'd @ the trusty Notepad! So glad I'm not the only one who still uses that on a regular basis 😂

[@LaylaPomper]

😂 Had to own up...!

[@stephaniechrystal]

Loved this video, Layla! I especially enjoyed the explanation of why things are set up the way they are. I noticed that there is a Growth Projects folder in the Operations space and a Growth Projects in the Strategy space. Curious, about what the difference is?

[@LaylaPomper]

Hey Stephanie! We have different "Growth Projects" in different departments. Growth Projects in Strategy pertain to Marketing, conversions, etc. Growth Projects in the Operations Space would include the behind the scenes processes that we want to focus on. I hope this helps!

[@esmecrutchley]

Thanks for this video, super helpful especially using goals as a list (not the goals area!) Definitely need a CARS tutorial please! That looks awesome!

[@spyckje]

I agree! Cars ❤️

[@LaylaPomper]

Hey Esme! Thank you for the feedback! I'm glad this video was helpful. We've got a CARS breakdown coming soon... keep an eye out!

[@findingirgendwo]

I second this!!

[@rachaelamberart]

this was great! I love the team meeting plan you have! is that a template in the membership yet? if not, could it be made into one or could you do a tutorial on that? it's where I struggle a lot and would be so helpful! thanks~

[@LaylaPomper]

Rachael, you're a mindreader! I recorded a video on that last week so it should hit the channel in the near future! 😀

[@Carolinetheprayergirl]

Great video! love it!

[@LaylaPomper]

Glad it was helpful!

[@createvans]

Im actually using clickup 3.0 but seeing your videos I miss the old version. haha

[@Eric-rf6te]

Hi Layla. Could you make a video explaining how to backup you Clickup, especially your SOPs? If you have all your SOPs as taks, how are you currently backing them up? Thank you!

[@LaylaPomper]

Hey Eric! I'll add it to our ideas list. In the mean time, here's an article that may help: probackup.io/backup/clickup/

[@jent624]

Hi, Layla. My colleague and I LOVE and ADORE your videos. One question for you: have you run any of the public-facing ClickUp forms you use through a web accessibility checker (such as Webaim's)? There are quite a few areas where ClickUp's forms do not meet accessibility guidelines (WCAG) and we've been pushing to have ClickUp fix these issues, not only because it's just good practice but because of the risk of legal issues. Have you found any workarounds? I could provide more details but was hoping you'd have tips or more info.

[@LaylaPomper]

Hey Jen! Aw, thank you! As for your questions about web accessibility, I'll have to admit I haven't run up against this. I and my clients do use public forms regularly, and I'll admit this is the first I'm hearing this matter be brought into the discussion. I wish I had a better answer or tips!!

[@michaelalliman4374]

Layla, do you have any books or blogs or related that inspire you for the "process driven" part of your brain? My ADHD brain LOVES what you do, but I can't imagine how to begin to get started. We use CU at about .001% of it's capacity. I see this video and my mouth is literally hanging open in awe. :)

[@spyckje]

I would also enjoy a Clickup for neurodivergent people special 😀

[@michaelalliman4374]

@@spyckje Found my tribe in the YT comments. Who knew? 😁

[@LaylaPomper]

Are you a mind reader? I was actually just talking about this this morning! Currently, I can't say that there's a key resource that I can credit for what we've built. I've spent hundreds (🙈) of hours researching and working with clients around this topic. Then, I "forged my own path" with the structures you're seeing here. The way I'm sharing what I've found works best is through our membership -- the core journey is the culmination of everything I've tried and researched! Maybe one day it itself will turn into a book...or a dissertation 😂...but for now, it's a living and breathing framework that's being reviewed and expanded in big ways every year. I have definitely noticed that ADHD brains connect with this framework more than most, which always makes me so happy to hear. However, that was just a happy side effect of all these iterations! I'm not in a position to build ClickUp for neurodivergent minds -- I wish I was! Despite how often I'm told our framework has helped with exactly that, I'd hate to venture outside my expertise with declarative advice I'm not qualified to give. 🙏 Long story long -- I'm SO happy to read all of these and also happy to see these connections.

[@michaelalliman4374]

@@LaylaPomper 🤣🤣No, please no mind reading. . There are already too many voices in my head.😵‍💫 Thank you for the detailed reply! We essentially use CU as virtual in-and-out baskets, which works perfectly for me and my ADHD super-power, but I know we could use it for so much more in our business. So videos like this are inspirational for me. Here's to making progress!

[@findingirgendwo]

As someone with ADHD who’s in the ProcessDriven membership, I will say Layla and team do a great job walking us very clearly and step by step through setting things up and using processes in there. The whole team is very helpful with custom needs and questions too which I’d a lifesaver. Even though at times it’s overwhelming, being in there helps a ton! Have also had some good ADHD-related brainstorms in the forums there.

[@SaadBelcaid]

Amazing Video!

[@LaylaPomper]

Glad you enjoyed it

[@jonmaesrowand]

Layla, a big thank you! First time commenter, but been following for the past few months as I work through catching up on the ProcessDriven vault while keeping up with new additions. For me, this video is easily in my top five favs thus far and vying for the #1 spot. 🤓👍 Would love to a deeper dive into your Strategy & Leadership space. Also, if you would be willing to share if you ended up deciding to do your budget planning in QuickBooks or just a spreadsheet set up as I'm currently debating on chipping up for the a higher tier QB to get the budgeting module, but not yet persuaded if it is worth the price. One more ask. I see "Fence Shaking" in the label for your Lead Gen space. I haven't come across that term before. What does that involve? 🤔😊

[@michaelalliman4374]

As an accountant who uses QuickBooks online exclusively with my clients, I wouldn't upgrade QBO just for the budgeting module. To do a "real" budget, you'll need to do your analysis and budget development in a worksheet anyway. It's just way too cumbersome to try to build the budget from scratch in the QBO template, And ultimately all you gain is the ability to run budget-to-actual financial reports, which you can do yourself in Excel or Google Sheets. So in my opinion, it's not worth the extra $$ just for budgeting.

[@jent624]

I, too, would love a deeper dive into Strategy & Leadership, with tips for how to gently introduce the concepts to leadership, since I'm not The Leader but just part of a team who loves SOPs and clear, efficient meetings, etc. :)

[@jonmaesrowand]

@@michaelalliman4374, thank you!

[@LaylaPomper]

Just want to say that I love this thread! I'll share that: - I ended up defaulting to my budgeting spreadsheet(s). I just supersized them this year so they felt less restrictive, which is great. - I'll definitely note diving deeper into strategy and leadership! This is an area where I'm not an expert but I am a very eager student. However, I'm happy to share my mistakes + what I'm figuring out as I go. I'm pretty happy with the current setup/flow! - Fence-Shaking is our area" for processes traditionally called "Sales & Marketing". I prefer the fence-shaking term to remind the team -- every time they see it -- that our job is not to sell things but, instead, to help people decide. It's not our job to make people buy, but it is our job to help people decide so they're not "sitting on the fence" and paralyzed by indecision about whether we can help them. :)

[@mrboinkers]

Would love to see how you delegate tasks and project tasks with the timeline you showed. I’m having trouble with tasks that get lost or not having clear objectives for team members to find

[@LaylaPomper]

Hey Justin! Just getting caught up on comments🙈 I've added this to our content ideas list so keep an eye out!

[@mrboinkers]

@@LaylaPomper awesome. looking forward to it. keep up the great content :)

[@GrooveHub-yz7wr]

"Hi Layla, as a solo entrepreneur new to using ClickUp, how can I effectively leverage its features and functionalities to manage my one-person business and optimize my workflow?"

[@metblauweogen]

Great video. Why are you using tasks for note taking instead of the doc view :-) ?

[@LaylaPomper]

Hey! I prefer to keep all of the documentation for something all in one space. By typing directly into the Task, the information stays together so we don't have to chase it down. I hope this helps!

[@williamprater7101]

Can/did you touch more on the 'Processes' list vs. SOPs? We are really struggling to implement daily processes like project manager daily and weekly checklists, etc. Thank you!

[@LaylaPomper]

Hey @williamprater7101! You may find this video helpful kzbin.info/www/bejne/m6nPk6CshdyYaNE We also dive more in depth into processes, SOPs, and the structure inside ProcessDriven Foundations™️ our signature program. processdriven.co/services/membership/

[@GoExploreWithUs]

Speaking of budgeting 20:00 I would love to know how to budget time for tasks so that at any given week we can see where bottlenecks are happening and can project how far out the onboarding wait list might be for new clients. Is this a thing?

[@LaylaPomper]

Hey! Here's a video that may be helpful: kzbin.info/www/bejne/aGK0h4uKat6Aick

[@tp.fishing]

Hi Layla. Is there a way to track Forecast Budget x Budget spent on a dashboard?

[@LaylaPomper]

Not easily, but this would be awesome! I'd recommend sending a feature request to ClickUp ☺️

[@paulcraz165]

@Layla, can you tell me if its better to run Clickup on Ipad (normal size) or Ipad mini?

[@LaylaPomper]

@Paul I prefer iPad (normal size) for the average user, simply due to the interface getting a bit squished on the Mini. :) However, both work!

[@wildcat189]

Cool to see how you use it...

[@LaylaPomper]

Hey Simon! I'm so glad this was helpful!

[@LaylaPomper]

Thanks Simon! 😀

[@RubenUzan]

Hi, i thought you were moving from click up to smart suite? Isn't it the case?

[@LaylaPomper]

Hey Ruben! Nope :) We still use ClickUp at ProcessDriven but we know that it isn't the right choice for everyone. We're exploring other tools like SmartSuite to help our audience learn about other options. I explain more here: kzbin.infodnIfyrwUZEA

[@heymrcody]

🫣🤯

[@LaylaPomper]

😂 Sorry for the overwhelm, Cody!