How BUSINESS MODEL changes the ClickUp Hierarchy (Space vs. Folder. vs. List vs. Task)

Рет қаралды 33,709

Күн бұрын

The ClickUp Hierarchy (deciding if your project should be a Space, Folder, List, or Task in ClickUp) is hard enough...but did you know the "right choice" will depend heavily on your BUSINESS MODEL, not just your team size?
That's right.
Organizing #ClickUp for ecommerce requires a different setup than how you'd maintain your online #membership on ClickUp. And if you also do custom consulting? Well...it gets complex.
If you're a business with multiple income streams sporting multiple products and services, it's important to remember that you'll need to craft context for EACH of these business structures within your ClickUp Workspace.
In this ClickUp #training, I'll go through some of the most common business models and an example way we'd structure that business model inside ClickUp.
(These examples are just EXAMPLES -- I am NOT suggesting there is one "right way" based on industry alone. There are MANY variables that go into making this decision which we spell out in our Decision Tree inside ClickingUp for members.)
In this video, we cover:
00:00 - Introduction
03:08 - What do you do?
07:14 - What is ClickUp Hierarchy?
11:33 - Where does your business fall in the ClickUp Hierarchy? (Incorporating your business model, process, team size, and aesthetic preference into your decision)
14:46 - LIVE Questions: "Are the emojis in your list a setting like colors, or are they in your last names and did you deactivate colors?"
15:54 - 3 Options to help you choose which hierarchy is right for your business.
16:36 - Option #1: Trial and Error
20:01 - Option #2: Layla's Shortcut
29:07 - LIVE Question: "Can I sync between two accounts? (Personal and work accounts.)
30:40 - Option #3: DIY with a Process Org Chart
33:19 - LIVE Question: "Is it better to align your business functions with biz-ops, hr., finance, IT, to a space first?"
34:26 - Examples of each option to help you choose your ClickUp Hierarchy.
44:52 - LIVE Question: "What's the advantage of placing all recurring tasks, for all clients, in one list rather than separating by folders for each client?"
47:15 - LIVE Question: "What's your recommendation for project-based clients?"
49:00 - LIVE Question: "How do you feel about building ClickUp out as if the employee already exists, separating tasks by job before separate people actually have that job?"
1:01:36 - LIVE Question: "Do you recommend attaching files in ClickUp or a file storage like GDrive?"
1:02:00 - Key Takeaways
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Пікірлер: 105

@LaylaPomper 3 жыл бұрын

Use ProcessDriven's FREE Hierarchy Quiz to determine whether any process should be a Space, Folder, List, or Task! processdriven.co/hierarchy-quiz/

@kristygarzell 3 жыл бұрын

Gosh I love all your videos! You've helped me DIY and organize my clickup so much! I am Pinterest VA and I knew I wanted to use clickup as my project management tool, but I was so lost and confused about how to set it up in a way that made sense for my business. This video (and a lot of your other videos) helped clear it all up! I believe I almost have my clickup completely ready to use with the my first client all thanks to you! You have certainly become my favorite Clickup expert in a short matter of time 💕

@LaylaPomper 3 жыл бұрын

Aw, thank you so much Kristy! I love seeing messages like this!! 🥰 T

@NigelGosling 3 жыл бұрын

You videos are brilliant Layla, really great presentation, delivery and personality. Def aiming to get to this level myself.

@LaylaPomper 3 жыл бұрын

Hey Nigel! That’s so kind of you to say. I think sometimes people don’t quite realize how much prep goes into a long-form presentation like this vs. an edited KZfaq video - so I appreciate you commenting! It’s definitely a work in progress, but a Whimsical whiteboard has been a huge help. ☺️

@kevocos 3 жыл бұрын

After a LOT of searching I found Clickup and it is a game change. I work in construction and many bespoke construction PM softwares dont offer what Clickup does.

@LaylaPomper 3 жыл бұрын

Definitely. A lot of SaaS tools in the construction space try to "do it all" but end up just being mediocre at everything. :/

@JM-tp3xb 2 жыл бұрын

You are awesome!!! Thanks for the value and delivery :)

@LaylaPomper 2 жыл бұрын

You're so welcome! I'm glad you enjoyed it!

@75blackviking Жыл бұрын

Massively helpful!

@jonahpollone Жыл бұрын

The answer you gave at 46:30 was a huge unlock for me - thank you!

@LaylaPomper Жыл бұрын

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

@stefaandevreese3925 3 жыл бұрын

Great value Layla!

@LaylaPomper 3 жыл бұрын

Thanks Stefaan! I’m glad to hear this helped!

@iamashleylbrown 2 жыл бұрын

This was incredibly helpful.

@LaylaPomper 2 жыл бұрын

So happy this was helpful to you. 😀

@mdamara9266 3 жыл бұрын

Great video. Thanks!

@LaylaPomper 3 жыл бұрын

You're welcome! I'm so glad this helped you!

@3dmcreative62 2 жыл бұрын

I realy like yours vidioes. This time it was very confusing. It was very helpfull to give a real example insted of talking in a very general and theorticly way

@LaylaPomper Жыл бұрын

Hey! Just getting caught up on comments🙈 I'm glad this was helpful!

@rubenssza 3 жыл бұрын

this is my place to go when I need help with Clickup

@LaylaPomper 3 жыл бұрын

Very glad to hear that! Thanks for watching! 🙏

@sellingwithjohanna 10 ай бұрын

Real Estate. Would love to see a planner type of workspace.

@sdh42 3 жыл бұрын

You are a genius! I want to join ClickingUp!

@LaylaPomper 3 жыл бұрын

The door is always open! ☺️

@pixojoy 11 ай бұрын

Feedback request: KZfaq playlists of videos relating to Service Delivery Management + Team Management. Watching this all helped so much! I'm heavily considering ClickingUp after watching this 😅 Gonna set it as a possible goal in my budgeting chart.

@LaylaPomper 11 ай бұрын

So happy this was helpful to you and thank you for the feedback request!

@chloehandelman7584 3 жыл бұрын

Cleanup!!!! I am working with a client who already has lots set up in clickup and I need support cleaning up and reorganizing to the proper process org structure

@LaylaPomper 3 жыл бұрын

Love it! We've released this for our clients, but I'm going to put it on our KZfaq idea list, too!

@micheleroberts1006 2 жыл бұрын

Hi Layla! Oh gosh, we did trial and error by bursts, and I'm pretty sure we're over-hierarchical (is that what you called it?)! What I just realized though as I continue to watch is that when we adopted clickup, there were no nested subtasks, and we do a lot of different things for clients -- but maybe that's why we made individual client folders (we're a bookkeeping firm).

@LaylaPomper Жыл бұрын

Hey Michele! Just getting caught up on comments🙈 That would make sense! I would recommend checking out ProcessDriven Foundations, our program to help businesses with systemization issues exactly like this one. Click here for details: processdriven.co/services/membership

@johnstahrstartcleanfitwell1051 2 жыл бұрын

Health & Wellness/Nutrition Coach!!!

@LaylaPomper 2 жыл бұрын

Thanks for being here. 😄

@klassykreationscompany5848 2 жыл бұрын

Hi Layla, thank you so much for this tutorial. I own a wedding floral studio so my business set up would be similar to the wedding photographer (complex event based set-up). Could clarify with the complex event based set-up how would recommend crm related categories such as lead tracking; Active clients, past clients & lost leads?

@LaylaPomper Жыл бұрын

Hey! Just getting caught up on comments🙈 Here are some videos that may help: kzfaq.info/get/bejne/bNqkl6t-pqnVe4E.html kzfaq.info/get/bejne/iJepjbyC3trTd5c.html

@yannique 2 жыл бұрын

Hi Layla! As a newcomer to Clickup this was very helpful! I'm still struggling a bit with my hierarchy. I manage influencers so they are my clients but I pitch to brands on their behalf so in essence the brand becomes my client's client. Not sure which one of those is the best fit for me, maybe contractor or consultant?

@LaylaPomper Жыл бұрын

Hey Yannique! just getting caught up on comments🙈 I would recommend starting with the Consultant Hierarchy and then adjust so it fits for you! Here's another video that may be helpful: kzfaq.info/get/bejne/itFxmtSStpPLoXk.html

@yannique Жыл бұрын

@@LaylaPomper thanks for this! 1 year later and I think I have a good flow going for myself!

@lucasselbach2 3 жыл бұрын

Layla, congrats, excellent training. If you would like to share your point of view, that would be awesome. In our case, we have a business that has product offers with differente templates (i.e. online product launch / on site course launch). We also are partnering with other professionals to build other business that will use the same templates. So I think I should use a mix: Space for businesses (so I can make it private if I need) Folder for product launches --> List for launch steps (ex. Planning, Pre-pre launch, pre-launch, Launch) Task / subtask for complex tasks, for ex. content creating --> posts created Checklist - when some task / subtask will have more than one person working on it. What do you think? Tks a lot

@LaylaPomper 3 жыл бұрын

I'm all for use different structures for different business models -- even if its within the same business. As for your setup, it certainly could work! It's really hard to know without more context. Check out processdriven.co if you'd like to dig deeper into this with me!

@lucasselbach2 3 жыл бұрын

@@LaylaPomper tks my dear!

@996vtwin2 2 жыл бұрын

Been playing with this a few days and I think I found out what makes this software confusing. Its not the software that is confusing, its the way the lists are displayed under the folders that make it confusing. Its the visuals that are confusing. If. you need me to elaborate more let me know.

@LaylaPomper Жыл бұрын

Hey Gerald! Just getting caught up on comments🙈 I completely understand! ClickUp definitely isn't for everyone.

@willlilley1689 Жыл бұрын

Hi Layla, this is great. I'd use Custom for most of my client projects, but there's a limit of 400 folders per space. So if we grow beyond 400 clients, what then? Thanks!

@LaylaPomper Жыл бұрын

Most common method I’ve seen is add a second Clients space! So: “Clients (A-N)” and “Clients (M-Z)” 🙂

@Quana_91 3 жыл бұрын

Does anyone know where I can purchase a implementation intake form to give to clients once they sign on?

@LaylaPomper 3 жыл бұрын

An intake form for what kind of implementation? 🙂

@christianmagill3829 2 жыл бұрын

What if you do mulitphase bespoke projects that often lead to ongoing retainers?

@LaylaPomper Жыл бұрын

Hey Christian! Just getting caught up on comments🙈 The exact process applies. Each type of service has a process that can live at a different level of the hierarchy. You may have a simple project that can be completed in a task, whereas something more customized and with a longer duration could be a List. I suggest you identify your different services and set up an SOP with templates to follow for each case scenario.

@Garethr83 Жыл бұрын

Really enjoyed this. How would a construction business use the hierarchy? We have 3 main insurance clients we do work for. Each one gives us ~100 customers/addresses a year Each address may give us 1-4 separate jobs eg. Strip out works, drying, reinstatement etc Would it be folder per address? And then a few lists per property? Example list 1 pre Construction, 2 construction Phase, 3 completion Thanks

@LaylaPomper Жыл бұрын

Hey Garethr83! The not-so-fun answer is "it depends". I've worked with construction companies who focus on insurance jobs who end up with entirely different build-outs depending on their approach to tasks. Do you use a contracting software (ex: JobProgress, Service titan, etc.)? That would also impact the answer! In general and just making some big sweeping assumptions, I'd probably have Task per Property and List per Phase or Job Type, depending on which is more important to you. I'd then use Subtasks and Checklists to track the actual work, if my crew was actually using ClickUp. 😉 If you'd like to work through any of this in greater detail, don't be shy about checking out how we work with clients (processdriven.co/services/membership). My team and I are QUITE practiced at guiding clients through these questions (and the one's you haven't yet asked). Just so you know! 😉

@Garethr83 Жыл бұрын

@@LaylaPomper hi Layla this goes against the general advice that was suggested through my paid membership where I was told list per property....

@WisconsinGabe 2 жыл бұрын

How would you recommend structuring a “Make to Order” workflow? We sell custom printed products

@LaylaPomper 2 жыл бұрын

If it’s relatively simple (think promotional products) a Task per Order should work. If it’s complex (like working with a publisher to print millions of books) a List may be better.

@johanvanwambeke723 2 жыл бұрын

Running NGO with lots of dependencies and information keeping. So it starts out as a CRM and then takes many many branches

@LaylaPomper Жыл бұрын

Hey Johan! Just getting caught up on comments🙈 Thank you so much for sharing - this is fascinating!

@MattyFettuccine 3 жыл бұрын

No idea if you'll ever see this or answer this, but here is my 2 second user story: Digital marketing agency with ~35 clients. I have each client as a space; 3 folders: start-up, ongoing, offboarding; a list for each service (eg - google ads, website design); tasks as the deliverable; subtasks as the process. I can see that having each client as a space may be cluttered (especially as we grow), but there is a strong need to have all of the client tasks/deliverables in one area. Should I ditch clients each having their own space and instead rely on a dashboard for each client?

@LaylaPomper 3 жыл бұрын

I like to keep things separated vertically (Spaces, Folders and Lists) by client for ease of reporting. But could you consider making your client a Folder instead?

@MattyFettuccine 3 жыл бұрын

@@LaylaPomper I actually did that recently! Spaces are “Delivery & Fulfillment” and “Growth”, folders are clients, lists are services and/or phases (eg - startup and Onboarding, Google Ads, SEO, offboarding).

@ruvimg Жыл бұрын

Having a space for each client seems overkill

@MattyFettuccine Жыл бұрын

@@ruvimg really depends how big your services are. It was certainly not overkill for my company at the time.

@ruvimg Жыл бұрын

@@MattyFettuccine interesting, im still learning so considering all options

@NewLittleLife 2 жыл бұрын

Hi Layla! Are you doing ClickUp Consultant work currently?

@LaylaPomper Жыл бұрын

Hey! Just getting caught up on comments🙈 I'm not currently offering 1:1 support, but I do have the ProcessDriven Membership! Get all the details here: processdriven.co/services/membership

@mario312 3 жыл бұрын

Is there a decision tree template somewhere? Can we buy it?

@LaylaPomper 3 жыл бұрын

Hey Mario! We have it included towards the end of our mini training course here: processdriven.co/services/mini. As this point we're not selling it as a standalone. Like all our offers, you also get human support via our weekly lives, so if you have questions implementing the decision tree...we're here for support!

@CursoMilagros 3 жыл бұрын

Minute 13:50 which software are you using to describe the project? I can't read it well, are you using an online tool? Is it click up? I mean: The software where you are putting your frames with different names like: process, etc...

@LaylaPomper 3 жыл бұрын

Whimsical is what I'm using. :)

@CursoMilagros 3 жыл бұрын

@@LaylaPomper thank you :)

@msoaresp 2 жыл бұрын

I like ClickUp, but I'm looking for how to manage teams. A dashboard that shows me who has completed all the activities of the week, who is pending, late, etc... In ClickUp I have a great view of the tasks, but statistics I don't see well. Is it me or ClickUp?

@LaylaPomper Жыл бұрын

Hey Marcelo! I found an article that may be helpful: processdriven.co/clickup/how-to-use-clickup/how-to-add-widgets-to-clickup-dashboards-to-keep-your-team-on-track-clickup-dashboard-example/ Hope this helps! - Karleigh at ProcessDriven

@OnlineTherapistGroup Жыл бұрын

Hi Layla - I have a business that is built on an ascension model - free content to email list content to multiple levels of paid offers (courses, masterminds, memberships, etc). Any thoughts on org structures for these ascension model businesses?

@LaylaPomper Жыл бұрын

Hey Dr. Amber! Great question! Each service should be treated differently. I would recommend taking one service at a time and using our membership Complex Decision Tree to determine our recommended hierarchy location for that service.

@mdamara9266 3 жыл бұрын

Do you have a video on how to create a Process Org Chart?

@hipharpist 3 жыл бұрын

[Watching this]

@LaylaPomper 3 жыл бұрын

Hey all! We've talked about the basics throughout our various videos, but we haven't done a deep-dive on this structure except for in our membership (processdriven.co/services/clickingup/) where it's a central part of how we help 100s of members setup their ClickUp. It's a SUPER powerful process, so I'll make sure to put this on the idea list for a possible KZfaq video or webinar! :D

@mdamara9266 3 жыл бұрын

@@LaylaPomper I'm looking to get a team membership with my company within the next day or two. Just to confirm: there are already detailed docs/videos on Process Org Charts for members? Because I'm very keen to get our structure implemented correctly ASAP. Thanks! Mark

@Tufavo81 3 жыл бұрын

Hello, what software do you use for streaming?

@LaylaPomper 3 жыл бұрын

Streamyard -- but you can find all the links at the bottom of processdriven.co/hub :)

@Tufavo81 3 жыл бұрын

@@LaylaPomper thank you

@LaylaPomper 3 жыл бұрын

You got it! Enjoy! ☺️

@lironossi Жыл бұрын

Hi Layla I own a business of adminstration and office orgnized for multiple small businesses (15 now and growing) and I have 4 employies each assinge to 6-9 clinets. how would you recommend to set up clickup? I just open a free account and been watching alot of your videos to figure out how to set it up, and I could realy use your support. thanks

@LaylaPomper Жыл бұрын

Hey Liron! How it's set up will vary based on your business and what works best for you. This would be an excellent question to ask inside of the ProcessDriven Membership. In it you'll learn how to build out your ClickUp exactly how you need it as well as how best systemize your business and increase efficiency. Get all of the details here: processdriven.co/services/membership

@juanbautistaquirosfulgado8900 2 жыл бұрын

Structure for ONGs??

@LaylaPomper Жыл бұрын

Hey Juan! Just getting caught up on comments. I'll be sure to add this to our content ideas list to cover in the future!

@joshuad984 2 жыл бұрын

You are an extremely good presenter. Let me know if you find yourself looking for a new career! Lol.

@LaylaPomper Жыл бұрын

Haha thank you so much!

@mario312 3 жыл бұрын

i have a whale, but also have productized, makes it look messy but I think I'm moving the whale to a space

@LaylaPomper 3 жыл бұрын

Sometimes compromises help it feel orderly! :)

@niznoobsky6043 3 жыл бұрын

Hello 👋🏻

@LaylaPomper 3 жыл бұрын

👋 Hi there! Thanks for commenting!

@angiehardison4082 2 жыл бұрын

Funnel design

@LaylaPomper Жыл бұрын

Hey Angie! Just getting caught up on comments🙈 We're on it!

@noemiross3066 Жыл бұрын

Shopping around newbie.

@johnstahrstartcleanfitwell1051 2 жыл бұрын

Hello... Hello...., Hello...Hello!!!!!!!

@LaylaPomper 2 жыл бұрын

👋👋👋

@johnstahrstartcleanfitwell1051 2 жыл бұрын

I AM A NEWBE!!!!

@LaylaPomper 2 жыл бұрын

Hi!!!

@lanotaparalasemana4289 2 жыл бұрын

Newbie

@LaylaPomper Жыл бұрын

We all start somewhere!

@noemiross3066 Жыл бұрын

Charitable nonprofit.

@LaylaPomper 11 ай бұрын

Thanks so much for commenting, it means a lot!