{"id":13346,"date":"2020-12-13T13:08:03","date_gmt":"2020-12-13T21:08:03","guid":{"rendered":"https:\/\/clickup.com\/blog\/?p=13346"},"modified":"2024-03-21T11:23:26","modified_gmt":"2024-03-21T18:23:26","slug":"how-amara-uses-clickup","status":"publish","type":"post","link":"https:\/\/clickup.com\/blog\/how-amara-uses-clickup\/","title":{"rendered":"How Amara Uses ClickUp for Agency Project Management"},"content":{"rendered":"<p><em>Amara Omoregie is the CEO at amaraREPS, an inbound sales, and marketing agency that specializes in operations and implementation for growing STEAM businesses. For over 12 years, she has passionately helped businesses implement their marketing and sales operations; generating millions in revenue for her clients.<\/em><\/p>\n<hr class=\"wp-block-separator has-css-opacity\"\/>\n<div aria-hidden=\"true\" class=\"wp-block-spacer\" style=\"height:50px\"><\/div>\n<div class=\"ub_table-of-contents\" data-hidetext=\"hide\" data-initiallyhideonmobile=\"false\" data-initiallyshow=\"true\" data-scrolltype=\"auto\" data-showtext=\"show\" id=\"ub_table-of-contents-5ce0a053-4fbe-4a68-ae70-dfd6a684b8ed\">\n<div class=\"ub_table-of-contents-header-container\">\n<div class=\"ub_table-of-contents-header\">\n<div class=\"ub_table-of-contents-title\">This Article Contains:<\/div>\n<\/div>\n<\/div>\n<div class=\"ub_table-of-contents-extra-container\">\n<div class=\"ub_table-of-contents-container ub_table-of-contents-1-column\">\n<ul>\n<li><a href=\"https:\/\/clickup.com\/blog\/how-amara-uses-clickup\/#0-considerations-before-implementing-clickup\">Considerations before Implementing ClickUp<\/a><\/li>\n<li><a href=\"https:\/\/clickup.com\/blog\/how-amara-uses-clickup\/#1-agency-organizational-structure-\">Agency Organizational Structure<\/a><\/li>\n<li><a href=\"https:\/\/clickup.com\/blog\/how-amara-uses-clickup\/#3-leveraging-folders-and-lists-for-teams-manager-oversight-\">Leveraging Folders and Lists for Teams Manager Oversight<\/a><\/li>\n<li><a href=\"https:\/\/clickup.com\/blog\/how-amara-uses-clickup\/#5-project-and-task-management-for-maximum-agency-efficiency-\">Project and Task Management for Maximum Agency Efficiency<\/a><\/li>\n<li><a href=\"https:\/\/clickup.com\/blog\/how-amara-uses-clickup\/#6-setting-up-folders-for-client-project-management-\">Setting up Folders for client project management<\/a><\/li>\n<li><a href=\"https:\/\/clickup.com\/blog\/how-amara-uses-clickup\/#7-task-management-for-client-projects-\">Task Management for Client Projects<\/a><\/li>\n<li><a href=\"https:\/\/clickup.com\/blog\/how-amara-uses-clickup\/#10-need-help-implementing-clickup-for-your-agency-or-marketing-department-\">Need Help Implementing ClickUp for Your Agency or Marketing Department?<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n<\/div>\n<div aria-hidden=\"true\" class=\"wp-block-spacer\" style=\"height:50px\"><\/div>\n<h2 class=\"wp-block-heading\" id=\"0-considerations-before-implementing-clickup\">Considerations before Implementing ClickUp<\/h2>\n<p><span style=\"font-weight: 400;\">ClickUp is an incredibly powerful project management tool, which is why I (and many other agencies) have made the switch and haven\u2019t looked back. The beautiful thing about ClickUp is that there\u2019s an incredible amount of customization capabilities, which is key because agencies have diverse needs. The challenge with this; however, is that setup may not seem very straightforward, and can actually create more confusion if you don\u2019t do the proper prep work before setting up your Workspace.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As a <\/span><a href=\"https:\/\/clickup.com\/consultants\"><span style=\"font-weight: 400;\">ClickUp Consultant<\/span><\/a><span style=\"font-weight: 400;\"> that specializes in working with agencies and helping them quickly get up to speed, 95% of the questions that I get are similar, and so are the solutions. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">So the good news! \ud83d\ude03<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you\u2019re having trouble getting started, you\u2019re not alone, and there is hope. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">In this guide, I\u2019m going to break down all of the things that agencies need to take into account BEFORE diving into ClickUp, along with some tips for how to incorporate these considerations into your Workspace.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">I do want to point out a few things before we get started\u2026<\/span><\/p>\n<ol>\n<li><b>Most of the work that you need to do to get your ClickUp Workspace setup properly is more organizational than technical. <\/b><span style=\"font-weight: 400;\">This guide will help you take a closer look at how your agency operates so that you can set up your ClickUp Workspace in a way that optimizes your workflows for efficiency.<br \/><\/span><\/li>\n<li><b>If you\u2019re not used to documenting your processes, or if you\u2019ve never done this in the past, this is a great time to start and continue the discipline of doing so.<\/b><span style=\"font-weight: 400;\"> There are more benefits to doing this than I can even name, but just know that you\u2019ll want to start. Don\u2019t worry about it being perfect, just write things down. Later, you\u2019ll want to find a place for this information that your team can reference. This will help you streamline onboarding and training for your team later so that you aren\u2019t reinventing the wheel every time or even worse, not properly training team members.<\/span><\/li>\n<li><b>Whether you\u2019re an agency or marketing department, or a team within a marketing department that is using ClickUp, this guide is for you!<\/b><span style=\"font-weight: 400;\"> The pre-work will make setup and ongoing use much easier for you and your team to adopt and understand.<\/span><\/li>\n<\/ol>\n<div aria-hidden=\"true\" class=\"wp-block-spacer\" style=\"height:50px\"><\/div>\n<h2 class=\"wp-block-heading\" id=\"1-agency-organizational-structure-\"><span style=\"font-weight: 400;\">Agency Organizational Structure<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Agency organizational structures can be all over the place. There are no hard and fast rules with regards to how you <\/span><i><span style=\"font-weight: 400;\">should<\/span><\/i><span style=\"font-weight: 400;\"> structure your agency. <\/span><b>The first thing that you want to do is document your structure in some fashion.<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You don\u2019t need to make it pretty, but at least make sure that the following are clear:<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">Departments<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Managers or Leads<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Teams<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Roles and Responsibilities<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">This will help you better understand how to manage your permissions, and how to set up various views within your Workspace so that people are only seeing the things that they need to see, and not everything that\u2019s going on within the company. This eliminates clutter and distractions for your team so that they only see the tasks that require their input for a project.<\/span><\/p>\n<h3 class=\"wp-block-heading\" id=\"2-identifying-departments-for-workspace-structure-consideration-\"><span style=\"font-weight: 400;\">Identifying Departments for Workspace Structure Consideration<\/span><\/h3>\n<p><b>Whether you\u2019re a one-person agency or a 1,000 person team, you still want to divide your Workspace into different departments.<\/b><span style=\"font-weight: 400;\"> Your departments may have different functions, need different data points, or operate very differently \u2014 which means you may need different statuses or project management\/task management processes altogether for each. Take this time to consider this and document accordingly.\u00a0<\/span><\/p>\n<ol>\n<li><span style=\"font-weight: 400;\">Figure out who is responsible for managing task completion, approvals, and accuracy (this may be different people) for each department.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Identify how tasks will be created and who will be responsible for creating these tasks and closing them out. I highly recommend that you don\u2019t let your team create their own tasks. Designate managers or team leads that can create tasks. If you don\u2019t have a project manager, train those that are allowed to enter tasks and ensure that they understand every element that is required for a task to be considered <\/span><i><span style=\"font-weight: 400;\">workable. <\/span><\/i><span style=\"font-weight: 400;\">This is especially important if you are billing clients hourly or if you are trying to make sure that you aren\u2019t completing tasks out of scope that aren\u2019t approved.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Identify what makes a task ready to be worked on so that your team isn\u2019t working on tasks that are still being ideated.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Determine what kind of reporting or data you will be reviewing for each department so that you can streamline data collection. This will keep your Space organized. Otherwise, you could end up with a million custom fields and inconsistent data collection practices.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Determine if each department needs to track time and how that needs to roll up for billing or budget management purposes.<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">One of the biggest mistakes that I often see agencies and marketing departments make, is trying to structure their Space the same way for everyone and everything. ClickUp is so incredibly flexible, but there\u2019s a way to use it to your benefit without creating more of a mess for yourself! Now\u2019s the time to take advantage of it!<\/span><\/p>\n<p><span style=\"font-weight: 400;\">At a minimum, divide your administrative and operations departments from your client-facing or creative departments. In my agency, I created separate Spaces for each department so that I can manage those tasks separately from my tasks for my client work.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">An example of departments that you may want to consider are:<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">Operations\/Accounting<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Business Development\/Sales<\/span><\/li>\n<li><span style=\"font-weight: 400;\">HR\/Team Management<\/span><\/li>\n<li><span style=\"font-weight: 400;\">[Clients] \u2013 While this is not a department, each of my clients has their own Space. More on that later.<\/span><span style=\"font-weight: 400;\"><br \/><\/span><\/li>\n<\/ul>\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter\"><img alt=\"space names in clickup\" class=\"wp-image-13356\" decoding=\"async\" height=\"824\" loading=\"lazy\" sizes=\"auto, (max-width: 578px) 100vw, 578px\" src=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image7-4.png\" srcset=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image7-4.png 578w, https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image7-4-210x300.png 210w\" width=\"578\"\/><\/figure>\n<\/div>\n<p><span style=\"font-weight: 400;\">There are a number of benefits for creating different Spaces for each, but for me, I like that I can customize each Space and create processes within each that are specific to those departments and what I need to track. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Permissions and assets are also much easier to access this way!<\/span><\/p>\n<div aria-hidden=\"true\" class=\"wp-block-spacer\" style=\"height:50px\"><\/div>\n<h2 class=\"wp-block-heading\" id=\"3-leveraging-folders-and-lists-for-teams-manager-oversight-\"><span style=\"font-weight: 400;\">Leveraging Folders and Lists for Teams Manager Oversight<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">This is where things can get interesting\u2026 <\/span><\/p>\n<p><span style=\"font-weight: 400;\">There isn\u2019t much of a one-size-fits-all solution, but I\u2019ll provide examples for how I\u2019ve set up my Workspace and what I\u2019ve implemented for other agencies.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you run a small agency where you may not have a lot of people on your team, or if you manage a lot of independent contractors, keep in mind that this method can also help you organize your Workspace in a way such that you get better reporting and insights.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Now before we get into ClickUp-specific functionality, let\u2019s talk about your company structure and operations again. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here are some questions to consider:<\/span><span style=\"font-weight: 400;\"><br \/><\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">For internal functions, what are some key buckets of tasks that you need to manage?<\/span><\/li>\n<li><span style=\"font-weight: 400;\">What project management methodology are these departments using to manage these tasks? (Agile\/Scrum? Getting Things Done?)<\/span><\/li>\n<li><span style=\"font-weight: 400;\">How are tasks going to be entered, and where will they be coming from?<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Do tasks need to have a certain format or minimum amount of information in order for them to be viable so that your team can take action?<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">If you don\u2019t have answers to all of these questions, don\u2019t get discouraged. I\u2019ll share some best practices in order to get you on track.\u00a0<\/span><\/p>\n<h3 class=\"wp-block-heading\" id=\"4-setting-up-folders-to-manage-internal-agency-functions-\"><span style=\"font-weight: 400;\">Setting up Folders to Manage Internal Agency Functions<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">To make things easier to manage, I like all of my internal department Spaces to use the same statuses across all Folders and Lists. This makes reporting much easier, and it keeps things organized so that I can quickly see where everything is in Board view that is administrative versus client related.\u00a0<\/span><\/p>\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter\"><img alt=\"tasks on clickup's powerful board view\" class=\"wp-image-8104\" decoding=\"async\" height=\"660\" loading=\"lazy\" sizes=\"auto, (max-width: 1220px) 100vw, 1220px\" src=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/04\/App-Board-View-Transparent-Background.png\" srcset=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/04\/App-Board-View-Transparent-Background.png 1220w, https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/04\/App-Board-View-Transparent-Background-300x162.png 300w, https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/04\/App-Board-View-Transparent-Background-768x415.png 768w\" width=\"1220\"\/><\/figure>\n<\/div>\n<p><span style=\"font-weight: 400;\">For example, in my operations Space, I have an accounting Folder and an operations Folder.\u00a0 Within the accounting Folder, I have accounts payable, accounts receivable, banking, and general accounting as Lists.<\/span><\/p>\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter\"><img alt=\"amara's heirarchy in clickup\" class=\"wp-image-13357\" decoding=\"async\" height=\"836\" loading=\"lazy\" sizes=\"auto, (max-width: 586px) 100vw, 586px\" src=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image8-1.png\" srcset=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image8-1.png 586w, https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image8-1-210x300.png 210w\" width=\"586\"\/><\/figure>\n<\/div>\n<p><span style=\"font-weight: 400;\">I broke it out this way because I wanted to easily see how much money I need to pay out, how much I need to collect (these are tasks that I create for when I need to create invoices or for billing type tasks), and I wanted to have a standard way of collecting information for these types of tasks so that I can ensure that my business manager (or even myself) has everything needed to complete the task without too much back and forth.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Next, you will want to document your accounting processes for each List. There are a number of ways that you can do this, and a number of places where you can put this, but you want to start developing overarching processes for <a href=\"https:\/\/clickup.com\/blog\/task-management-software\/\">task management<\/a> for each department.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, I have a process for accounts payable where if I need my business manager to pay a bill, I forward the email to the email for that List so that it creates a task, and she can just pay for it since I have an Automation already set to move the expense to approved (I created this shortcut because no one else on my team knows the email for this List except me).<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A task can also be created from a form. This ensures that all of the right information is collected so that I can quickly approve the item.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">My process for accounts payables breaks down to this:<\/span><\/p>\n<ol>\n<li><span style=\"font-weight: 400;\">Identify the item that needs to be paid for.<\/span><span style=\"font-weight: 400;\"><br \/><\/span><img alt=\"clickup form for amara\" class=\"aligncenter size-full wp-image-13352\" decoding=\"async\" height=\"1140\" loading=\"lazy\" sizes=\"auto, (max-width: 1324px) 100vw, 1324px\" src=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image3-2.png\" srcset=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image3-2.png 1324w, https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image3-2-300x258.png 300w, https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image3-2-768x661.png 768w\" width=\"1324\"\/><\/li>\n<li><span style=\"font-weight: 400;\">Submit information via a Form for accounts payables which includes all information for the item that needs to be paid. (This is especially helpful so that my team isn\u2019t Slacking me and asking me to approve expenses for things like new apps and things like that at random and without all the information. This system saves me time and is pretty straightforward.)<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Information must be approved and verified by the CEO. (Once I approve, I leave a comment letting my business manager know that it is approved, and my business manager moves on to the next step).<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Business manager pays for the item from the appropriate account, logs the information into Quickbooks, and uploads the receipt.<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">Now that I have my processes written for my Lists, I create my statuses. <\/span><span style=\"font-weight: 400;\"><br \/><\/span><\/p>\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter\"><img alt=\"amara's list statuses\" class=\"wp-image-13350\" decoding=\"async\" height=\"1054\" loading=\"lazy\" sizes=\"auto, (max-width: 1726px) 100vw, 1726px\" src=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image1-3.png\" srcset=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image1-3.png 1726w, https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image1-3-300x183.png 300w, https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image1-3-768x469.png 768w, https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image1-3-1400x855.png 1400w\" width=\"1726\"\/><\/figure>\n<\/div>\n<p><span style=\"font-weight: 400;\">Keep in mind, I use all of the same statuses for my operations department, so while I may not use a couple of these statuses, I\u2019m keeping them consistent so that I can see a birdseye view of all of my operations tasks in one Board view later.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">I also document what each status means, and how to do a proper handoff in this department so that those that work within this Space understand how to do so properly.<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">Open is the status that we use as we start to <a href=\"https:\/\/contentsnare.com\/gather-information-from-clients\/\">collect information<\/a> about the task. It\u2019s not ready to be acted on yet. Once the task has all information and is ready to be worked on, we move it to the queue.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">In progress, means that the task will be started, worked on, or completed that day. Monitoring this status allows me to ensure that we are able to complete time-sensitive projects on time, and that my team is working on the right things. If ClickUp isn\u2019t optimized properly, your team can easily work on the wrong things which can affect your timelines negatively.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Executive review is the status that I review daily for all departments so that I can quickly approve and move things along.\u00a0<\/span><\/li>\n<li><span style=\"font-weight: 400;\">On hold is used when something requires no action for now.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">My team uses the <\/span><i><span style=\"font-weight: 400;\">done<\/span><\/i><span style=\"font-weight: 400;\"> status when we want to get the task off of the board, and remove the time from our Box View, but not archive it just yet.\u00a0<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Only managers can mark things as complete. This ensures that all items have been checked (for example\u2026 source files are collected, time is logged, and all subtasks and checklist items have been addressed, etc), before archiving the task.<\/span><\/li>\n<\/ul>\n<div aria-hidden=\"true\" class=\"wp-block-spacer\" style=\"height:50px\"><\/div>\n<h2 class=\"wp-block-heading\" id=\"5-project-and-task-management-for-maximum-agency-efficiency-\"><span style=\"font-weight: 400;\">Project and Task Management for Maximum Agency Efficiency<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">At this point, you may have noticed a common theme\u2026<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It\u2019s important to note that having SOPs and documentation will help streamline the setup of your ClickUp Workspace, especially as you begin to set up task templates, List templates, and Folder templates.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It may seem like a pain, but your team will thank you for it later. They will be able to find their tasks easier and get right to work without getting lost in your portal, which wastes a bunch of time and makes it easy for people to miss tasks and <a href=\"https:\/\/clickup.com\/blog\/project-deliverables\/\">deliverables<\/a> which is what you don\u2019t want.<\/span><\/p>\n<div aria-hidden=\"true\" class=\"wp-block-spacer\" style=\"height:50px\"><\/div>\n<h2 class=\"wp-block-heading\" id=\"6-setting-up-folders-for-client-project-management-\"><span style=\"font-weight: 400;\">Setting up Folders for client project management<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The reason why I chose this structure for clients is because I wanted the most flexibility in terms of how I set up my client work. I needed an extra level separation administratively so that everything comes together for my ops needs and client-facing team.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here are some tips for maintaining clean and consistently managed client Spaces:<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">Create naming conventions for your client Spaces in order to keep them consistent.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">For Folders, make sure that the name of the Folder matches any contract ID or some sort of identifier that your administrative department can reference for billing and budget management purposes.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">For List types, I like to use colors for the different types of services that we provide within a contract. We\u2019re an inbound sales and <a href=\"https:\/\/clickup.com\/blog\/marketing-agency-software\/\">marketing agency<\/a>, so we have teams within our agency that handle different aspects of our delivery. (ex. Digital advertising, <a href=\"https:\/\/clickup.com\/blog\/copywriting-tools\/\">Copywriting<\/a>, Social Media, etc)<br \/><\/span><img alt=\"coloring Lists in ClickUp\" class=\"aligncenter size-full wp-image-13354\" decoding=\"async\" height=\"562\" loading=\"lazy\" sizes=\"auto, (max-width: 584px) 100vw, 584px\" src=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image5-3.png\" srcset=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image5-3.png 584w, https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image5-3-300x289.png 300w\" width=\"584\"\/><\/li>\n<li><span style=\"font-weight: 400;\">Also, we have a backlog Folder for ideas, tasks that are non-billable, or things that you want to keep track of, but may not want to archive or have shown on your boards.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">ClickUp is great for planning, so create Folders that are non-billable that you can use to manage <a href=\"https:\/\/clickup.com\/blog\/content-calendar-software\/\">content calendars<\/a> and things like that. These are non-billable Folders that we use for planning purposes only, so we don\u2019t include tasks in these Folders on our sprint Boards. (More on that later).<\/span><span style=\"font-weight: 400;\"><br \/><\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Here is a graphical depiction of how I set up my client Spaces.<\/span><\/p>\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter\"><img alt=\"how amara sets up her clients spaces\" class=\"wp-image-13353\" decoding=\"async\" height=\"1244\" loading=\"lazy\" sizes=\"auto, (max-width: 964px) 100vw, 964px\" src=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image4-1.png\" srcset=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image4-1.png 964w, https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image4-1-232x300.png 232w, https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image4-1-768x991.png 768w\" width=\"964\"\/><\/figure>\n<\/div>\n<div aria-hidden=\"true\" class=\"wp-block-spacer\" style=\"height:50px\"><\/div>\n<h2 class=\"wp-block-heading\" id=\"7-task-management-for-client-projects-\"><span style=\"font-weight: 400;\">Task Management for Client Projects<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Last but not least, you really want to make sure that your team knows where their tasks are.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This seems like a <\/span><i><span style=\"font-weight: 400;\">duh <\/span><\/i><span style=\"font-weight: 400;\">statement\u2026 but honestly, it\u2019s super easy for people to start using their ClickUp their own way, and then chaos ensues. You no longer can create dashboards that make sense or use the system to optimize your business workflows because there isn\u2019t any consistency. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s change that, <\/span><i><span style=\"font-weight: 400;\">shall we<\/span><\/i><span style=\"font-weight: 400;\">? \ud83e\udd28<\/span><\/p>\n<h3 class=\"wp-block-heading\" id=\"8-the-minimally-viable-task-\"><span style=\"font-weight: 400;\">The minimally viable task<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">As I\u2019ve been preaching, make sure that only certain people are designated within your organization to create and delegate tasks. Especially if you are managing budgets or trying to <a href=\"https:\/\/clickup.com\/blog\/scope-creep\/\">manage scope creep<\/a>.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In our agency, you can\u2019t delegate a task unless it has all of the following information:<\/span><span style=\"font-weight: 400;\"><br \/><\/span><\/p>\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter\"><img alt=\"delegating tasks in clickup\" class=\"wp-image-13355\" decoding=\"async\" height=\"826\" loading=\"lazy\" sizes=\"auto, (max-width: 1999px) 100vw, 1999px\" src=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image6.png\" srcset=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image6.png 1999w, https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image6-300x124.png 300w, https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image6-768x317.png 768w, https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image6-1400x578.png 1400w\" width=\"1999\"\/><\/figure>\n<\/div>\n<ol>\n<li><span style=\"font-weight: 400;\">A task name (ClickUp won\u2019t really let you create one either)<\/span><\/li>\n<li><span style=\"font-weight: 400;\">A description. Within the description, this must-have instructions and details of what\u2019s required for the project. This is important because lack of communication and clarity creates the most time sucks for agencies and can cause delays in deliverable completion.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">A time estimate. This helps us manage our resources, you can use Box view, etc. Lots of benefits, even if you aren\u2019t using time tracking for billing purposes\u2026 so <\/span><i><span style=\"font-weight: 400;\">just use it mmkay?<\/span><\/i><\/li>\n<li><span style=\"font-weight: 400;\">A due date at minimum, a start date if the task will require multiple days for completion, or if it needs to be started by a certain date so that it can be completed on time.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">A sprint Folder or tag. We number our sprint Folders or tags based on the week of the month so that we always know what sprint week it is. Sprints are great because this allows our team to focus on tasks that are important for the week, and not everything that is in the Space. More on how to create that view later.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">A priority flag so that we can sort by priority. Be sure to document what your priority flags mean for your organization. For us, red flags mean overdue, or due today. 911, pants on fire\u2026 get it done! Yellow is high priority, do these right away or next if there aren\u2019t any red flags. Blue, complete as scheduled. Low priority is complete when you can but communicate if the deadline needs to move but make sure that we stay on top of the task. Our flags change all the time for tasks based on what comes in day to day. This allows us to prioritize accordingly, and we can filter by priority and due date on our EVERYTHING board which includes all client work.<\/span><span style=\"font-weight: 400;\"><br \/><\/span><img alt=\"amara board view in everything mode\" class=\"aligncenter size-full wp-image-13351\" decoding=\"async\" height=\"1137\" loading=\"lazy\" sizes=\"auto, (max-width: 1999px) 100vw, 1999px\" src=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image2-2.png\" srcset=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image2-2.png 1999w, https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image2-2-300x171.png 300w, https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image2-2-768x437.png 768w, https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/image2-2-1400x796.png 1400w\" width=\"1999\"\/><\/li>\n<li><span style=\"font-weight: 400;\">And of course\u2026 assign it to someone.<\/span><span style=\"font-weight: 400;\"><br \/><\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">This is of course the BARE minimum for a minimally viable task. Every agency or marketing department is different. So this is where you must really take inventory of how you want your tasks to work once they are created.\u00a0<\/span><\/p>\n<h3 class=\"wp-block-heading\" id=\"9-establishing-statuses-task-communication-standards-approval-processes-and-handoffs-\"><span style=\"font-weight: 400;\">Establishing Statuses, Task Communication Standards, Approval Processes, and Handoffs<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">And this is where the guide has to gracefully come to an end, unfortunately. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">But I will repeat the same sentiments that I have above. <\/span><span style=\"font-weight: 400;\"><br \/><\/span><span style=\"font-weight: 400;\"><br \/><\/span><b>DOCUMENT YOUR PROCESSES.<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Think about the lifecycle of your tasks. <\/span><span style=\"font-weight: 400;\"><br \/><\/span><span style=\"font-weight: 400;\"><br \/><\/span><span style=\"font-weight: 400;\">Where are tasks coming from? Sure, you can use forms to collect information about tasks, but that may not always be doable. But, it\u2019s a good option. Does someone need to follow-up on task requests before they get assigned? If so, who\u2019s in charge?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Don\u2019t create a million statuses. Remember, tasks can move back and forth between statuses. Don\u2019t mistake a task\u2019s journey for the need for a bunch of statuses at each step. I\u2019ve seen a number of agency status Lists with over a dozen statuses that included multiple reviews and all sorts of things that aren\u2019t necessary.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Think of statuses as buckets of action. If a task is in internal review, that means that a lead needs to QA or check the work. If a task is in progress of some sort, it could have been reviewed, but a lead may have responded with edits, so it\u2019s being worked on again. You don\u2019t need multiple statuses for this. Unfortunately, there isn\u2019t a one size fits all solution for figuring these things out, as every agency has a unique way of doing things.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Just start creating standards and document how things need to be done, and then identify what tools you need within ClickUp to facilitate your process. I guarantee that 80% of the functionality that you need will not be within ClickUp, but will be a training and documentation solution that communicates the <\/span><i><span style=\"font-weight: 400;\">how<\/span><\/i><span style=\"font-weight: 400;\"> versus having to rely on the software to magically make your business efficient.<\/span><\/p>\n<div aria-hidden=\"true\" class=\"wp-block-spacer\" style=\"height:50px\"><\/div>\n<h2 class=\"wp-block-heading\" id=\"10-need-help-implementing-clickup-for-your-agency-or-marketing-department-\"><span style=\"font-weight: 400;\">Need Help Implementing ClickUp for Your Agency or Marketing Department?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">There\u2019s a lot that was covered in this guide, and I barely scratched the surface. I tried to communicate the highlights and basically go over all of the recommendations that I make to agencies when we have our initial consultation\/discovery session so that we can identify the proper implementation for their business.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here\u2019s a quick recap:<\/span><\/p>\n<ol>\n<li><span style=\"font-weight: 400;\">Make sure that you define your agency organizational structure so that you can properly set up your Clickup Workspace.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Streamline your administrative and project management workflow by lining up your naming conventions and structures to match your contract names and teams that are in charge of delivery.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Prioritize ensuring that your tasks are all created similarly so that your team can get to work and find their tasks efficiently.\u00a0<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Make sure that you have clear communications standards where handoffs and task updates are followed by your team, so that things do not fall through the cracks.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Document your processes\u2026 all of them!<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">Take this time to take inventory of whether or not you need help with defining your business systems, prior to implementing ClickUp. <\/span><span style=\"font-weight: 400;\"><br \/><\/span><span style=\"font-weight: 400;\"><br \/><\/span><span style=\"font-weight: 400;\">Working with a <\/span><a href=\"https:\/\/clickup.com\/consultants\"><span style=\"font-weight: 400;\">ClickUp consultant <\/span><\/a><span style=\"font-weight: 400;\">that specializes in supporting agencies may be a great investment for your business if you\u2019ve realized that you do in fact need help with systems and processes over and above setting up Clickup. Because let\u2019s face it\u2026 no matter which project management system you use, if you don\u2019t have internal systems in place, no amount of software is going to save you or make your life easier.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Working with a <\/span><a href=\"http:\/\/amarareps.com\"><span style=\"font-weight: 400;\">project management agency consultant<\/span><\/a><span style=\"font-weight: 400;\"> who not only understands how to streamline <a href=\"https:\/\/clickup.com\/blog\/best-agency-management-software\/\">agency operations<\/a>, <\/span><i><span style=\"font-weight: 400;\">and <\/span><\/i><span style=\"font-weight: 400;\">knows Clickup inside and out may really be what you need in order to get things set up properly. Not only that, it can and will transform your agency in such a way that you will completely reimagine how you deliver and produce work, collaborate as a team, and delight your clients.<\/span><\/p>\n<p><em>If you\u2019d like to connect with me, hit me up on <a href=\"https:\/\/www.linkedin.com\/in\/amaraomoregie\/\">LinkedIn<\/a>.<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Amara Omoregie is the CEO at amaraREPS, an inbound sales, and marketing agency that specializes in operations and implementation for growing STEAM businesses. For over 12 years, she has passionately helped businesses implement their marketing and sales operations; generating millions in revenue for her clients. This Article Contains: Considerations before Implementing ClickUp Agency Organizational Structure [&hellip;]<\/p>\n","protected":false},"author":10,"featured_media":13347,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"ub_ctt_via":"","cu_sticky_sidebar_cta_is_visible":true,"cu_sticky_sidebar_cta_title":"Start using ClickUp today","cu_sticky_sidebar_cta_bullet_1":"Manage all your work in one place","cu_sticky_sidebar_cta_bullet_2":"Collaborate with your team","cu_sticky_sidebar_cta_bullet_3":"Use ClickUp for FREE\u2014forever","cu_sticky_sidebar_cta_button_text":"Get Started","cu_sticky_sidebar_cta_button_link":"","_uf_show_specific_survey":0,"_uf_disable_surveys":false,"footnotes":""},"categories":[765,758],"tags":[17,597,154],"class_list":["post-13346","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-product","category-using-clickup","tag-clickup","tag-digital-agency","tag-marketing"],"featured_image_src":"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2020\/12\/consultant-marketing-for-digital-agencies.png","author_info":{"display_name":"_no-author","author_link":"https:\/\/clickup.com\/blog\/author\/no-author\/"},"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v25.6 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How Amara Uses ClickUp for Agency Project Management | ClickUp<\/title>\n<meta name=\"description\" content=\"Check out this guide if you manage a marketing agency or team that is looking to use Clickup and it\u2019s robust project management features and 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