Using a project management tool is essential to keep your projects and tasks on track and streamlined. When you have a systemized way of managing projects, you inherently become more productive. In turn, this helps you serve your team and your clients better (which is the whole freaking point, right?!) As a business operations consultant, I often find clients facing the same problem with their project management systems as they get started with the set-up.
A disconnect between what you want to achieve and how you are going about achieving it.
You jump in headfirst and try to tackle everything in the set-up phase all at once.
It often goes something like, “Let’s streamline our marketing plan, client retention, new employee onboarding, and social media content all at the same time,” instead of prioritizing your needs and starting with the basics. I want to help you change that.
Your ultimate goal is to streamline your system. You want as little resistance as possible and a workflow that, well, flows. To achieve this, you need to take it one step at a time and set a solid foundation. The first step I always encourage my clients to take is to learn the vocabulary used by your chosen project management tool.
Every single platform has its’ own way of communicating its’ features with you. Knowing this vocabulary from the beginning is essential to your long-term success.
You don’t want to be months into your system trying to explain to a new team member how to use the features when you don’t really know what the basic terminology means either.
A common comparison made is ClickUp versus a platform like Asana.
ClickUp uses the terms “Spaces, folders, and lists,” while Asana uses the terms “Teams, Projects, and Tasks” to describe very similar features.
*For the clarity of my content, I will be using terminology used by ClickUp as my example vocabulary. *
Let me break those down just real quick, so we are all on the same page.
“Space” is your core or center of the project management. Examples include Client Onboarding, Marketing Strategy, Your Overall Vision, Finances, etc.
“Folder” is the next level after spaces. For example, in the “Marketing” Space, you may have folders like “Email Marketing” or “Affiliate Marketing.” Folders allow you the opportunity to be more specific on the scope of each project.
“List” is then where you organize your tasks and the specific details of each moving part in the folders.
You ask a team member to set up a “Space” for a new main project, but they are more familiar with setting up a “Team” in their previous work.
They are going to have no idea where to start, and the miscommunication will bring resistance.
Although an easy fix, it will be much easier moving forward if everyone takes the time to learn the vocab upfront.
Suppose you do not understand that the ClickUp, “Space, folder, and lists” is the leveling system from which projects are managed and tasks are delegated. In that case, you will miss out on clarity and optimization moving forward.
And as I said before, every tool has its version of this terminology or jargon, and you must take the time to learn before you move forward to the set-up process.
The WHOLE POINT of ClickUp, Asana, Monday.com is to make your day-to-day more efficient and help you know when and where to delegate.
If you look at your ClickUp dashboard after days of trying and feeling like you are getting nowhere, remember, there are experts like me ready to help you create a system you love!
VIP Days are highly customized project management tool (ClickUp) build-outs.
These builds are individually customized to fit the specific needs of the business and the entire team. A cookie-cutter approach to your unique backend operations doesn’t cut it.
Your team, your clients, and you require a high-level, intricate way to manage the business’s many moving pieces. After a VIP Day, your operational systems will run like a well-oiled machine, effortlessly & seamlessly keeping your business, team, and clients on track.
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