Check out the second part of our ClickUp vs Asana comparison video where Cadri from Simplified Ops Collective, and Amalie from Systematic Excellence, share their secrets on how to use ClickUp and Asana for creating a social media calendar.
P.S.: Click the hyperlinked text to go exactly to the part of the video where we mention each feature!
Before we dive in, let’s quickly describe ClickUp and Asana. ClickUp is an all-in-one tool to manage people and projects, by making day-to-day tasks easier to accomplish. Asana is a very similar tool, in the way that it simplifies team-based work management, by organizing and keeping track of projects.
Let’s start with how to create a social media calendar in Asana and then we’ll move on to ClickUp.
The first step, before starting with the actual organization, is having a place to place all your thoughts and ideas. In Asana, we call it themes or pileup zone. You can break it off by monthly themes and put your brainstorming ideas there.
After you get that done, it’s recommended to add a title and a date to keep your items more organized. A simple place to start is describing what you are doing – social media image, social media post, e-mail, etc.
Asana makes it easy to use templates so you don’t have to replicate the same task every time. You can assign templates to people and the assignees will transfer over the template, however, you cannot add due dates to a template since they will show overdue.
When creating your social media calendar, you’ll most likely need social media images. Just follow the same process for the other tasks – add a title, due dates, add tags. Add your Google Folder to the task and simply drop your social media image into the folder. Then simply move your task through your phases, until it’s ready to be posted.
Like we saw in the ClickUp vs Asana Part I, Asana has multiple Views, such as board view or list view. In board view, anytime you open a task, you’ll get a new screen, whereas, in list view, you can see different things at the same time.
Let’s see how you can use ClickUp to create your content calendar. ClickUp also has different views and they’re all great depending on what you need at the moment. For example, list view is great to plan your topics and break down your planning by list. In SEC, we divide this by blog production, podcast, social media, etc. A cool thing about list view is that you can assign an entire list with one click.
Then, ClickUp also has Calendar view, where you can see all your upcoming tasks and just a general view of everything that is going on on that month. One of our favorite things about ClickUp in Calendar view is that you can drag unscheduled tasks into your calendar with ease, change status, add tags, so you can start planning your content right in your calendar.
ClickUp also has board view, which allows you to get a better view of your statuses (to-do, in progress, ready for review, approved, and scheduled.) If you have dependencies, ClickUp makes it easier for your team members to know when they can start working on a task. For example, when you move a task to Complete, it can release the dependencies and give a notification to people waiting on it.
Another interesting feature that not many management systems have is that you can record videos right inside of ClickUp, you can either record inside the task or outside and upload it immediately.
Make the most out of start and end dates for long or one-off projects where the team only needs to work on the project a couple of hours each day, so they know when a project needs to be finished without rushing it in a single day.
Last but not least, comparing the tracked time with estimated times is the most useful way to help the operations person manage the workload over the week without under or overloading team members.
Watch Amalie and Cadri Show You The Features in ClickUp vs Asana Part II:
Read The ClickUp vs Asana Part II Video Transcript
Amalie Shaffer 0:02
All right. Good morning, everyone. I am Amalie Shaffer, and I’m here with Cadie Cunningham. And today we’re doing part two of Asana and ClickUp, or ClickUp vs. Asana. And we are going to focus on a social media calendar. So basically, we’re going to show how we would go about setting up a social media calendar, how we would manage the process on both platforms. So we’re going to start in Asana, and then we’re going to move to ClickUp and just know that this is just one way of doing it.
The great thing about both of these programs is it gives you a lot of flexibility. So the way that Cadri and I are going to show doesn’t necessarily mean it’s the only way to do it, right? It’s just the way that we do it. And that’s why I really love these programs is because it gives you flexibility to organize things in a way that makes sense to you. Right? There isn’t just one, you can only do it one way like it isn’t that at all. I mean, if you watch other videos about Asana or ClickUp, people organize things in a completely different way than I do or Cadri does. And so we’re just going to show you our way of doing it and even you’re gonna see differences between how Cadri and I do it so can you just do it.
Really quickly introduce yourself and then we’ll jump in. I have all of your links and stuff for people to reach out to you in the description of the video. So you don’t have to worry about that. But just introduce yourself again for anyone that hasn’t watched part one.
Cadri Cunningham 1:32
Yeah, absolutely. Thank you so much for having me. Again, my name is Cadri, like you said, I am the owner of Simplified Ops Collective where I am a certified director of operations. So basically help six to seven-figure business owners create more systemized, run their business like clockwork, really let them be able to step out and their team running efficiently. So and of course, that comes with always using a project management system. Yeah, we are well versed in the project management system. So of course, as I go through Asana and stuff, I’ll be basically breaking it down as I go. So you can kind of see my process working through and hopefully that can help everybody else out. And then of course, you can take that and tweak it, like you said, it just gives you a piece of it. And then you can take it and run.
Amalie Shaffer 2:19
Yeah, awesome. And so if you are watching the video live, feel free to put comments in questions. If you catch the replay, feel free to drop your questions there and I’ll be happy to answer them or if Cadri needs to, I’ll let her know. Make sure you subscribe and like the video because it helps the algorithm and helps other people see the video. That’ll be useful for them.
So okay, let’s get started. I’m gonna add your screen to the stream. There we go. And so let’s start, just let we’re gonna start with the content calendar piece, and then we’ll start to get into details. And then we’ll move over to ClickUp and kind of show it from that perspective.
Cadri Cunningham 3:02
Yeah, so what I normally do is when you’re setting up a content calendar, I’ve had this one for a very long time, let’s go to 2021. And we’re almost 2022. Okay.
Amalie Shaffer 3:14
I know it’s like-
Cadri Cunningham 3:15
I reuse these examples over and over four years. So but it all works. The same is when you’re creating a content calendar, whether it’s in Asana, or you’re using a content management system, like CoSchedule, there always has to be a centralized place that I always say that you should be keeping track of the workflows. And CoSchedule, for example, is really good at putting that content in and scheduling it. But before then you’re actually trying to like work through the workflow in making sure that it actually gets to those platforms, whether it be email or a social media post. And that starts in the project management system.
Amalie Shaffer 3:52
Yeah, we use ContentStudio. And so there are options to put the copy and stuff in there and see it on a calendar. But I prefer to have my project management tool as my main dashboard for everything so although I appreciate that content studio has that I want to manage everything in one place, right, I want to be able to quickly switch between, like what I’m working on versus having to log into a whole nother system to like go and look at it, I want to see it review it in my project management tool, which is like my main work area, so I’m with you on that.
Cadri Cunningham 4:29
Yeah, because it’s like you got to have the starting point. And then that’s like your last step. And of course, I will probably do it opposite. Well, there are probably more if you’re on the marketing side, and you like whoa, scheduler, you know, you pull it back over here with the workflow of it. So how I started is, one I like to create my workflow of what needs to happen before we actually get to the point where we need to schedule so we’re always looking at the process.
It’s almost a process map of the content calendar of where does it start and where does it actually end. So normally where it starts is going to be with the copy or the strategy, most likely your strategy is going to come first. And that comes with themes. So I always like to have like an upcoming content to create, it’s called a pileup zone, a content Bank of sorts, where you’re really just dumping in all of your thoughts and bomb, all the things that you want to do in creating your strategy in here. So whether you’re creating the strategy yourself, or you have a marketing manager that you’re hopping on with and creating a strategy with, this is where I would put that information.
Amalie Shaffer 5:33
And you’re in board view, and you would generally work in board view, when you’re working on a content calendar, that’s where you’ll that’s where you prefer to work, right?
Cadri Cunningham 5:41
I would, because I start to upload images, we would, it just kind of makes it so with it, you’re almost moving across the boards. Asana, though, has recently added a new tool that has made it really easy to move things down the list, it used to be a little bit more complicated, because a lot of like stuff in here where you’re just like tons of tasks. You know, can sometimes get really crazy. Yeah, so you know, you can close but they also did add where you can actually come up here and choose.
So if you are a list person, it actually is a lot easier to move things across the board, because of this new Asana feature here where you can do that. I like the board view, because I’ll start adding images, it makes it real, pretty, right? You kind of start to see those. I think of it as like it is your content calendar. And so, you’re seeing those pictures move across the board, right?
Basically as I would start is it’s it’s you could either break it off by, you know, January theme, February theme, and you’re just like listing these out. And you’re you’re giving yourself ideas. And so you’re consistently coming down here and just listing out what do I want. If this is my main theme, so let’s say my main theme is ClickUp vs. Asana, this is where I would come in, and I would start listing all of those topics underneath it. So I would say, you know, we’re breaking it down into content-based review, we’re doing a high, you know, just a, you know, want to go more deep. How to break teams down in Asana, right, so I’m taking that one theme, and then I’m breaking it down into smaller features, that then allows me to have, you know, whether it be Monday or you know, every other month, you’re going in here and you’re pulling out, okay?
These are the topics that I actually need to start outlining and creating things for so I would actually put in here, because as you realize that you’re saying, “okay, what’s my starting point? What’s my ending point?” Point is actually going to be just the outline.
So when you create a process, you’re going to start something very basic, and then you’re gonna start to expand on it. Yeah. So I would simply put in here, I would normally do the title, and then I would do the date. So just like a fashion of 2021 depending, whatever it is that you’re typing out, whether it’s an email, or it’s a social post, like social media. I normally title it with like, what is it? Is it an email that we’re writing, social media image that we’re doing a social post, for example, then that’s when I come in here.
And normally you would have a template in here is I always would recommend creating a template. Yeah, and I know ClickUp is a little better with templates when you’re in the free version. In Asana, in order to create Asana templates, you do have to have the premium. So I do a little bit of a workaround where I will either have a–
Amalie Shaffer 8:36
Just have a task, even though in ClickUp, you can have templates, we still keep a template task at the very top of, when I show I’ll show you how we do it, even though it’s saved as a template, we still keep it visible. Because I just I don’t know, I think it’s easier to see. I don’t know like, even like our blog, you know, we have a blog template, but I still keep it at the top of the topics list just for ease of use. I mean, I don’t know maybe it’s unnecessary, but I like it.
Cadri Cunningham 9:08
It’s just something right. It’s like maybe it doesn’t need to happen. But it’s easy. Yeah.
Amalie Shaffer 9:12
The other thing about the social media calendar is knowing your schedule, like when are you going to post what and I think it’s easier to maintain a schedule so you can get used to sort of like we know every Tuesday, we do a certain post every Thursday we do a certain post, we send out emails on Fridays, you know, like we have a schedule for those like blogs go out like Monday, Wednesday, we have two separate social media posts that go out Tuesday, Thursday, and then the email goes out Friday. So like, I personally think having a schedule makes it easier because it’s more predictable. Whereas like if you don’t have something like that, that it’s just like kind of random and it’s easy to kind of like lose track of it or not keep on top of it. So for us, we like having a certain schedule where we do things on certain days.
Cadri Cunningham 10:03
Yes. 100%, especially in your template, I don’t know how ClickUp does it but like, with us, we can at least do like I would say you’re writing an email. So like write copy for email. Yeah, I would actually in my template, assign whoever is actually supposed to do this, I wouldn’t do a due date. But I would assign who is actually the person responsible, you can do that. And then depending on if you’re really sequenced already, you know, and like what you’re doing, like you said, like Mondays you do this, you could simply put in like, We do this every Monday, then we do review and approve for the email copy on Tuesdays, for example, you know, that time. And then I would then assign that to like the CEO, for example. She can review it, and then we’re doing like final edits, on email, copy, and so on. Yeah. And then basically, my template, the workaround is that you would come in here, you’re going to duplicate the task, you’re going to make sure that all the assignees transfer over. You could do due dates. You can’t you really can’t though, like if you come down to because if you put your due dates, I mean, two weeks, three weeks, four weeks behind already, you have to update them.
Amalie Shaffer 11:14
So the thing with ClickUp with due dates is if you have a template with due dates, and let’s say you have subtasks in it, and you duplicate the task, not templates, but let’s say you duplicate the task, it will ask you if you want to reschedule the subtasks, based on the main task date. So it’ll look at how many days apart you scheduled them. So like, if the main task was due on Friday, and all the subtasks were due prior to that, and then you go put it to like three weeks later, it’ll ask you, and then it’ll reschedule it to that same interval, which I think is really nice. It’ll do it on the free version.
Cadri Cunningham 11:59
That’s awesome. Because that is a flaw with Asana with their subtasks on anytime you duplicate, or even, they stay. Right. It is useful, though, because you can copy everything over. As well as I always add anything in my template, I’m going to add any type of resources into this template for the window copy. So that means if I have a folder of all email copy, I’m going to come up here, I’m going to go to Google Drive, because that’s what I use. I don’t know if you actually post up, but basically, it pops up, you would choose your email that you log into, and then you could search Google Drive Dropbox, and then you add that folder. Every time I duplicate this, whoever comes in here is always going to have access to that folder. And that’s I think having it stored ahead. Like as soon as you make that template, do it right, like out all those resources right away. So you’re not going back and circle back to them.
Yeah, I agree. 100%, like getting, I think putting more information is better, like links to certain things, whatever you know, you need to do. The other thing we do is, and I’ll show it when we switch to ClickUp, but we have a space for the asset folder, which is where we save each, like, if it’s a post for that week, then all those posts will be saved in one place, or if it’s one episode, or whatever we’re doing or email for the week.
Amalie Shaffer 13:25
And then, as far as we will embed the SOP in the task description, so that it’s always there. And if we update it on our Google Docs, which is where we have RSVPs, it’ll automatically update into the task versus having to update the tasks individually, which I like because if you make one change in an SOP in a Google doc and then you have to go find all the other tasks that have it in it then you have to update all of them. So that was the only other thing that we do differently. So let’s talk about, so you did email, let’s do social media. What? So you said you do images? Can you show us what that would look like with the images?
Cadri Cunningham 14:05
Yeah so basically, depending on what social media task you’re doing, you know, if you have a topic or a title, it would just basically be like social media. However you want to title this with the dates. I always like to have the date up here of the date that things are actually being posted. But it would also make this up here, whatever I do the 12th 12th my birthday pops up in my head, of course, yeah. Then of course, I would actually tag it as social media. So like, okay, blue. Same for email, like I would come up here and tag email marketing, so it turns green for me, okay. And then I would come up here and I would tag here.
Then basically, as I’m coming through, I would actually, as soon as I’m finished and I’ve created the image and things are running through like you’re going to do approval ready to post. Once I get to this point, I’m going to actually add in, see if it should let me do it. Access. Okay, so you could actually drop into the folder, you’re actually just gonna, you know, we select the image, and then it posts the image here for…
Amalie Shaffer 15:13
Okay, cool. Yeah.
Cadri Cunningham 15:14
So you actually can open it up in Asana. I think it probably just takes a couple of minutes, but normally is good. Let me see if I can do a refresh. It should pop up in Asana. So you don’t actually have to leave Asana and you can open it in Google Drive, it will take you to the folder. Okay. Let’s see if it loads here for me.
Amalie Shaffer 15:35
It’s always when you’re online like that. So I know. It does it to me all the time. I’m like, I swear it just worked.
Cadri Cunningham 15:43
Okay, let’s see if it will it should give me choose cover image. Okay, and the image just might not be, it might take a minute, but it should once this loads up and gives a minute this should actually give you.
Amalie Shaffer 15:55
It says “enable preview” is that the thing that you click on that? When you, the one that’s in the center, do you see where it says enable preview key?
Cadri Cunningham 16:06
I wonder if that’s the new normal? I should just pop up? Let’s see.
Amalie Shaffer 16:10
Okay, let’s see. Good to it.
Cadri Cunningham 16:14
Oh, it should pop up. It should just give me the whole. Yeah, it’s gonna faulty on me just because I–
Amalie Shaffer 16:19
Okay, well, anyway, it can be..
Cadri Cunningham 16:23
So as you’re coming through here and you’re looking, you’ll be able to see them, you’re actually able to see all those posts. Another way you can break this up, too. If this isn’t like if you want to actually break it up into a real like content calendar, not just a workflow, you would do like September, October, November, December up here on the board.
Amalie Shaffer 16:41
How do you typically do it? Do you normally break it down by month in that way?
Cadri Cunningham 16:46
I don’t. I just like to see things published. I just want to know that they’re published, as long as my due date is here, I’m always going to be able to come into the calendar section. So I don’t break it up by month. But where I would break it up into months is actually down here like I would do my January themes, I would come down here and mark these down like you, I would break it down even to like, okay, these are my four topics, I am going to schedule these out the November 11 and 12th, the 13th and 14th. And then I simply once I’m done with these, I would mark them off and say like, yes, I did that topic.
I get a little bit more detail-oriented in that way where I have them in two different spots. But sometimes that can be a little bit too much for some people, and it’s preferable to have, you know, January, February, March, April where everything is stained, and you’re simply just listing out your ideas for that month. And then moving them into a published column at the end once you’re finished with it or just marking it complete thing with Asana is you can do all tasks where you want to continue to see your social media calendar with all those completed tasks. You can do incomplete tasks, and then once you mark it complete, it just moves it off.
Amalie Shaffer 18:00
Or you can move it like we move things to like a published area. So you could do that to keep them stored. So typically—
Cadri Cunningham 18:08
Do you want to always see everything to look back at? Or do you not care if it’s marked,
Amalie Shaffer 18:12
Right? If you don’t, you can just close it. But if you do, then you could set up some way like for our blogs, we have a published area in our videos, because we do updates. You know, we do like, we do monthly updates, SEO updates, those kinds of things. And then we listed out with the link to the blog, the link to the video. So just to have like a database of our published content. And it’s just the way that we choose to do it doesn’t mean you have to do it that way.
I do have a question. So typically, when you are creating, let’s say this, whether it’s a social media calendar, or content calendar, so do you typically have, do you find that your team or your clients teams, they write the copy first, then create the images? And then review everything? Or how do you typically find it? Like they write the copy, then the person wants to review it? Or you review it, then the images then they review it again? Or how do you normally do the flow of that?
Cadri Cunningham 19:09
Yeah, so normally we will have them do like we’ll normally write the email and do the post at the same, they’ll create the images at the same time as the email and they will do one big review. And so we’ll go in there. Most of the time on the emails, like a lot of depending on who’s writing the copy and who’s your designer, like if it’s multiple people, like you know, your system on, okay, this person’s writing the copy, and they’re gonna highlight any of the things that they want into the social media image. So then that gets passed over to the designer, they create the images and then it goes for review.
We do review in bulk just so that we’re not like double touching a bunch of times. It’s just better on RA to do one full review. But again, that’s just depending on what works best and if you have to review the copy first in order to get to the images because sometimes you have to pull that stuff out.
Amalie Shaffer 19:59
Yeah. That’s how that’s typically how we do it to. Plus, if I’m reviewing something, I want to see the copy of the images at the same time. Otherwise, if I’m just looking at the images, I’m have to go read the copy to make sure it all matches. So I would have to do it anyway. I was just wondering how you guys typically do it? And then when you can you from this view, can you see the subtasks? Like from this view? Or do you have to actually click on? That was one of the things I was I wanted to ask you from last time.
Cadri Cunningham 20:30
Oh, good questions. So in board view, I can click here, but it only gives me a couple. So I believe if I do. Give me all of them. It does. Okay, so I believe it has like, okay, you can click on this one. Yes. So this one, it might actually go all the way down there, they’ve been making a couple of updates on here. But it looks like it gives you quite a bit.
Same for ListView is I love using ListView. ListView is great in this feature, because with board is anytime you open a task, you’re always going to be pulled up into a new screen, right? Yeah, same for subtasks, you’re always gonna be pulled up into a new screen. Whereas when you’re in here, when you’re like moving lots of pieces, and you want to see a bunch of different things, you can come into the ListView. And everything pulls up on the side. So it’s not like a pop up for you. It’s on the side. And you can simply, you know, move really quickly down what you’re doing. So you assign all at once due dates all at once? Anything that you need to do in the ListView? Quickly?
Amalie Shaffer 21:31
Yeah. So what do you typically let’s say it’s a quote card that’s going to go to multiple platforms? Do you typically have them upload all the images for every platform to the Asana task? Or do you have them put all of the images in the Google folder? And you reviewed them there? I’m just curious.
Cadri Cunningham 21:49
So I would definitely have if it was multiple, like if it was if we were using it as like a review thing. It’s a folder so yeah, we have a folder in Google Drive with like all of your emails, all of your social media images, and then we’re linking just in Asana, that folder. You can do that two ways so you can get the main primary email folder, if you’re really good about searching, you know, like, okay, where I need to go vs if you have someone who needs that direct link every time you would just need to go in and make sure that that folder’s uploaded.
Amalie Shaffer 22:22
I do think it’s helpful if you just take one of the images, if you want to see what the posts are going to look like altogether, particularly if it’s like Instagram or something more visual, I would say one image, I wouldn’t have them upload all of them, I would have all the images and the copy go to. So we have what we call like our content database, we then have a folder that has a draft, it’ll say like draft social media post draft, blog post draft, YouTube videos, and then inside of there will be another folder, and then each video or each week will get its own for social media, there’ll be a week, and then the copy will be in that week’s folder, and all the images will be in that folder. And then we link the tasks to that folder. Same thing with the video.
So like this episode that we’re doing right now has its own folder, which is like what you pulled that image from. And so it’ll live in there. And then when it’s published, our operations person will move it from draft to published and so then we have it all in the published area. I was just curious. And I think if people do want a visual, just upload one of the images, really just Facebook or Instagram or whatever, it doesn’t matter which one, just upload one so that you can see it. But I mean, I think both platforms could handle you uploading multiple images, but I think it’s a little unnecessary, because I wouldn’t want to save the images long term in here, I’d want them to be in a Google folder. I mean, that’s just my personal opinion.
Cadri Cunningham 23:55
Yeah, I always think of it as a factor of the backup if Asana would go down and just disappear on you for some reason, you would want to have a backup somewhere. For things like I would say, like if you really want to break it down, and you really are using Asana or ClickUp as your content calendar, having something for Facebook, having something for Instagram could help you with that. But again, they’re lots of images and that’s to get a full overview. I know for stories we’ve done like, where you have to post a lot of stories and you can’t schedule those. We’ve actually shared the link to like Canva before.
Amalie Shaffer 24:32
Yeah, we’ll do that too. Like if there’s templates to work from, we’ll put the templates in the SOP as part of like, “Hey, here’s a list of 10 places you can get templates from.” I do know some people have automation setup between ClickUp and social media posting. So like to Facebook. We don’t do that personally. So I don’t have it set up.
But in that case, if someone was setting that up, they would need to put the copy and the images into ClickUp. Because the automation pulls it from ClickUp and puts it, you know, schedules it to whatever.
Cadri Cunningham 25:11
Oh, that’s awesome.
Amalie Shaffer 25:12
Yeah. So I’m going to switch over to ClickUp really quick and kind of go over what I have set up here. So I’m going to start actually, in ListView. This is actually where I prefer to be. But I’m going to show list board and then I’ll show calendar.
So over here, we have our categories or our statuses. So I keep a topics List, which is like an inactive status. This is what that plan in place that you were kind of talking about. So this is where we would plan out the different topics, something that’s slightly different than how you do it is we break it down by list. So blog production has its own list, podcast, social media has its own list.
We wouldn’t, personally, just again, this is just our way of doing it, we wouldn’t manage all of those things in one place. But the nice thing about ClickUp is you can click on the main folder, and you can see everything in the folder if you wanted to see what’s going on, like blog production, you can see the blog podcasts, you could see the podcast, social media, you can see the social media, you know, and then published, you know, our publish list.
And then you could look at the calendar, if you wanted to see everything that was going on, you’d be able to look at the calendar to see everything. We don’t manage everything in one list, we split it up, okay. So that’s really the main difference. But same idea here. So here is our coffee fact, this is just a past coffee fact that we use. If I click this down, I can see this, I can see the subtasks I can see who it’s tasked to. And then we have some custom fields here. So our asset folder, this is the Google folder that has the images, has the copy documents. And then we put a type, we say what platform it’s going to go to, and then we can have an image, you don’t have to have the image. I just did it because I wanted to show an example of that.
Cadri Cunningham 27:16
These are custom fields? Like the image and the platform and the type and stuff are those like custom fields, are those with ClickUp, or are they…
Amalie Shaffer 27:27
No, those are all custom fields that come from right here. So you can create different custom fields like relationships, other tasks, you can show progress, you can put people numbers, money, like you can track accounting in here because you can put money and then if you have the paid version, you can add up columns. If you wanted that you can put email addresses, text checkboxes, you can see progress. That’ll as subtasks get checked off, it’ll show the progress of the task.
Cadri Cunningham 27:57
And then you actually created the asset folder lead out, you always link and then you show that? That’s awesome. I really like that feature.
Amalie Shaffer 28:04
So yeah, we do this with all of our sort of ongoing content processes is we have an asset folder. And just like you mentioned, we put the due date as the date it’s actually going to be published and then all of the subtasks fall into when we should be done. Yeah, exactly when they should be done. And then you can always click on the subtasks to see it. And then go back to it. This is the main task. This is the pinned image. That’s why it looks like that. Otherwise, we actually don’t pin the images. That’s not something we do but I wanted to show because I knew you were going to talk about that. But as you can see, this is our old process and it’s just an example but showing like you would have your SOP embedded here so that people can see exactly what needs to happen when that’s embedded in the description.
And then you have your subtasks here and then they’re going to have their own description you know, you can embed and then they’re going to have their own checklist right inside of here. And then the way that we move things through and if you don’t want the image but you still want to upload it you can just remove it from there, you can just unpin it but if you want it pinned…
Cadri Cunningham 29:20
Oh because you pin it from down there I see.
Amalie Shaffer 29:22
Yeah, so I attached it and then I pinned it which means when I go to board view it’ll show it I just wanted to show it as an example. So…
Cadri Cunningham 29:30
No, go ahead. I was gonna cut you off there I’m sorry.
Amalie Shaffer 29:33
Oh, no, please go.
Cadri Cunningham 29:34
Well, I had a question about like where you uploaded I noticed that you can upload almost into the comment section and is there a difference between what like where you should actually post that image?
Amalie Shaffer 29:45
Oh, I uploaded it to attachments so that it would show in the board view which I will show but you can attach documents here like I could just…
Cadri Cunningham 29:56
That won’t actually show you on the calendar?
Amalie Shaffer 29:58
It won’t be the same, it won’t be the same way but I can put it into the comments. I’m sorry I don’t know why… there we go. So like that’s our image for our video today so if I wanted to put it there but it’s not going to be the same as attaching it this way and pinning it because it’s in the comments for whatever reason but these things you can open it right inside of ClickUp and really nice you can add comments and things so if you were trying to do a review of something and you were like “hey, I just need to let you know like this needs some love” or you know whatever you can add comments. Oh I guess you can pin this as the cover image, my bad I didn’t realize you could do that. So you can pin this as the cover image if we wanted that to be it.
Cadri Cunningham 30:41
That’s awesome. So honestly, it’s like if you accidentally posted on what you know, dragging and dropping it.
Amalie Shaffer 30:46
Yeah, so now it just pulled it right over there because I pinned it and then it unpinned the coffee fact and then I can pin this one and it’ll switch. So that’s one way there is a video recording right inside of ClickUp which I really love. It’s just like loom so if you click the recording inside of a task it will only record inside the task. If you click the recording outside like over here if I record a clip then I can record all of ClickUp, that’s the only difference but it’ll post the video clip right inside of here for you and then you can assign.
So anyway, the way we do this is we have our statuses or topic list, to do, in progress, ready for review, approved, and complete. So depending we might put a scheduled here but usually approved that means it’s scheduled and then we will move it to publish social media posts after it’s done. But we have we use the type just like you were using.
And then let me switch over to boardview so you can see that. So again, like what we do is to-do is it needs to be done but no action has been taken yet, in progress is everything’s been assigned it’s been given due dates and people are starting to work on it. That’s when we would move it there and then ready for review is if there’s any piece of it that’s ready for review, it’ll live there until whoever’s reviewing it reviews it.
So I can click to see the subtasks for that one and then we’ll move it to ready for review and then I’ll review it or Janine will review it, whoever supposed to review it and then they put it to approved and then approved, if we don’t have a scheduled status lets the person know our social media manager know that she can go ahead and schedule those items for it.
And then we just put it to complete when it’s done and then it’s asking me because it’s waiting on this sub task, it isn’t done, we have dependency setup so it’s warning me to let me know that these aren’t done so it’s like telling me well the copy’s not done, the design’s not done, and I say I can continue anyway or I can resolve all items so if I say no it’ll move it back for me.
Cadri Cunningham 33:02
So I see your boards as more statuses instead of titles like those are almost statuses.
Amalie Shaffer 33:09
Yeah or you could do it in you could change them into months where you would have like, you know, October, November, December, January and you could put your posts in that way so you can change these to whatever you want them to be, but that’s how I’m just showing how we use it.
Cadri Cunningham 33:29
No, I like how it catches it when because it is a status you catch it before you hit to the next status.
Amalie Shaffer 33:34
Yeah, if you have a dependency and you can tell there’s a dependency by this little circle there, this shows that there’s a dependency, it’s telling me that it’s waiting so it says it’s waiting on another person. I can click on that and it’ll show me what I’m waiting on which is just the other post because we put out our coffee facts on Tuesday or coffee quotes on Tuesday and coffee facts on Thursday so there’s a dependency showing that this one needs to be done first and then this one can be done. Oh I’m sorry this one needs to be done first, then this one.
Cadri Cunningham 34:09
Does ClickUp have a way that when you mark something complete, it will automatically move it to a new status for you like does it have those types of things?
Amalie Shaffer 34:16
Yes. So say this is let’s say this is in progress but the copywriter is working on thurs and let’s say thurs is ready for a review so we’ll just go ahead and put that to ready for review. And let’s say that the designer is still working on there, it will say that that’s in progress. So it’ll put those in there and then this will live in progress until all these items are done.
That’s manual though moving this one is manual because, the person managing the process would be looking like “okay, alright, that’s ready for review”. Then, let’s say the design puts it ready for review. Okay, let’s move this to ready for review. And then that gives and then you know, normally she assigns it to myself or to Janine, whoever’s gonna review it, and then we know okay, I can review this, once it’s approved, we would move it to approved and then that would give the person our social media manager the, you know, to go ahead and schedule those posts, put them into ContentStudio, is that what you were asking?
Cadri Cunningham 35:27
Yeah, kind of how does she know when you so you move into approved kind of gives her a notification?
Amalie Shaffer 35:32
Again, normally, I mean, there’s usually a comment, like we would put a comment, but because nor actually, you know, what we would do is we would move these, that’s what I forgot, move these to complete, which gives, so then let’s say I’m gonna resolve all these, it then releases the dependency on the one that was waiting on it. So once we close those or move them to a done status, it will release this dependency. So there’s no longer a dependency here. And it will pop up as a notification for her in her Notification Center, telling her.
Cadri Cunningham 36:06
So that’s awesome, then the notification, like everything else is done. Now it’s your turn to hop in.
Amalie Shaffer 36:12
That’s exactly and it’ll live in approved or, and you don’t have to keep it as approved, like you could put I’m ready for posting or something or whatever status you want. And then that gives her the clue that she can go ahead and get them into those social media Scheduler. And then obviously, we have the calendar view, just like, you know, just like we had talked about. And you can see, if you wanted to see the task here, you could click on it. And let me see if I can. And here over here, you can choose kind of like what you know what things you want to look at, you can put like the parent name, if you want to see what the parent name is, any tags. It’s not showing up. I don’t know why… There, huh, that’s weird. Let me refresh.
But this gives you a way to be able to see the calendar. And let me see if it’ll show that image. I don’t know if it will. I’m not. We don’t use the image one. So I’m not sure if it’ll show it. I guess it won’t let me see.
Cadri Cunningham 37:31
Thinks about it, though.
Amalie Shaffer 37:34
I know I don’t know what you click it.
Cadri Cunningham 37:36
That’d be really cool. If it gives you the images. I mean, that’s huge in my opinion, because I don’t think you can see that much on.
Amalie Shaffer 37:48
Let me see here. Oh, there we go. Oh, it just gives a file it doesn’t show. I thought it would.
Cadri Cunningham 37:59
But it basically lets you know that like something is attached, though, which is awesome.
Amalie Shaffer 38:02
Yeah, yeah. And it shows you that it has subtasks. So I mean, this is a lot more information than I would put I would show on each of these things. Because if you get a lot of them, it would be a lot to look at.
Cadri Cunningham 38:12
That was my next question. Does it ever cut you off? Because I see the one above that you have three on there, if you visit? How many is in each day? Or does it just keep expanding?
Amalie Shaffer 38:21
No, it would keep expanding. I think so.
Cadri Cunningham 38:25
Like if you did five and then it starts to kind of where you have to, you can click a button and it’ll expand.
Amalie Shaffer 38:30
Yeah, it’ll show you like three or four I think and then it’ll say expand, it’ll expand the day. So if you’re looking at like everything on your calendar, it won’t show you everything you’ll have to click it to show everything but then it’ll open up the day so you can see it.
Cadri Cunningham 38:47
And the sync to the Google Calendar if you wanted to.
Amalie Shaffer 38:49
Yeah, you can sync it to your calendar I don’t have this one synced and then but you can, you can add your calendar.
Cadri Cunningham 38:58
Maybe it’s like a separate calendar too, you know, so it doesn’t go on your regular one. It’s like your content calendar if you needed it. I don’t know if you would ever need that though. Because you would have this here in almost would be too much.
Amalie Shaffer 39:07
Yeah. And the nice thing about this is this shows us any unscheduled one so that topic list so you can actually come in and start placing from unscheduled you can start placing them and like okay, this one’s missing, it’s missing a tag so let’s go ahead and give it a type, this is a coffee fact.
And so then you can start dragging them and then you can change the status right here so I want to move this to to-do so you can start planning in the calendar versus in list view if you want and then you can start to see I do this with the YouTube videos all the time because we do like a live video and we have a recorded so I want to see it on the calendar to know what day they’re going to go live, what day they’re going to publish and what they don’t need to record. Or, you know, whatever. So I do it from there a lot.
You know, and then you can start to put your subtasks in as well. So you can plan that way. And then if I go back over to ListView, all of that will be, everything I just moved will be over here. Let’s see, oh, board view will show you the images. So just like we were talking about, it will show the images. And this actually shows you like, if you have multiple images in here, it’ll go through, you can scan through them. But that’s what this would look like in board view.
I’m trying to think if there’s anything else, but we use the topic list to dump all the topics in and keep them there until we’re ready to work on them. So like brainstorming, like if you come up with a great quote, you want to post like, we would just dump it in here, and then only move it to do when we’re ready for the team to take action on it.
Cadri Cunningham 41:02
Yeah, definitely, I always recommend having some type of pileup zone. I mean storm session is you’re gonna have lots of ideas, but you can’t take action on all of them, you just need a place to be held somewhere.
Amalie Shaffer 41:13
The other thing that we do so in ListView, you can use the list information up here, which I really, really love. And you can actually like, if you wanted to assign a whole list to someone you could. You have to have the Unlimited, but you could assign it, give it a due date. But again, this is the free version, I like to build things out on the free version to show what’s possible there first, but you can attach things here. So if I wanted to attach, you know, that image here, not that we would need that. But it gives you the option to do that with the list information. Anyway, it’s available.
So then you have your list information, the thing we put here is the link to where we have our spreadsheet of all of our quotes, we keep a list of them and our coffee facts, like we have the same thing for Systematic Excellence where we have quote cards and whatever else we’re going to share. But then we just keep track of them here. And then we link to that over here in the information space.
Now the only thing with the board view with that is that you actually you can’t see the list info, you actually have to click to see the list info, it’s not gonna just be at the top like in ListView, but we use this for main folder links, or you know, so like I said, we do draft social media posts. So like, I could grab the link to this.
Cadri Cunningham 42:45
So like easy to access information.
Amalie Shaffer 42:46
Exactly, like main information. The asset folder is the specific. So if I wanted to add to this, and I would say like this is the draft, social media, asset folder, I put that there, right, and you can create, it’ll show like a little thumbnail, but I like the link. So then we would put all that up there. The asset folder, though, is the very specific folder to that post or that week of posts or something, you know what I mean?
So yeah, I mean, that’s how we would do it. And then if I want to look at the calendar for everything, if I want to see like the blog posts, the podcast, all of that I would go to content calendar, the content management folder, and I’d look at the calendar view for everything, right, I want to see everything that way I can see, “okay, what quotes do we have?” And you can use the tags and stuff to show like, if you want to see, like if it’s a social media post or an email or whatever, you can use the tags for that.
Cadri Cunningham 43:56
Do you ever use the start and end date on any of this stuff? Or is it always just like on the content calendar?
Amalie Shaffer 44:01
Yeah, so we do sometimes, depending on what it is, you can see this blog post I’ve done a start and end date on it would depend on what the post is, or what the task is. If I’m giving someone something like, I don’t know, I can’t think of anything good off the top of my head.
But let’s say for certain things. I don’t know something that’s like maybe a one-off project that’s going to take more than one day, then I might do a start date, like because I want them to start this and maybe do like an hour each day for five days. That’s when I would use a start end date. As far as the publishing I use the due date of when we’re going to actually publish whatever it is.
So we’re migrating right now, one of our systems and so I did a start and end date for that because I want her to start on it yesterday and work on it for the next few days on top of all the other things she’s doing. So I do like a start and end date for that. I do think it also helps like with calendar surfing, so like moving things down the calendar with no real, reason and data thing. So having a start and end date gives the team members some flexibility of when they can get it done.
Cadri Cunningham 45:27
So like you need to start here, even though it doesn’t right be done here. Yeah, I do find that when you just have like an end date, depending on what it is your team may not even see it unless they’re looking ahead and being reminded to look ahead that like they’ll get to that due date and realize right, an eight hour task and they should have started on it and didn’t see it because there are no start dates.
Amalie Shaffer 45:47
So I think one of the ways that we, something that we’re actually going through and reviewing right now, the operations person is working with the team on this is that getting estimated times. Oh, remember I told you we have a template task. I keep it at the top I just really like I just think it’s easy anyway.
So what we’ve been doing is getting very, very specific about estimated times. So let’s say we know that this is, let me do the subtasks first, so let’s say we know for sure that this is going to take two hours, let’s just say for sure two hours, let’s say that images are gonna take I don’t know, let’s say an hour and one hour. And let’s say the scheduling is gonna take 20 minutes. Okay, and so now we’ve estimated how long those take. So now it’ll give me an estimate of three hours and 20 minutes. And then they will track their time in the subtasks. And it’ll we’ll be able to see a comparison on how long things take. And I think that’s a really important part of that is understanding how long things take, you know.
So anyway, well I think that’s it. Thank you so much. This has been great. And again, if anyone’s watching the replay, leave comments or questions, and I’ll be happy to answer them. If I can’t answer I’ll make sure that I get them to Cadri so she can answer them. Please like and subscribe to catch my future videos. If you’re looking to get in touch with Cadri, her information will be in the video description. Cadri, thank you so much for doing this with me. I’m really grateful.
Cadri Cunningham 47:45
Thank you so much for having me. I love learning more about ClickUp, it’s been really helpful.
Amalie Shaffer 47:52
Yeah, this is awesome. And thank you for showing us Asana. I think Asana is a great program. And you know, whichever one people choose, I think is you know, they’re great options. It’s just a matter of just picking one and messing it.
Cadri Cunningham 48:07
Yeah, I think it’s just a matter of preference on which feels the best to you, what is easiest for right now. And then always remember you can always expand, you’re never set in stone and especially with operations, you’re always changing. So I mean you’re always updating, always figuring out what’s going to work better and sometimes switching programs.
Amalie Shaffer 48:31
Awesome. Well, thank you again so much. And thank you for everyone that was viewing live. Thank you for people that catch the replay. And again, make sure you subscribe to catch my future videos. So I hope everyone has a great day. Bye.
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