Check out this video where Cadri from Simplified Ops Collective, and Amalie from Systematic Excellence, discuss the differences and similarities between ClickUp vs. Asana, two of the most popular online collaboration tools for businesses and teams.
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 home screens. Both Asana and ClickUp have an initial Home screen with checklists and to-do tasks. However, Asana takes this a step further by having a My Tasks and Inbox tabs. To make sure you don’t miss any important deadline, you can go to My Tasks to see today’s to-do tasks and what is coming up.
On the other hand, ClickUp‘s home screen is very similar to My Tasks, and it allows you to see your to-do tasks, overdue tasks, next tasks, and unscheduled tasks. ClickUp also has a feature called LineUp where you can add important tasks that you really can’t miss today.
Asana’s highest hierarchy is Teams, which you can break down into smaller pieces, like your actual projects where you can add your team members and clients, whereas in ClickUp, the highest hierarchy are Spaces, which provides an organized way to break your projects down to make them easier to manage.
To make sure you don’t miss any mentions, comments, assignments, or anything where you’ve been mentioned, ClickUp has a notifications feature to help you keep track of everything going on in your business at that exact moment.
At the same time, Asana has a similar feature called Inbox. This feature helps business owners or anyone managing a team to check comments, questions, tasks, and more. As soon as someone tags you in a task or comment, you become a follower and get a notification in your inbox every time an action happens in that task.
Both Asana’s Inbox feature and ClickUp’s Notification features are a great way to identify bottlenecks by helping you note and answer any questions from your team so they can get on with their daily tasks.
The ability to communicate with your team members and clients is fundamental to any business. Asana has a feature called Messages where you can message anyone within the project so you can keep the conversation in one single place. Whereas ClickUp has a Chat feature, and you can create as many chats as needed. Every time you get a response, you’ll get a notification in the notification center, so you can be sure you’ll never miss an important message.
Now, one of the most important features of both apps is the way they manage tasks and subtasks. Both apps share a similar function for tasks, however, in Asana you need a premium account to add start and end time, repeating tasks, and other similar characteristics. With ClickUp, those options are available in the free version. Both Asana and ClickUp allow deeper levels for Subtasks, for example, checklists, and even deeper – although it’s not really recommended as they may get too complicated to keep track of.
Another important feature is having different options to keep track of your progress. Asana allows users to get an overview of their projects to keep track of milestones, as well as a calendar view to see your tasks. On the other hand, ClickUp also has different views, such as Table View or Mind Map. It mostly depends on how you want to see your workload, progress, tasks, etc.
Successful businesses all have defined processes that they can repeat over and over. That’s why both ClickUp and Asana allow users to attach and embed documents and SOPs. In Asana, you can attach an SOP from your Google Drive, your computer, Dropbox, or OneDrive, to a task and anyone can just open it whenever they need to. In ClickUp, you can embed your SOP to a task description and just update the original SOP file, and it will automatically update on all of your tasks.
In conclusion, both Asana and ClickUp are great tools for business owners. Choosing which one is best for you depends on how much customization you need, or how in-depth you need your online management tool to be. In general, both help business owners manage their business with ease, as long as you have a system in place, which is the most important part of any collaboration tool. If you are looking to migrate from Asana to ClickUp, or from any similar tool, we recommend starting with small steps. Once you get the hang of it and everything in one single place, you can train your team and clients to help them figure out how to use your new management tool.
Watch Amalie Show You The Features in ClickUp vs Asana:
Read The ClickUp vs Asana Video Transcript
Amalie Shaffer 0:00
All right. Good morning, everyone. I am Amalie Shaffer with Systematic Excellence Consulting. This is the ClickUp Mastery YouTube channel. And today I’m here with Cadri Cunningham. We have been friends for a long time. I actually don’t even remember when we met. But it was a long time, it was both when we were getting started. So it’s kind of exciting to come back together. I asked Cadri to come on, because she works in Asana and I obviously work in ClickUp.
So today, we’re just gonna go through some of the basics of Asana, and show the differences and similarities with ClickUp. And so basically, the whole point of doing this is to help you make the decision on which tool is better for you. And I think one isn’t better than the other necessarily, there’s just different ways to do things. And so I think it’s helpful to kind of see the differences.
So when you’re getting ready to make a decision, or maybe you’re in one and you’re thinking about moving to the other, this will help you make those decisions. So Cadri, will you just introduce yourself really quickly, and then we’ll jump into Asana.
Cadri Cunningham 1:05
Yeah, absolutely. So my name is Cadri Cunningham, like she said, mty business is Simplified Ops. Collective and that’s where I help six to seven-business owner, six, seven-figure business owners really scale their business with the operations and their team management. So one of the things that we exclusively work with and to keep us on track is Asana. So very excited to be here today. I’ve not been in ClickUp, very much before. I’ve, you know, dabbled in it. I think I feels like two years ago at this point, maybe like, yeah, and you know, they’ve been around for a while. And I kind of was like, “mm, not right now.” And then I left and I never went back. And so I’m excited for this just to kind of get that insider’s. And like, you know, we’ve known each other for a couple years. And so I’m really excited to kind of see this comparison.
Amalie Shaffer 1:48
Yeah, and I feel like with as operations people, we always dabble in the new tools that come out. But we don’t always make the switch. And so I think it’s good to check it out. So I’m gonna go ahead and add your screen to the video here. So why don’t we just start kind of with the basics. So starting with, you know, where you come in, your home screen? Where do you start the day when you’re using Asana? And I’m just gonna ask you some questions as we roll through this. I just want to, you know, share as much information as possible.
Cadri Cunningham 2:23
Yeah, absolutely. So this is my personal Asana. And it’s a little bit messy, because I’m honestly not back here as much because I do work in my clients’ Asana. And so those are a little bit more organized. But I keep all my checklists here. So what I’m going to walk through is kind of what I would do when I come into Asana and like a client’s business, or if you have your own business, and, you know, those steps.
So one of the first things that I tell all my new team members, when they come into our business is you should be looking at your My Tasks in your inbox more often than anything else, like those are your two sources that you’re going to be able to find all of the information that you need. Your My Tasks, which I might have already… Nope. Yeah, they’re all like, old.
But I always sort by due date, because this is the best board and this actually should be all pass. Okay, so yes, incomplete tasks. So these are my incomplete tasks. And they basically go just straight down from the due date, what to do. So this is like your main source of what do I need to do every single day. And this keeps me accountable, keeps the team accountable, what’s coming up, as long as it’s assigned to you with a due date, it’s going to pop up here. So if you don’t assign it or you don’t have a due date, it’s going to, it’s either not going to show up here, or it’s going to push it down to like the very bottom because it doesn’t have a due date, right?
Amalie Shaffer 3:53
That’s the same in ClickUp, can you click on the home at the top for me. So what is this showing? This is going to be if you have anything due soon, or any favorites you’ve set, like do you use the home screen very much?
Cadri Cunningham 4:09
You know what, I actually don’t use the home screen very much. I just come in, like I know my client uses this a lot, because she can just kind of come in here and see the top five tasks that she needs to do that’s coming up. But again, you’re going to be able to see that in my tasks. So that’s why I would actually just go to my tasks.
Okay, my favorites are always useful, because these are actually up here. So I normally have this open at all time. So I’m able to just kind of pull that open. So I don’t use this too much. But it is useful. You can also go to recent projects. So any projects that you’ve been in, you know it just well and you know, and it tells you the last time you’ve been in here.
The inbox is really going to be your source of what is happening in the business right now as in, has somebody tagged you in something… So specifically for me as an operations person who is managing the team, this is really useful for me because I’m able to catch those questions that somebody has because they’re in that task. And they’re like, “Hey, you know, @Cadri”, they can tag you in it. And I didn’t have that in my inbox.
So when I start my day, I can make sure that I’m identifying those bottlenecks, immediately answering those questions, and so they can get on with their day. The other things that come up in here are any, you know, if I’m a follower on a task, you know, if I’ve created the task comes with a lot of delegation, so when I’m assigning a task to somebody, I am always a follower on it. So I’m going to get a notification that it was completed, that just allows me to say, “Okay, that was completed”, I know that that’s done and it’s been marked complete, and we can move off.
Amalie Shaffer 5:46
So for, if a status changes, right, it goes from in progress to ready for review or something like that, you would get a notification anytime anything changes, right?
Cadri Cunningham 5:55
Right? Literally, anytime something changes on that is a follower on it. Now I can become a follower, just from somebody tagging me in something. Now I’m immediately a follower and I’ll get notification on things. You can archive it, I don’t have any in here right now. But you can archive it. And it just moves to your archive list over here. And you can always move it back. It’s not anything you know that it’s lost once it’s gone. You can always bring it back once it’s gone.
Amalie Shaffer 6:21
Can you tell me what the send messages I see that up there? Is that like a direct message? Or would that be a message inside of the task?
Cadri Cunningham 6:32
This is brand new. I don’t actually think I have this on my other my clients account, which is funny, but it actually looks like it is. You can actually almost like an email, kind of. Yeah. And type it and you can add them.
This brings me to, I do wonder how this is different than, let’s say up here, I do have messages that I can send to somebody within this project. So if you do have a course launch going on, you know, you can always go to Slack, you know, but if you want to be that type of person who keeps everything in one place, you would have this message section in the actual template that you’re using.
Amalie Shaffer 7:11
Okay, let me switch to ClickUp really quick, just so I can show some of the similarities because it’s actually similar. There’s just some different names. So inside of here, I’m in home. So I actually use the home screen because the home is a lot like your My Tasks. So I would look at the home screen here where I’m going to be able to see okay, what do I have do what’s overdue, what’s up next, and what’s unscheduled. So similar to your to Asana, the unscheduled are going to be at the bottom, any ones that don’t have due dates. You can see any comments, you can see done, and then you can see anything delegated if you’ve done that.
Cadri Cunningham 7:52
So is that basically anything that you’ve assigned pops up?
Amalie Shaffer 7:56
Yep, you could, yep. So you can assign reminders of that’s going to open it up. But so you can when you delegate something, so over here, let’s say I want to delegate this to someone else, and I click on this, I’m going to click on Amalie… Here we go, let me. Oh, it didn’t do it. I wonder why.
There we go. It should show it in here once you’ve delegated it. But then it’ll show as a delegated item. Like if you’ve taken it off your plate, for example, and moved it to someone else’s, I don’t know why it’s not. Oh, anyway, I’ll have to look at that. But you can delegate it. And it will show up in delegated trending or recent, like tasks that you’ve looked at.
And then we have the lineup here. So if you’re like going through your day, and you’re like, “you know what I really don’t want to forget to do this,” you can go to add to lineup, and then you just click on that. And it’ll put it up here in your lineup, you can add to lineup, you can go through the different tasks like browse tasks, and add them to your lineup for the day. And they’ll live here just as a reminder.
And over here, you can embed your calendars so you can see. So right now I just had the agenda. So it’s just pulling the things that I have do over into my agenda. But you can embed your calendar as well. And then you can move the tasks around to say when you’re going to work on them, and then it’ll actually populate the time for you over here.
Cadri Cunningham 9:29
So I’m going to That is amazing. Is that your Google Calendar?
Amalie Shaffer 9:34
Yes, you can embed your, not embed, integrate your Google Calendar in here so it would show appointments This is my test account so I don’t have my Google Calendar in here. But if I did, it would show me when, like for now like our hour together it would block that time off and then I could schedule the different items throughout the day around whatever appointments I have going on.
Cadri Cunningham 9:54
That is fantastic.
Amalie Shaffer 9:55
Yeah, it’s really awesome. Yeah. And again, if you put times to these things like when you’re actually going to work on them, then your agenda will have those times like “okay, during 1130 to 12 to 1230, I’m going to work on this”
Cadri Cunningham 10:09
Does it add it to your Google Calendar from ClickUp, then?
Amalie Shaffer 10:12
Well, it depends on how you have it synced. So there’s two ways to sync, you can sync events to click up or you can sync. And you and or you can sync tasks to your Google Calendar. The only thing, the reason I don’t recommend doing the tasks to the Google calendar is because then it will make your it…
Cadri Cunningham 10:34
It makes it go crazy. Crazy. So I was on it, take the Asana and put it into my Google Calendar. But why don’t like to do that? Because like you said.
Amalie Shaffer 10:44
I do it the other way. So I get what I have going on my Google Calendar in ClickUp because I essentially work from ClickUp as if it’s my dashboard, like it’s where I live, you know, so every more I can get into it, the better.
Cadri Cunningham 10:55
Yeah, I love it. Because what I can do in Asana is I can assign times, you know, like, I can make a task. So like, when I’m working with my CEOs, it’s like, okay, you have you know, we have a task for every call that you’re on. So it’s like, Okay, 9, 10, 11. And that’s, but it’s not connected to her calendar in the way. We have to make sure that all of that is added to Asana, you know, when it comes in times, and we can always look at calendar, but I love the way that you can sync the Google Calendar here.
Amalie Shaffer 11:25
Yeah. So then you were mentioning notifications. So you will get notifications in the Notification Center. And you can see, you know, here, if I had a bunch of them, they would be listed here, I can see any ones that I’ve cleared. You can look at just what’s assigned to me, if I want to just see what’s assigned to me, and then I can get any mentions anytime I was mentioned in in a comment.
Okay. And then you mentioned, we have gone over the chat. So chat is slightly different in ClickUp. So what you can do is you can add a chat view. So right now I’m in list view inside of the client space. So you can add the different views that are at the top can be on the space level, the folder level or the list level. But let’s say we just want to chat inside the client information list. Right, so there’s already a chat here.
All you do to add that so then you can see internal chat, client chat, you can see the different ones, or you can add a new one. And let’s just add another chat. This is chat number three, this is where you can have the chat. Now if they respond to you, if they you know, add your name, you will get a notification in your notification center that you’ve gotten a chat response or whatever.
Then favorites, you can do favorites with your different folders. So I can mark things as favorites as well. We’ll add this to favorites. So just oops, I just removed it, I’m sorry. Let’s add to favorites. So then I can start to create my favorites just like you had. So home is slightly different. And I live in the home and the notifications. So let’s go back. Let’s go back to Asana. Let’s talk about the elements of the hierarchy and how that works. And then we can break it down a little bit into like the smaller, more granular, granular, so what a task looks like, and what’s available inside of a task.
Cadri Cunningham 13:37
So you want me to look at from like a project view and then go into the task type thing? Is that what yeah, let’s start
Amalie Shaffer 13:41
high. So like what’s like the hierarchy, like the highest heart hierarchy and then broken down from there?
Cadri Cunningham 13:49
Yes. So our highest is going to be the teams. So you can actually only have teams. So like, if you create an Asana account, and you’re not seeing an ability to add a team, it means that you are not under a workspace and you would actually want to I believe it’s okay, organization, I’m sorry, you want to be in an organization, not a workspace and you can actually change so it’s not like if you’re in one, you can’t go to the other. But if you are in a workspace and not an organization, you’re only ever going to see one team. And that’s where all of your projects are underneath.
Amalie Shaffer 14:22
that would be for like maybe a small or what team?
Cadri Cunningham 14:24
Yeah, like a solopreneur who’s just trying to, you know, that’s worth it. If you’re one of those people that likes to separate things and doesn’t want all at once, teams comes in use because you really can break it down into like, your executive, what’s that high level stuff? Like my annual planning? My clients, what are all those, if you’re keeping track of clients in your Asana, my marketing, my agency, you know, like all the operations, project services, then you come down into the actual because that’s just the team, then you can actually get into the actual projects under the team and those are your actual, like, these are my tasks.
This is where this kind of separates the two when you have a large team, because anybody who’s added to a team, if there was more people here, you’re going to see their little photos, they’re going to actually be able to see all the projects under here. If they’re not up here, and you just say it’s like a VA that you want to come on, or maybe it’s somebody like a podcast manager, who they only really need to see one thing without being overwhelmed by everything else, you can actually come up here to share, and you’re only adding them to this specific project. And that’s all they can see.
Amalie Shaffer 15:35
Can you give permissions down to the task level? Like, how can someone just see a task?
Cadri Cunningham 15:40
Oh, yes, yes, if I assign it to them, or make them a follower of it, they can, everything above that, or outside of it. So let’s say, in here, in this task here, if I had a sub task, and I just assigned this person or made them, you know, I commented, I tagged them, they’re gonna be able to see this task, but this task up here is going to be private, they’re not gonna be able to see everything else, right, you’re only going to be able to see their task, they’re not going to be able to go around. You can make things public, though.
So I don’t think any of these are private. But if it was a private task, like let’s say, I added it to my tasks up here, and I link something in. This means that it’s only my view, if somebody tried to search something, anything, they’re not going to be able to find it and one could make it public. Projects and my tasks, I always tell my team members like, hey, if it’s something that is internal, where you don’t really care if anybody ever sees your notes about it, you can just add it as a mine task. If it’s something that the team needs to know about. It needs to be searchable later, you need people always make sure it’s added to a project so that the people who are involved in that task can actually see it.
Amalie Shaffer 16:57
Okay, cool. Okay, so we have the teams, and then we have the projects. And that’s what they’re called. They’re called projects, right? The ones that you’re clicked on right now, this is a project. And this is where you would break down the different phases of it, or, you have key dates…
Cadri Cunningham 17:18
You can go really deep in Asana, I don’t know how deep ClickUp goes in their subtasks. It gets too confusing if you go too deep. And I mean, you can go days, but I only like to go one level down. And then in here, I will write notes, you know, and attach things and stuff. But the deeper you go, the more likely you’re going to start to lose things. I agree.
Amalie Shaffer 17:46
So you can do the same in ClickUp when I only go one level of subtasks deep, and then inside those subtasks. I’ll create checklists, right, so the checklist is inside of that sub task. I feel like if you get too deep into subtask, it gets a little confusing. And at that point, when you’ve broken it down by one level of subtasks, to me, it really breaking it down even more into subtasks is unnecessary. What you really need is a checklist then, you know.
Cadri Cunningham 18:17
The checklist is great, because also here too, Asana did this probably about a year ago, where you can switch back and forth through like board view and list view. But I like list view when you’re dealing with a lot of subtasks, because you can simply drop it down here. So we don’t have a subtask, you’re actually able to view the subtasks information on your screen without having to click click, click, click, click click.
Amalie Shaffer 18:45
So I see at the top, you have overview list, board timeline, calendar, dashboard, messages, forms and files. So can you just go like, click through each of those, I think that’ll be good. And then I’ll switch to ClickUp and kind of go through those different ones. So overview is that overview for you? Or is that overview of the project?
Cadri Cunningham 19:05
So it’s overview of the project. This gives you one, like who’s in here? Okay, this could be just kind of like a, you know, what are we working on? Maybe some milestones like big overviews, you know, are we on track, at risk, off track, this is something that you can update as you go. And then ListView, of course, is just really what you have right through board view, if you’re more of like a Trello, sticky note type of person, I use both just depending on my mood and what I need, timeline is premium.
This is some something that is great to have, if you have a lot of moving pieces because it’s basically a qnap form. I mean, it’s you know, you see all of the objects and dates and this is great. Calendar is another option with all of your tasks, you’re not gonna be able to see any here right because you don’t have anything right here. But one of the things I always point out to people is, when you look at the calendar in this project, you’re only going to be able to see high level overview no subtasks. In here, the calendar basically acts as this like these top ones here, then moving in a subtask, you actually can’t see on the calendar, unless you go to the main team here. If you look at the calendar, that’s going to give you every single high, like subtasks, everything, but that’s going to give you every subtask of everything under all.
When you’re talking about like, let’s say marketing, that’s a great way if you have like, you know, your YouTube channel, and you have a blog post, and you just want to kind of see all of those things in one versus if you have a ton of projects. It’s just too overwhelming. But if you want to see high level, like one of my clients has a membership. So we have a lot of like scheduled calls. This calendar allows me to see that high level of when the calls are scheduled. I know what’s coming up and that’s useful. Yeah. And you can also do that with my tasks. If you go up to my tasks, you can actually see this in calendar view as well. Okay, that’s useful. This is new, too. I love that.
Amalie Shaffer 21:09
Yeah, that’s cool. Can you go back to one of the projects and go to the dashboard?
Cadri Cunningham 21:14
So this dashboard, so again, this is newer on Asana, and it’s for the premium, but it’s free. So I can’t go too much in details. I don’t think I’ve ever use a premium of Asana because I’ve never needed to. This is really useful when you have a lot of moving pieces you can do. And I know ClickUp has this a little bit too. Messages, messages just for the project, you know, forms and files are basically premium version for the forms. So it’s just kind of creating like a Google form, and then it can send it to Asana. Yeah, files is going to be anything and everything you’ve ever attached.
Amalie Shaffer 21:50
So cool. I kind of like that.
Cadri Cunningham 21:52
Processes and operations. If you’re just well, any project, really, if you’re doing, you know, images to Word documents and you’re attaching those, you’re gonna be able to see the whole overview here, if you ever lose anything. Okay, cool.
Amalie Shaffer 22:05
Let me let me switch over to ClickUp really quickly. So similarly, you can switch between different views. So let me go over to let’s go over here. And so this is the timeline view, I don’t have anything due in here. Let me, I can put some due dates really quickly.
Cadri Cunningham 22:34
How is your color coding? Like goes to the calendar too. So like, it says, like breakfast here, you know, and that’s like…
Amalie Shaffer 22:39
So yeah, I’ll show you give me a sec, let me assign these. Okay, so if I go over to timeline view, what I can do is, let’s see, me, I can show sub tasks.
Assignees I can show that, I can show location, parent names, like you can by lists, you can color the tasks by status, if you want, like, whatever, however you want to do it, let me and then if you click on it, you can then open the task up to see, you know, to see it from there, these are all in gray. Let me go back to my list view and I can change these to like to do so then you can see. So I go to do and then let me go back over the timeline view. So then I can see you know what, I can see those. I actually I don’t really like the timeline view, personally, I mean, that’s just me.
Cadri Cunningham 23:57
Timeline view works really well when you’re doing a really big project, you know, like yeah, launch coming up, but on a normal basis, it’s something that’s probably like tasks do the job fine.
Amalie Shaffer 24:06
And then the table view is nice. So that looks a little bit like air table. You know, this obviously, you can do board view here. And then the other views here you have you can do workload, you can do Mind Map box view. I really live in list boarding calendar most of the time. That’s really where I live, the calendar I really love. So again, I can say like I want to show subtasks I want to show any recurring tasks. This is a free account. So some of these are… So if I want to see the assignee, maybe the priority, maybe I want to see time tracked, it doesn’t have time tracked in there, but this is what it’s going to show me if I had those.
Cadri Cunningham 25:00
As you’re adding those things, as they kind of expand, and you see it?
Amalie Shaffer 25:02
See how it added breakfast there. So it’ll show me. So if I want to move the task to a different, like, I want to move it to in progress, it’ll put it there. But yeah, as we add things, so if I see, let’s add. I don’t know what else I would add, I was trying to think through what I might add on there. Oh, let me add, I can add a subtask so you can see what that looks like.
So see how it shows the sub task, as you can see, that’s in the to do status. So you have options there. And again, you can change back and forth through there, from the different views. And there was something you mentioned that I wanted to, you can estimate time in a task, you can add the due date, you can do a start and end date. So if this is a start date, let’s say it’s gonna start today, but it’s going to end on Monday, you can do that. And then you can actually add actual times to it, which I like, if you’re trying, you know, if you need to, put things back to back. And there’s the time tracking there.
Cadri Cunningham 26:28
Asana has time tracking that you can do, but we can do a start date and an end date on the free version. You can do it on the premium. I like how click up, you can do that on the free version. Because not everybody needs the premium. But yeah, you can’t do that unless you have the premium. Same thing for like high low priorities, only on the premium version in Asana, but I think allows you to do that.
Amalie Shaffer 26:49
Yeah. So you can set priorities here. If you want, where is it?
Oh, there it is, my bad, I missed it. You could do urgent. And then you can add other like, you could do a drop down menu of, you know, platform or something like that. And then you can add options here. That’s website. Medium.com let’s just say and we’ll add the column.
And then you can say what platform or something you know, something like that you can and you can add colors to those. So you can kind of make this is as much as you want. As far as the dashboards, though, it is different because you can do dashboards, you just have to set them up in a different area.
So dashboard here you can see like tag usage or tasks by assignee, and so you can do dashboards, and link them to any one of either the spaces or the folders or the list. The dashboard just isn’t going to be found in the same way that Asana has it.
Cadri Cunningham 27:58
But your dashboard, you can create as many as you want. And then connect them to whatever project you…
Amalie Shaffer 28:04
Yeah, because your settings in here, you just select which locations you want it to pull from, and it’ll pull from whatever locations you tell it to.
Cadri Cunningham 28:13
That’s awesome. Yeah, cuz that is where you have to go to the premium version, like Asana has these, but you have to go to the premium version.
Amalie Shaffer 28:20
Yeah, so this is the free version, we do use the paid version with our team, we have the business one. But everything I do and show on videos is always with the free just to show people the options. There are some things that you can’t do, you know, there’s obviously things that help to have the paid version, but you can do dashboards with them, it’s just in a slightly different way.
So let’s look at tasks like the elements of a task inside of Asana. I know it’s very similar to ClickUp, but let’s just look at like the elements of a task. So when you create a new task, like what are the different things that you have inside of there as options for information for assigning like basically just building a task out?
Cadri Cunningham 29:04
Yeah, so you always have the assignee of course, you can have a task with one assignee. I don’t know if ClickUp can do that. But if you do actually need to have two people like you can assign duplicate tasks. So basically, you would assign but it’s going to create a task for each.
Amalie Shaffer 29:19
Okay, you can have multiple assignees on one task in ClickUp.
Cadri Cunningham 29:22
Okay. Yeah, so it would actually create like two different tasks with the same information but it’s going… Now you can always add followers of course and these are the people that of course, like we went back to the inbox, any type of mention, anything happens you’re going to get that notification.
Amalie Shaffer 29:37
In ClickUp they’re called watchers where you add a watcher but say I do like you can add people to watch it or whatever.
Cadri Cunningham 29:43
Yeah, they’re just kind of those people that need to know but aren’t actually the owner of it. The due date. Of course, you can do add time. You can do like the start time the end time of course, just premium, you can set it to repeat, you know monthly, yearly periodically. You can get it just every day, every other day, just depending on when you do it.
You have projects. So this is where kind of where does it live? I use this part a ton, just because in Asana, I’m in so many working pieces of things. I don’t want duplicate tasks, like I’d rather say, “Hey, you know, this needs to be in my quarter plan where like my main, where I can see all the projects, but I also want this to be on my team members board too, so they can see it without having to search through things.” So I can normally add it to two separate projects.
Amalie Shaffer 30:30
I like that. Now, that’s not something you can do in ClickUp, you can do relationships, so you’d still have two tasks and just connect the two tasks in a relationship. But I like that you can add that to multiple.
Cadri Cunningham 30:43
Yeah, because I could sometimes have like three different projects, you know, just depending on what I’m doing. And just allows everybody like, if you update it, then it updates the whole thing. Yeah. When you talk about relations, and I guess you’ll point this out, but I want to ask is, does it update the task together? So like, if they’re in a relationship, if this person over here updates it, does it also update that other?
Amalie Shaffer 31:06
No, it doesn’t, it just links them so that you can go back and forth between the two. So this is the way and we didn’t really go over this in ClickUp. But ClickUp has spaces and then folders list tasks, that’s sort of the breakdown. So if you have a task that’s in more than one place, there are automations that you can set up to do that. I always recommend when people are getting started not to do automations, until they’ve really gone through the process of using a system or an SOP or something like that. But you can do relationships, where it’ll be linked to them. But you can’t connect them in that way where they would update in the same place.
Cadri Cunningham 31:48
Yeah, because then you also have here we have subtasks. Really quick. With tasks, you’re gonna know, if something’s in here, because it’s gonna pop up a little bubble. Yeah, that’s how you know that there’s information there. Then the other way is, if I do task, this will tell me that there’s three subtasks in here. So this is a good way to kind of know, okay, I have information here versus none of these tasks have information, especially if you’re working with a workflow. And you’re like, I need more information on here, like, “Oh, well, there’s more information, because I see a chat bubble,” you know, like you’re able to apart when I was talking about projects up here, too, is when you’re doing a ton of tasks.
Let’s say that this task actually is a bigger piece of the puzzle, that you need to actually get out somewhere else, you can actually add the sub task to a project. And so I do they do this every once in a while when this just needs to be on the project board, even though it’s a sub task, and I don’t want to re duplicate it.
Amalie Shaffer 32:51
Can you show what it looks like now that you’ve added it to that project? Maybe put like a due date of today, so we can see what that looks like since you’ve added it?
Cadri Cunningham 33:01
Yeah, absolutely. So this in calendar view will come up here. And I can also move things. So this will move on my calendar really easily. It does change it color coded, just depending really, it’s you know, what the top level is, you know, my pink is the top level right now versus if I removed this, it’s not going to give me anything. But if I do a tag, which here because tags are a thing, and so you can tag a person, and it’s going to come up as pink here for.
Amalie Shaffer 33:33
When you go to look at the project now that you added those tasks to, where will they end up then?
Cadri Cunningham 33:41
So they’re going to end up, well. When you go back to the project they will show here. They won’t move out of their sections or anything like that unless you do like a sorting like you can always sort by you know assignee I don’t have anybody right now, but it will sort it by assignee.
Amalie Shaffer 33:55
I thought, how do you determine, it went into money in, how do you know that it went there?
Cadri Cunningham 34:01
So I was just in this project. So I think it was in the course one first. So like if I were okay, assign these ones and I always like this because if you have a ton of things to assign, just highlight it, you know, do that and do that same for due dates. If you’re like man, I just need this all on one line at once. The other thing is now that I’ve signed myself to this, I can come back into my tasks and they’re gonna pop up at the top. This has recently assigned but really you can do this however, where this doesn’t actually even need to be here, this could be like to-dos. It actually disappears to. Does it disappear? No, it didn’t. But it immediately pops up here for me and pops up on my calendar. Then I’ll make these two because I have this.
Amalie Shaffer 34:46
I like the bulk editing. I mean, you can’t bulk edit everything but like assignees, due dates, you know, things like that you can which makes it really.
Cadri Cunningham 34:55
Right and you could move things to so like this here. Okay, so like description. I have tags. So like I said, we can do tags, you can do as tags as you want, or code them. I don’t know how ClickUp is, but Asana unfortunately only gives you like, nine colors. So you start to run out of colors really, really organized color coding, you do run out of colors fast.
Amalie Shaffer 35:20
Yeah, so some of them, we don’t use colors for to help show the difference. Like if we do run out of colors. I don’t know how many colors they give, but I mean, it seems to be okay.
Cadri Cunningham 35:29
Yeah, and we sometimes do that. Because like colors, if you just do like a, you know, create a tag for team and you just leave it gray, that’s not going to pop up like the pink well, which I think is what you were saying. And then for here, you can also like move them sections, you know, like, where does it need to be? You can also when you select all it gives you kind of, you know, do I need to move it to a new project or section? Do I need to copy the links to all the tasks because Asana does have little, you can grab the link to everything. And when you paste it, it actually paste as that title.
Amalie Shaffer 36:06
Yeah, that’s cool. Yeah.
Cadri Cunningham 36:08
You can also. Yeah, so like, you’re just like, you know, make sure invoices, you know, you can click that if you’re looking for something. Oh, I like that. Yeah. So if I’m looking for somebody, something and someone’s like, man, I know this task was around, I’ll just start typing things that I know that I remember being and so I can immediately and I can jump over there, you know? And I’m like, here it is.
Amalie Shaffer 36:27
So let me ask you when you haven’t, let’s say for us, like we write ours in in Google Docs, how do you put them into like, what’s the way that you put them in here?
Cadri Cunningham 36:39
So this would be a way that I do it. I don’t think I have any docs, I’ll show you how I do. Because you would basically be like, okay, here is, okay, I do have an attachment. So you would basically, I would attach the SOP in here, depending on how you do things. You can either have a workflow, so it’s kind of like, okay, what’s the actual workflow that goes into it? You know, upload it into Facebook, download the video from, you know, zoom, then, you know, all those checklists, see things. But if you actually have an SOP, where you have the screenshots and the updates, I actually attach that to the task. So anybody can come in here and just open it up and get that information.
Amalie Shaffer 37:18
Okay, cool. I just want to show one thing in ClickUp about that. So the way that we, that I like doing it is, let me go, because I know I just did a video on this and it’s in CRM, sorry. Soif I go to here, and I want to see actually, let me open this Google Doc up, I’m just going to grab the link for it really quickly.
And we embed. So if you hit the slash mark, you have a bunch of options that you can put in here. So you can do bulleted list, dividers, you can do all kinds of stuff inside of the description. But what we use the description for is embed, I put the link, and then it embeds the doc right in here. So the SOP lives here. And then any special instructions oops, this is from when I was doing live video.
That’s the other nice thing is you can email from inside of tasks. So then the emails will live right here or you can comment so this is a comment section. So if I’m like @Amalie. “Don’t forget this”, whatever. I spelled it wrong. But anyway. So the SOP with live as an embedded doc right here.
Cadri Cunningham 39:02
Yes, we just have to do an attachment. There’s like a little attachment, you attach it to your Google Drive your computer, go to your computer, Dropbox, or like OneDrive. And you basically just attach it to the task, but you can’t see it. I mean, it opens it in Asana but it opens it up in like a different page. You know, it’s like, and then you can open up in Google Drive, but it’s not embedded like this.
Amalie Shaffer 39:23
Yeah. So then you can have it embedded. So then any special instructions we put in the comments, and we leave the description for the SOP, if it’s like a reoccurring process, and then here’s where we have the checklist items that would be pulled from the SOP, you can do attachments. So you can do attachments here. They have native docs and I’ve actually done a video on the docs before but they have native docs so you can attach documents here. I like the embedded because then whoever’s looking at this doesn’t have to open it up and go between two screens. They can just see it inside the task.
Cadri Cunningham 39:59
Then they don’t miss, it’s like right when center for them like it’s like here it is.
Amalie Shaffer 40:05
Yeah, exactly. Yep.
Cadri Cunningham 40:07
I like your formatting too, you have a ton of different formatting that we don’t have. The only formatting that we can do in Asana is you know bolding, checklists, numbered lists.
Amalie Shaffer 40:16
Oh, yeah, up here at the top. Yeah, it could get a little too much. But you have options like I can put loom videos in, I can, you know, put the Google docs, Google Drive, I can put website links, I can put a table. There’s even if I wanted to, I can apply a template, I can do link to see relationships easily.
Cadri Cunningham 40:46
And it’s all on the free version, right?
Amalie Shaffer 40:48
Yeah, this is all on free version. This is all done through the free version. I don’t have, this is not paid so I can assign. I don’t know why it’s not doing it. That’s weird, but-
Cadri Cunningham 41:01
But it likes to fight when you’re doing something.
Amalie Shaffer 41:03
I know, right? Yeah. But anyway, so those are some options that inside of ClickUp. So we are gonna wrap up for today. The one thing I do want to just go over really quickly is based on like, what we’ve just gone over what is your belief as far as someone that’s going to lean towards Asana versus and it doesn’t necessarily have to be ClickUp. But one of the other ones, like what makes people lean towards Asana or what made you lean towards Asana?
Cadri Cunningham 41:32
So I like Asana because I like the clean interface. Like I think what turns me off and from ClickUp to begin with, and I think it’s had a lot of updates in but it seemed, it was really bulky for me at first, like there was almost too much coming at me and I was like, I just need something really simple. I just need to be able to get this stuff in. I don’t want to, like go in and like do all these little trinkets. Because I know a lot of people, especially if you’re operations minded, you want to dig into every single little. And sometimes it can just get overwhelming.
Yeah, I like Asana just because it’s very clean. It allows me to do a lot of different things. And just really be like, I mean, I just love the checklists, I love being able to put things in different places. I love having the teams. There was really no other reason for me not to like Asana, like ClickUp, it’s not like it was just I checked into it. I was like, “Ooh, this is way too much for me right now, let me go back to Asana because one I know it, it’s easy to see and all my information is in here.”
So I don’t think you know, I lean towards it for any other reason. Besides, it was just kind of simple for me at the time, just needed something with the to do list. And now they’ve added so many more things. So you’re like really just starting and that’s why I think a lot of people lean towards Trello at first is because it is very simple. Like here’s your checklist, like that’s all I need for right now. But as you start to grow into a team, you need to switch to something that’s more, you know, team friendly, rather than ClickUp or maybe Monday, something more in depth. And then when you get to that dashboard and stuff, man, I’m looking at ClickUp over here and being like, that’s that almost as kind of that next level of like, I need that dashboard, I need to see team management, I need to see all of those little details. That’s when you start to like, look at all those other features and say, yeah, now I’m ready to get into all those things. And that’s where I’m kind of seeing the difference there. You know, and with the dashboard.
Amalie Shaffer 43:28
Yeah, and with the team with the dashboard is nice is because you can pull timesheets, you can pull like, you can look at track time, like estimated time and then against how long it actually took them. So like that’s something that we’ve been working on is making sure that we’re getting accurate about our estimated time, so you can know how long it takes to do things to plan, you know, going forward, things like that. And I think Asana has improved a lot since I used it. I mean, it’s probably been four years since I used it, but.
Cadri Cunningham 44:01
The only thing with Asana is, is just that premium version, you really like that premium version in order to get a lot of the things that I’m noticing ClickUp has just in this like little thing you got to pay for the premium version. So it’s not that it’s lacking. It’s just do you take that next step into how much do you like Asana? And do you want to go up to there? Because it is useful you get that timeline, you get, you know, just so much more versus, you know, you got the free version over here, somewhere you’re at.
Amalie Shaffer 44:29
And I think regardless of what system you use, it’s important because even Asana could be overwhelming when you’re trying to put in an SOP or process or workflow or something. But the most important thing is to make sure that you have it written out somewhere, like that’s something I talk about a lot. And I think that’s what ClickUp absolutely can be overwhelming. Like I absolutely admit that. And so the way that we prevent that is make sure that we have the process worked out on a Google doc or somewhere and then take it and put it into the system.
I would think with Asana it’d be the same way, any system that you’re using, instead of trying to build it while you’re in it without really knowing what you’re trying to build, it can be really confusing and overwhelming. I mean, even in Asana, the breakdowns of teams, with the different projects, and do you have multiple subtasks? Or, you know, do you use checklists or whatever, you know, it’s like, you really need to know what you’re trying to achieve first before you go into any system and try to build it out. And I think that’s the most important thing.
Cadri Cunningham 45:29
Yeah, exactly. Because Asana, I just know, from personal experience with, you know, people who have never been in it, and I’m trying to stick them in it, you know, you gotta take it slow. You know, it’s like, here’s Asana, focus on one thing, look at that, like you said, what’s the outcome that we want to get to? And does it work towards it? Because they’re both, just depends on what you need them for, depends on how much you want to dig in and starting small and then slowly, gradually, adding more and more and more as you get used to it. Because any project management system is just kind of, it works when you’re able to not feel overwhelmed with it. Because the more overwhelmed you feel then you’re not going to want to go in there. Because you’re already overwhelmed. And finally, a bunch of read test, it’s like, start small, so that you can get used to it, even just starting a daily task of check Asana, check ClickUp, and you’re just marking to complete to get used to it. And then you slowly increase as you get, you know, more and more.
Amalie Shaffer 46:25
Absolutely, yeah. And if you’re transitioning from one, just move one thing at a time, one full process of time, and then maybe one full client at a time, versus like moving a little bit. So then you’re like half in one half in the other. I’ve seen that happen. And I’ve been working with a client who’s transitioning to ClickUp. And they’re like, “well, when do we move the client over?” And I’m like, well, you have to let the client know you’re moving to a new system. And it all needs to be done at one time, right? Because you don’t want to have like the client trying to be in both or team members being in both. So take one step at a time, and get it built out in the new system first, and then move everybody over. But keep using your old system until you get the new one built out versus trying to be in both at the same time. Because some something’s gonna fall through the cracks.
Cadri Cunningham 47:13
I’m glad you mentioned that, because it is one of those things like how do I move over? And so would you actually suggest like, let’s say, I was like, I want to switch to ClickUp. Should I actually take my like, Asana allows you to download like, almost like a spreadsheet. It’s like an XLS file or something like that JSON file. And then so it comes into a spreadsheet, and then you can upload it.
Amalie Shaffer 47:33
So what you can actually do a migration from Asana into like a little pull them over. Same thing with Trello, I can’t remember the other ones that pulls from but you can migrate over. And then the only thing I noticed, so I did a migration for someone from Trello to ClickUp is that things are organized slightly differently. So you do have to go in and kind of reorganize it based on ClickUp’s hierarchy and things like that. But you can get the information over.
What I recommend is like, bring it over, and then just start in one place, right and get it set up first, keep the team and the clients in Asana, get everything set up, then do a call with the team, go over it, do some training on it. Same thing with the clients, let them know, “Hey, we’re moving to a new system” do a training on it, maybe a call with them, something like that. But I would do one full process or one full project or client, where you’re not, you don’t want to leave it half done. So whatever it is.
So if it’s your blog production process, you want to move that whole process over, get it all set up, then start using it there, you know, versus like, “Oh, well, we have the content calendar in Asana but the blog production…” You know what I mean? You want to move the whole thing over one at a time. I recommended my client that I was helping them move. They’re actually moving from Base Camp to ClickUp. I recommended doing their internal processes first. So they’ve started to move those over, got the team over, then they’re going to do one client at a time so they can make sure that it gets over. It gets moved. The client gets trained, the team gets trained. So they started internally first, and then they started now they’re moving clients.
Cadri Cunningham 49:19
That sounds like probably the best way to do it.
Amalie Shaffer 49:21
Yeah. Yeah. Awesome. Well, Cadri, thank you so much for being here. We will be back here next week on Thursday. And we’re gonna go in depth more of like taking a brand new project and planning it out in both ClickUp and Asana, how we would go about doing it just to kind of give everyone a review, or just like a breakdown tutorial of it. So again, I’m so grateful that you agreed to do the two shows with me. And where can people find more information about you? And I’ll include your website link in the show notes and everything, but do you want to let them know where they can find you?
Cadri Cunningham 49:55
Yeah, absolutely. You can go to Simplifiedopscollective.com and that is my website. You can also find me on Facebook facebook.com/ I believe it’s simplified with Cadri still, they are fighting with me for the past three years and they will not change my Facebook name. So that is what it is but it is Simplify with Cadri on Facebook but my website is Simplified Ops Collective and I am a director of operations and I do help six to seven-figure business owners just scale their businesses, team management, operations and really helping them get to the next level with their operations.
Amalie Shaffer 50:27
Awesome. Well thank you so much and the links for Cadri will be in the in the show description along with a call if you’re looking for one on one support for me to book that call, that link will be below and we will see you next week.
Cadri Cunningham 50:42
Thank you so much. I appreciate it. I love this. This was great.
Amalie Shaffer 50:47
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