This is the second part of our ClickUp vs Notion comparison video tutorial. In this tutorial, Briar, the Systems Witch, and Amalie from Systematic Excellence, talk about other differences in ClickUp vs. Notion, two of the most popular online collaboration tools for businesses and teams, and specifically, step-by-step examples on how to use both to manage your content calendar.
ClickUp and Notion are two of the most popular online management tools, and although they are similar, they each bring something different to the table. This is how you can use them to create, update, and manage your content calendar in your business.
P.S.: Click the hyperlinked text to go exactly to the part of the video where we mention each feature!
Let’s start with ClickUp.
Content Calendar Management with ClickUp:
The first thing is creating a space folder, which is where everything related to your content calendar will live – tasks, subtasks, due dates, assignments, and more. Folders are a good idea if you’re going to be working with different platforms.
Then, it’s important to know how you’re going to distribute your tasks’ Status depending on your needs. For example, in this video, we mentioned not started, in progress, ready for review, and done or closed, but you can change those to whatever works best for you.
If you are going to be working with the same instructions for different tasks, then we highly recommend you create Templates to save you time. Within the description box in your template, you can add a Google Doc with your SOPs for easy access. Building a template and applying it to your task is very simple.
The next step is deciding what will your processes be for each part of your project, and give them due dates. Having clear processes is vital to keeping your business on the right track. You can divide your processes into tasks and subtasks, checklists, and more.
Calendars can’t work without due dates – in fact, they are essential. By adding due dates to your tasks, you can be sure every moving part of your calendar will be released on time.
On the same page as tasks and due dates, we have dependencies, which also help keep everything in order and help your team members know when their task is ready to be worked on.
ClickUp also allows an ideal way of organizing your projects which is via custom fields – making it much more simple to find what you are looking for, like Google folders or URLs.
Content Calendar Management with Notion:
To start your content calendar off, we create a blank top-level page in table view. Next, you add a name to the title and due dates if needed, and as many as needed, too.
Just like in ClickUp, Notion allows you to create and apply templates and duplicate them as many times as needed, helping you save time instead of repeating the same task.
Notion makes searching and finding specific information very easy with the sorting function, for example, you can sort by dates and names. If you only need to see a checklist for a specific day, just click Sort and get the result you’re looking for.
One of the best qualities that Notion has is that you can see your project in many different views and you can choose the one that works best with the way your brain works.
To add a comment in Notion is also very intuitive, just open the card you want to comment on, tag the person the comment is aimed at, and write down your comment – this person will get a notification about the comment. Once done, the person you tagged can resolve the comment, similar to ClickUp.
And if you need a place to write down your ideas for your calendar, you can create a task specifically organized in a way that helps you keep your best ideas in a single place. No more post-its everywhere around the desk!
This part is very useful for people with YouTube channel – we recommend creating a new template for YouTube specifically that you can replicate for every video, with the same tags, dependencies, and tasks.
Lastly, here’s a feature that can’t be found in other online management tools, which is Gallery. Gallery allows you to get a preview of each card in a way that is visually pleasing and easy to understand. This is a great option for more visually-inclined people or business owners with too many cards.
Watch Amalie and Briar Show You The Features in ClickUp and Notion Part II:
Read The ClickUp vs Notion Part II Video Transcript
Amalie Shaffer 0:02
All right, good morning. I am Amalie Shaffer with Systematic Excellence Consulting. And this is the ClickUp Mastery YouTube channel. I’m here with Briar Harvey, the Systems Witch. And we are here for part two of ClickUp vs Notion, and this is not a one is better than the other, we just want to show the differences because they both work really well.
There’s just some fundamental differences that might be better for some people and/or not better for other people or whatever. So what we’re going to do today is we’re going to go through content calendar, content management, how we would set it up, some of the decisions we’ve make about how to set it up.
I’m going to start by going through it in ClickUp. Then Briar is going to set it up in Notion so that way, you can kind of see the two different ways that we would go about it. And just know that the way that we are setting it up is just one way to do it, it doesn’t mean that it’s the best way, it just means this is how we’ve done it in the past, and you know, and so we’re just want to provide some ideas or you know, whatever, for how to utilize these systems.
And then Briar asks as many questions as I go through, basically, what I’m going to do is, I kind of already had a content management, but I want to start from the beginning. So I can kind of walk through the steps that I think about when I am going into ClickUp and setting something up.
So the first thing I do is I decide about whether it’s going to be a space folder, or maybe it’s just going to be a space with a list with no folder. But when I’m thinking about content, I’m thinking that we have multiple platforms that we’re going to be posting on, potentially blogs, potentially YouTube videos, different types of content. So because of that, I’m sorry, I just want to scrunch my screen up here a little bit, okay.
Because of that, I think that a folder will fit because things need to be broken down a little bit further with lists that are all under the content umbrella. So that’s kind of how I would think about it. The next thing I would do is once you have a folder list go inside of a folder, you can have a folder without a list, but basically what I just explained, I’m going to do it within a folder.
My new list, let’s say the first thing we’re going to do is, maybe we’ll do a blog, you know, blog production, and I’m going to get to the calendar part of it, this is just where I’d start. I’m going to do blog production, this is where I am going to produce the blog, right, where it’s going to have maybe the ideas for the blog, but then the actual production, the meat and potatoes of it getting produced will happen here.
Once it’s, well, let me just start there. Okay, so then the next thing I’m gonna do is I want to think about the statuses that I want to use. So statuses are, if you are a Trello person, there are going to be your columns across the top. But for statuses this is, you know, the status of the of the task, or you know, the element that we’re putting in here. So inside of ClickUp they have the options for not started statuses, active statuses, and then closed status are done and closed. So done is if it’s completed. But you want to unlock dependencies. But it’s not completely closed, meaning it’s going to be kind of washed out of your view here and you can put in a done status. So what I use…
Briar Harvey 3:53
So, let me ask, for example, if I am producing a podcast, but I hand that over to a podcast production team, my part is done. But there’s still work left to be done before it’s published. Is that a that’s a potential scenario for done?
Amalie Shaffer 4:18
Yeah. So it might be like, if it’s overall, maybe it’s, you know, you’ve recorded it, and then there’s subtasks that are part of the production, you can put the main task into done saying it’s recorded, and it will unlock any dependencies that you have set up in that task, so that those people know “Okay, she recorded it. Now. I can go do my part”, something like that.
Briar Harvey 4:43
That’s really cool. Okay.
Amalie Shaffer 4:45
So the not started, this is where I use like, topics. So this is not started meaning, it’s not going to show up overdue. It’s not going to kind of be on your, you know, in your purview as far as like these are things that need to happen. This is a place where you can put topics. So when I’m working in something like blog production, or YouTube production, something like that, I always use that not started as the topics place, right, that’s where I’m gonna list them out.
And then when we’re ready to actually do something with them, they’ll be moved to an active status. So in the active status, I could keep in progress, something I like to do, as I do a to do status. And this means like, okay, we know it’s on the schedule, we’re going to do something about it, there’s a due date, there’s people assigned to it, but it’s not being worked on yet.
In progress I use for being worked on, then a done status might look like scheduled, or it could be scheduled, right, like it’s been scheduled, I’m going to move that down to the done status. So it might look something like this. Again, you can change all these things, I’m just want to walk through kind of how I make my decisions, when I’m coming up with this.
Then complete, you could change this to publish, but we’ll just keep it complete. And just know that like, I’d put it there once it’s published and done.
Okay, another thing you can do with blogs, because there’s SEO updates and things that need to be done, you could add an additional status here. To do that, I actually prefer to do the SEO updates in a separate list. So I’m keeping, here’s the ones that we’re creating new, here’s the ones that are published, we need to do an SEO update. You don’t have to separate it that way, I just prefer to.
So I’m going to go ahead and save this. So now I have my statuses. And the default setting here is for you not to see empty statuses. So I go up to show I want to see empty, and I probably want to see some of the closed tasks once we have them in there.
Again, the default in the list view, which is what I’m in right here, complete is at the top, that doesn’t work for my brain. So I just switched them over. And then I hit save.
So now I can see my topic. So if this is topic number one, right, topic number two, this is where we would list those topics. The other thing that I use the topic for is my template task. So in ClickUp, when you create a template, you have a templates area that you can go find it, but I prefer to have it saved as a template, but also available here.
So here’s where I’m going to create my template task. And this is where I’m going to start to create my process essentially, right. So I’m going to probably put my SOP in here, what we started doing is embedding a Google Doc in here so that it’ll show up into the description. And then any special cases or any discussion about this particular topic would be in the comments section over here, not in the main description.
The reason I do that is, let’s say you update your SOP in the Google Doc. But then you have to go back to every task that you use, and update it every time. But if you have the doc embedded, then it can be embedded, and you know, it will update automatically because it’s an embedded website.
So then the next thing I’m gonna do is I’m going to think about, like, what are my processes? What are the things that need to happen to get it done? So you’re going to have the copy, you’re going to have the design, you’re going to have, you know, set up on website and schedule, you’re going to have set up social media, posts and schedule.
Then you might have, let’s see, maybe, and you could do, you know, you could do your SEO update as a subtask, like for later on something like that. And then set the due date separately. So that would come in to, actually let me we can… I can show this here. So again, when you’re doing the status updates, or the editing the statuses, you can do it at the list level or the folder level. But what I want to do is just do it at the list level, because I’m going to have different lists here.
So let’s say we had we want to do an SEO update, we can make that one and then we can actually make that a done status. So it’ll live there. Okay, if that’s how you want to do it, but like I said, I usually keep them separate. I keep them in a separate list, but I just wanted to show how you could do that. So let me go back to my template task.
And we can leave the SEO update here because what I would do is have a published list and then you can assign this SEO update task later. Okay, so now I have my subtasks. And then generally what I do as I have like a blog management checklist which looks something like Assign sub tasks and set due dates. So this is for the person that’s actually running the process and ensuring everything gets done. So it might, and that’s the difference between a sub task and a checklist.
Okay, so the sub task is, so you can assign checklists, items to people, but you can’t set due dates to them. So the way that I do it differently as if I have a subtasks, that’s like a full action or full task that someone separate is going to do like the copy…
Briar Harvey 10:35
The smallest piece of the of the task.
Amalie Shaffer 10:38
Yeah, so the checklist is the smallest piece of the task, then you have the sub task or a task. So when I have if, if this was one person working on this blog, you could use checklists, that might make sense. But we have separate people for each of these jobs, these parts of the process. So we have a copywriter, we have a designer, right?
Tnd then you can set different due dates to the subtasks. But you can’t do that with checklists. Each individual subtasks, like for copy, this is going to have its own checklist, right, so inside of the subtasks. So this checklist is gonna be for the copywriter, so it’s gonna be, you know, a review for spelling and grammatical errors or something like this, right? You’re gonna have write blog, and then you could say, you know, write a Facebook post copy, you can break this down as far as you want, right? IG post copy, right, LinkedIn…
Briar Harvey 11:53
I see that you can add another sub task here to those.
Amalie Shaffer 11:56
You can, you actually can keep nesting them, I can’t remember how far it goes in maybe three levels, you can keep doing nested, but I don’t, for me, I prefer to see the checklist because the copywriter is going to come in. And this is like her review checklist.
“Okay, let me just make sure I got all these things checked off the list, I’m good to go, I’ve done my part. Now my tasks can go to ready for review or whatever.” So that’s how I’d break that down. And again, I would embed the SOP here, so the copywriter can see it.
Again, any special instructions might go here. So that’s the start of it, I do the same thing for design. I should probably spell that right now. Where I’m going to have, you know, a list of other, you know, a feature image, Facebook image, IG image, LinkedIn image, you know, maybe a Facebook story image. Depending on how you want to do it.
So this is just the checking it off, the instructions are going to be in the SOP. Any special instructions, again, would go into the comments. Okay. So again, I would do that for all of these things. Just it’s a reminder, it’s like a quick checklist, okay, before they close out the task, did I do everything? Did I forget anything? Whatever.
For blog management, this is going to look like you know, if there’s certain things that need to happen on the day that it’s published, right? So we keep, we paste the link to the blog post in the custom field, and I’ll show that in a minute. But so here’s where I’d build out what needs to happen for the person that’s managing the process.
Okay. This would, the main task is going to get assigned to the person that’s managing it, and then whoever’s doing these pieces, it’ll get assigned to them. And they’ll get due dates, the due date I set for this is going to be the date that it’s published. So if we’re going to publish this, let’s say on the 31st, that’s the due date for this. All of these are going to fall in between now and the 31st. That’s when those due dates because this is the date it’ll be published. And this starts to create the content calendar.
Okay. So let’s say this is due today. Let’s say this is set for today. Let’s say this is set for tomorrow. Tomorrow and then let’s say that this is due in a month, okay, so and then I’m going to assign these, I’m also going to now we’re going to initiate the process that tells the team that these are things that are going to start happening.
I move it to in to do so I even moved the topic there. I’m going to assign this to me for now. But if you have team members, you would assign that to them. So one thing I actually forgot in here is ready for review, let me change that I apologize. In ready for review, we generally put that into a done status, meaning, that way, they can put the copy into ready for review. Without it, you know, so that way it can release the dependencies that there’s going to be on there.
So if we set dependencies, we’ll say maybe design is dependent on it. So I’ll just go down here, and I’ll go to dependency. And I’ll say that it’s waiting on copy. Okay. And so now, this person, if they open up the task, it’s going to tell them what they’re waiting on, right? Like, it’s going to let them know that they’re waiting on the copy.
And once you set dependencies in a template, it will apply that and then once this is closed, it will release this dependency. So that person knows they’ll actually get a notification in their Notification Center saying, “Hey, this is unblocked.” Okay. Then from there, so once you have this as a template, the other thing that I want to mention is, and this is just from my team, is that they actually, they say it’s easier if you put the title of it in the name of the task. We actually come down here, and we will put the title, although when you open a sub cast, you can see this, but for them, when they’re trying to quickly look at it, it’s helpful for them to see that for them.
Once you have your process built out here, you just make it a template. So we’re gonna go down to templates center, and we’re going to save as a template. We’ll call this the blog production task. And then you can select your public sharing or whatever, import everything, I want to import everything, you can even exclude people, you can make it only available to you, you can select certain people, or just admins, whatever. So I’m just going to make it available for all members, I’m going to hit Save.
Now, this is a template, okay. And so once I’ve done that, if I have new topics in here, there’s two ways to do it. So I can come into the topic, I can go over here and I can apply the template. So I’m going to browse templates. And I’m going to go ahead and click on this. So here’s the template I just created. I’m going to hit use template, I want to import everything. And you can remap different things, you can customize what you import, but I want to import everything as is. You can remap due dates, whatever if you need to do that, but for now, I’m just going to import it as it is.
So I’m gonna use templates. So now it’s created the template exactly how I have it with the same due dates, you know, and that’s why maybe you want to remap them. But for now I’m just doing it this way, it’ll pull over all of the dependencies. If I had the Google Doc embedded here, it would pull that over. So now my topic one I can just move it to do, I can make any changes I need to to it. And now that’s how you would apply the template.
Now this is showing that it’s due Tuesday, but let’s say it’s gonna be due on the seventh. Now it’s gonna ask me if I want to change the subtasks. I’m gonna say yes. So now what it did is it remapped the subtasks to exactly the same distance apart that I did it in the other one, okay.
This is where you start to get the content calendar. Okay, so if we want to look at just the blog calendar, I’m going to add the calendar view. And now I can start to see what that looks like. So this is our template task that I created. This is you know, whatever this is that blog post. So now I can see when it’s due, if I want to, I could see if I, you know, for other people, I can see what’s assigned to me, what’s assigned to other people. I can, let’s see, I want to show subtasks.
Let’s see, that’s what I want to show right now. So now I can see. I can see the subtasks when they’re due, right and I can see when this is going to be published. So now I can start to see my content calendar. And if I go over here, then I can see this is on the 31st, this one’s going to be on the seventh. And then I can see when those SEO updates are due for those topics, and my screens a little squish. So you can’t really see all that. There you go, now you can see a little bit better. So that’s where you start to build that. Now, let’s say we had, let’s just call this the YouTube production.
And then from calendar, if I want to go over here to list view, I can just click on that you can also look at an board view, whichever you prefer. So in here, once I have these, so let’s say I want this one is scheduled, like we have it on the schedule, so I can move it to scheduled. Now, it doesn’t change the fact that these are due, these are still due coming up in September, so I’m showing like this is on the schedule, it doesn’t change the fact that those subtasks are still due.
And what it allows us to do is we can see a full schedule of everything. I want to show you, actually, you know, it probably makes more sense if I just duplicate this. So you can duplicate lists. So I’m going to let’s duplicate this, and I’m going to call this that YouTube for time sake. Oh, okay, so now it’s gonna create that list for me. I want to delete that.
Delete that one. There it is. Okay, so let’s say this is YouTube now. So again, I want to show I want to see all my empty statuses, I want to see closed tasks, and I want to switch this oops, it was already switched. Hit Save.
Okay, so let’s say that these are YouTube topics, right. And these are the YouTube topics that are scheduled. And these are the blogs that are scheduled. So what you can do is you can go to the folder, you can go to calendar view. And you can then start to see your full schedule. So let me show some subtasks. Right, so now you see so if you click on the folder level, you can see everything that’s in the list. And if you just want to see you know, things that are in, well, this is sorting by status.
Okay, this is showing me the unscheduled. But here you can start to see like and this will be you can change the colors. So you can see that it’s YouTube vs blog, but you see how you can start to create this content calendar just by clicking on the folder and going to calendar view. So you could go to list view where you can see blog production breakdown, YouTube production breakdown. And this is on the folder level. So if you had social media as another one, then you can see all of them and clicking on the calendar view will let you see all of the things that are happening as your content calendar. Did I miss anything? What do you think?
Briar Harvey 24:06
That was solid. Solid and as always, when we do these, I leave and I’m like, sometimes a little bit jealous that I can’t think what works for me.
Amalie Shaffer 24:19
So anyway, so that’s a really quick kind of overview of how I would break it down some of the decisions I’d make how I would do things inside of ClickUp. And that, in ClickUp, I don’t think it’s necessary to have a completely separate content calendar. Now you could do a list that is just for planning where you want to see you know, you want to plan things out, you could do something like that. But I think that it’s not necessary to do a whole separate area because you can look at the calendar view to see when everything’s due and what topics you have coming up or something like that.
And I didn’t even go over there like something we use is custom fields. A lot. And so you can use labels to, you know, platform, you can use labels to help distinguish. You know if this is the website or whatever, you can use labels to distinguish between different things like if this is a blog where you can give it a color or the other thing we use is we do website and we do asset folder. And then this will be the link to the Google folder so that everyone can easily find it. The custom fields are right here. So you can see how you can build that out. Like for our YouTube videos, we have a whole database with the YouTube link, the Facebook, video link and the blog link are all in one. So when we go back to look at what’s going on, we have all of those links, the Google folder, everything is really easy to find.
Okay, so I want to switch over because Briar wants to show Notion. Let me just, let me see. Okay, good to go. Okay, you’re on? Oh, wait, I can’t hear you.
Briar Harvey 26:17
I can no longer see you because I didn’t share my whole screen rather than… Okay. I have created a new blank top level page, and it’s top level. For me here probably will go ahead. And like, honestly, I can’t really visualize what things look like in the calendar view. I always start with the table.
Amalie Shaffer 26:54
Oh, yeah, that’s perfect. Yeah.
Briar Harvey 27:02
I’m gonna name this thing. And in Notion, the Name field is non negotiable. So this is the task, or the title or what have you. Okay. We also have due dates, which I can add any number of these.
Amalie Shaffer 27:31
Oh, that’s, so those are like the custom fields almost. Yes.
Briar Harvey 27:35
So what I will add, due date, recording date, publication dates.
Amalie Shaffer 27:49
And all of these custom fields, you can do the exact same thing as I was showing you the custom fields, you can do that in ClickUp. I just didn’t put through all those. But I love that like breaking down the different dates, I think that’s great.
Briar Harvey 28:02
And I can do this on in the calendar view. So if the project is it’s due on Saturday, we’ll say because we’re recording on Sunday, and then we’ll be publishing on Tuesday, I can see this card, just by changing the calendar view. I’ll show that in a few minutes.
I want to create a template here. And it’s just a blank page. But this is where I would put like, the task so it would be to write and it would be to find images, etc, etc, etc. Oh, need to double-box that. And that will just duplicate to each. So this is like a blog post template. Okay. And then I can…
Amalie Shaffer 29:13
Can you assign those checklists, you can assign those right, I think?
Briar Harvey 29:18
Yeah, so in Notion, I can do it at the top level, right? Okay. I can do that here with a person and I can assign any number of people, or here I just add that person. So we’ll just add me and that will show up and I will be notified every time this card is or every time this template is used, then I will automatically be notified that I have a new sub task. Okay.
Amalie Shaffer 29:59
So the Due Date that’ll be associated with those checklist items would be what? Like, how will that person know when that’s due, right? When is ready to do?
Briar Harvey 30:08
So I can, in Notion, I could manually write a date here. But I don’t, I can’t actually assign to this subtask. Subtasks just kind of flow in Notion, they are not attached to anything. And when I checked this off here, you will only ever see it here unless I’ve created a relationship to it someplace else.
Amalie Shaffer 30:45
But you could do a bunch of, you could do like writing due with the date, like at the top where you have recording date public, you could do writing, design, you set up the due dates that way, and then that would let you see it in your calendar. So that’s actually that’s nice.
Briar Harvey 30:59
Absolutely. With notion, it’s really about how you want to set it up and what works for you in terms of figuring out the structure. So we’ll go ahead and do another task. And then we’ll need to assign some dates here so that I can show this on.
Amalie Shaffer 31:25
Can you show applying the template?
Briar Harvey 31:28
Yep, that’s easy as pie to do. So I go up here, and I can create a new card with the blog post template, we’ll call that task number three. I haven’t applied the template. And you can see here that there’s text, right, there’s nothing here on this card. If I open it, then I can automatically come here and apply the template.
Amalie Shaffer 31:54
Oh, that’s cool. Okay.
Briar Harvey 31:59
And then, sorts are, you have a lot of control here, I can sort by dates, all of my dates, I can sort by name, I can sort by who’s assigned to.
Amalie Shaffer 32:12
Or tags, like if you have someone that’s doing like a food blog, who has like recipes, could do dinner, breakfast, whatever and then you can start to see, yeah, that’s nice.
Briar Harvey 32:24
We already have a tag, okay, so tags then would be things like Facebook, and blog posts, and YouTube. And I, so with tags, in particular, with Notion, I have two options here, a multi select, or single select, single select allows me to only select one, multi select is tagging. So I can go through, I can tag as many of these.
Amalie Shaffer 32:53
And what platform they’re gonna be on.
Briar Harvey 32:55
Right. What’s going in all of the places, I’d be tagging all of that.
Amalie Shaffer 32:58
Briar Harvey 32:59
That would also mean probably that I’d want individual fields for the Facebook link, which is a URL, yeah, and a link for the LinkedIn link, etc, etc, etc. I can also and this is really helpful in Notion because this top level can get really cumbersome really quickly, I have the ability to hide the property always or when it’s empty. So if it’s empty, I can just click this drop down, and then those will show up. But if I’m not actually interacting with it, it’s nice to be able to just see.
Amalie Shaffer 33:44
And the other thing you could do with the tags is similar to what we do with we use. It’s called labels, but basically, like, we’ll say, what blog category, so like, we have productivity, business, marketing, whatever. And then that way, you can set that as well, which is nice. And having it that way. Like the way we have the custom fields makes it super easy for everyone to find the information. I think that’s so important because when you have this process so many times people spend so much time looking for all the things that they need. Where’s the Google folder? Where’s the link for this, where’s that? If you put it in a convenient place for everyone to find it, it makes it easier and it cuts down on on excessive time spent looking for things you know, versus just being able to go to the task take action and know exactly, have all the information in one place.
Briar Harvey 34:36
If I build out SOPs and link them other places, I also do that here as a URL. If I have it as a PDF, I can do that too as a files and media and I can drop all of my files in media drive directly in. Or if I have, for example, a standardized template that I use for Instagram that can go here, and then it can just be uploaded directly every time I need it.
Then here’s where the magic is in notion, it’s in adding a view. So I’ll go to calendar here, and we’ll just right now you can see task one, task two, because I assigned those dates, and we’re looking at them by due date. But I can also look at publication day, and recording date, etc. And you can see they just move around on the calendar, I can also filter out by specific tags or types, so that I’m not seeing those. And I can specifically, you know, add them here as well. So if I know that I am going to be starting a task that automatically puts in the publication date, because I added it on this screen, and then it got just task number four, like I can apply the template here.
Amalie Shaffer 36:28
Nice. So when people let’s say, so we use the comment area a lot. So the comments back and forth. That’s really where so my whole thing is, if it’s discussion around a task, it needs to be in the task. In the project management tool, we have Slack, but that’s more for general conversations. But anything pertaining to a task needs to be in those comments, like updates or whatever questions, whatever. So that’s where you do that is right there.
Briar Harvey 36:57
So I can add a comment here. But again, because I can tag directly in I can also say hey, Briar, I need XYZ directly into the card. Comments, if I do that in, “hey Briar.” And I would need to add myself a Briar XYZ, I can, when that’s done resolve it.
Amalie Shaffer 37:32
We can do that in ClickUp too. I love that because it might just to get their attention about something we can in comments, we can add mention and assign the mention to someone. So there is a difference between a regular comment and an assigned mentioned. So I yeah, that’s great, or assigned comment.
Briar Harvey 37:53
Amalie Shaffer 37:54
You know, let’s say in the way that I was showing the sub to I’m sorry, you were going to say something.
Briar Harvey 37:59
You’re fine. Additionally, you can rearrange and play with layout of the card here. So I can have a number of lists. I can have like this. This is the XYZ the post gets written in this order. But then I can have all the SEO stuff here. So I can oops, I can make this like a heading. Right SEO here. And then I can add the specifics of the SEO checklist check rankmath. Yeah. Change title. Update, the whatever. Yeah. So I can build multiple lists and add those to the template.
Amalie Shaffer 38:53
Okay, and so then you would probably add a field at the top that’s like SEO update due date or date and then you would set a due date for that so that you had it like on the schedule like planned. So how do we translate how I was showing subtasks with the instruction, this would be like, the instructions would be here like the quick checkoff, those items, these would be these checklists, or there aren’t actually subtasks per se, it would be these checklists, right?
Briar Harvey 39:24
So this is the essence of a checklist, okay. And subtasks are not really a thing in Notion. There are cards and you can add all of your assignees here and you can add multiple assignees here, so it can be me. And it can also be Heather, right working on the same project at the same time. So we’re all going to get notifications for it, but I can also just add me here.
Amalie Shaffer 39:54
To say who’s gonna do which checklists.
Briar Harvey 39:56
Right. Or I can do that here. Right. And what’s going to happen? Let me see if I can show you that. So when I go into my updates, it will know, because it’s me. But you can, when I add myself, I don’t get out, right, but if someone else did, but if someone else did that, they would all show up and they’d show up by line. So I’d see that there was a @Briar on checkbox, check rankmath. And it would show me that it was attached to this task, okay. That’s how that would work.
Amalie Shaffer 40:40
Okay. And then from here, this is where you start to build out that content calendar. S o if you had like, you want to do a place where you like dump ideas to pull from so you have sort of a list of them? Where would you do something like that?
Briar Harvey 40:59
I just do that here and add a new task. And we can also do so I have all multi use, or all multi tags up here. But if I wanted to use this, like Trello, what I would do is come in here and add a property that is stage, then it would be a select. So then it would be idea, or, and then add this to idea. And then I can create a different view up here. That is a canvas and board style, they will appear in the appropriate stage and notion, I can just drag and drop, just so I can move that where it needs to go. And then if I click on this task, now you can see that it’s been flagged with the editing state.
Amalie Shaffer 42:15
And I like that, because you can change the views. I think different people like to look at things in different ways. And for me, I like the list of view. I prefer that. And when I need to see just the overview, I can look at the calendar view. But for me, it just, that’s just how my brain works. I don’t know. I don’t know. It just is it works for me.
Briar Harvey 42:36
Notion has a ton of views.
Amalie Shaffer 42:38
I like the table view in Notion. ClickUp has a table view as well. And I like it. I like this because it allows me to see all the things.
Briar Harvey 42:49
But if it’s big, and it’s complicated, and it’s long, I also like being able to just look at the list because I can get rid of all of the properties except for the title.
Amalie Shaffer 42:59
Yeah. Or you could look at all the properties if you want to see the breakdown.
Briar Harvey 43:02
But in the list view it gets clunky. I have say tags and labels and maybe stage. You can see that all, there’s not any, there’s no block organization.
Amalie Shaffer 43:20
Right. And that’s why the table makes more sense when you’re trying to look at all the different things right? The calendar when you’re planning the calendar. So prior to, if you’re not ready to take action, you could come in, put all your ideas in scheduled on the calendar, get your plan, and then start assigning everything so that people can start working on so you could come in if you’re trying to do three or six month content planning, you could come in and do that.
Briar Harvey 43:47
And absolutely that I find that to be one of the benefits to notion is the ability to do long term forecasting on the calendar. Yeah, because I can just say, “Hey, I have an idea that would go in really well here three months from now.” And then I can also see that if it’s got dates, potentially, with the timeline view. Let’s see what happens.
Amalie Shaffer 44:14
Oh, then you can see and see where and when. So let me ask you this. So let’s say you have YouTube as well, just like we were showing in the other template. How would you do that? Would you do that in the same place, you can get a full view of your entire calendar, like you would just have topics and then use the tags?
Briar Harvey 44:34
What I do is I just create a new template that was for YouTube specifically. I can add a label here. That’s YouTube. I can have channel listings there. Sure. I can tag it YouTube. And when I do this in the template, then name scription. When I add these tags or any kind of dependencies to the template, and like I said, it automatically carries over to what I’ve added. That’s pretty similar.
Amalie Shaffer 45:25
Yeah, that’s great.
Briar Harvey 45:28
Now, visually graphically, Notion is not always perfect. I cannot come in here and like, change these colors. It’s just always going to be this box on this background.
Amalie Shaffer 45:46
Oh, I gotcha. Okay. Yeah.
Briar Harvey 45:51
I can potentially view. Let me see that is I can add properties. So I can show the labels and things or we don’t have any of those checked tags. Maybe I say, yeah.
Amalie Shaffer 46:15
Okay. Yeah, I like that. That’s the one thing in… Well, you can filter the calendar in ClickUp to show specific labels and stuff. But it doesn’t look exactly like this. So I like that. Yeah.
I want to, I do want to really quickly, do you have anything else to add? I wanted to show the table view in ClickUp just so people know how to get to that as well. But if you have something else.
Briar Harvey 46:47
Let me also show really quickly gallery because this one’s specific to Notion. I have the ability to show all of the… and it’s just it’s just a gallery. If I have images, I can set that up. So that the card preview, is the image, not the content, it’s the page cover, or it’s a specific attachment. So I have the ability then to look at this visually.
Amalie Shaffer 47:23
Yeah, that’s nice.
Briar Harvey 47:24
And see what I if like, Instagram, in particular is a place where this is handy, because what you’re looking at is…
Amalie Shaffer 47:33
What’s going to look like.
Briar Harvey 47:34
What it’s going to look like, right, so that that’s actually an incredibly helpful tool. But that’s all I’ve got. So you can switch.
Amalie Shaffer 47:43
I just want to quickly show the table view, because I do think some people like that. So to do that, you just add a view, you go to table. And then you have your table view. And you can add the you know how we created the asset folder, you can create the platform. So then you can, you know, put those in here, if you added, you know, YouTube verse, whatever, then you can add that view at the at the folder level. So if you wanted the TableView at the folder level, then you’d be able to see everything, you know, you can add the different.
You can even add like checkboxes, you can add show different labels progress as like subtasks get checked off, it can show like a progress bar, you can do drop down menus, different dates, that was like the thing. So if we had like a publication date, like Briar was showing, you can do that here. But again, I’m setting this at the folder level, which means I’m going to be able to see everything that’s going on, I’ll be able to see all the different labels, let me see where let’s do labels and we’ll do platform. And there’ll be maybe blog, YouTube. We also use this for like keywords and things like that, too. So then you can set like, this is the blog, you can change the colors of these as well.
Then if you do it at the folder level, now you can see everything that’s going on. You have your calendar view, you have your board view, so that’s going to look like I don’t prefer if I look at the folder level, I don’t prefer to look at it in board view because it puts everything, it’s not clear to understand. I don’t know, I don’t prefer to look at it like this, but honestly, but the list view is easy. You can see blog production versus YouTube.
And then there’s you know, they have the timeline view. You can add that if that’s how you prefer to look at it, but there’s a lot of flexibility just like with Notion.
But yeah, I mean, I think it’s it’s really great, honestly. Thank you so much for being here. And we’ll keep an eye on for questions. If you guys have questions, put them in the comments. I’ll be checking them. And if there’s questions that I can’t answer, I will get them to Briar. To find out more about Briar, I’ll be putting her website in the show description. And, again, Briar, thank you so much. This was awesome to see the comparison because I think they’re both really great platforms.
Briar Harvey 50:30
I think just that’s exactly it. They do almost the same thing, but not in the same way. And so it’s really helpful to be able to, like I can see why ClickUp doesn’t work for me. I can’t drag and drop. I can’t go “Oh, hey, this goes over here because I just need to put it there now”. But there are many things about ClickUp that I am somewhat envious of.
Amalie Shaffer 50:55
Yeah, absolutely. And same with Notion and, and I think ultimately what it comes down to is committing to using a platform, whatever it is, especially if you’re growing with a team. You have people working for you. It’s really important to stay organized and email and Google Docs is not enough, right? Like spreadsheets are not enough. You need more than that. Not to say that some things can’t be organized that way but not all things. So thank you so much. And anyone that watches the replay, obviously leave us questions if you have them comments, like the video and I will see you next time. Bye.
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