We can confidently recommend ClickUp for any business owner. We use ClickUp internally for DaSilva Life and for our clients! But for agency owners in particular? ClickUp is a must-have for project management, communication, and streamlined business operations.
Learn what ClickUp can do for your agency below!
ClickUp is an all-in-one project management platform that helps business owners — and agencies in particular — collaborate and work more productively.
Key features and functionalities include:
We use ClickUp for our own business and our clients, so why do we love it?
ClickUp has everything you need to run your agency more efficiently and help it grow. As you hire team members, serve more clients, and take on more projects, you need a platform that can keep up with you. ClickUp is that platform.
One thing we love about ClickUp (and we recommend you start with) is the ClickUp Hierarchy. This helps you sort your work by team, project, department, or whatever category you decide.
Here’s how the Hierarchy works:
Understanding the ClickUp hierarchy is key to setting your agency up for success!
Once your Hierarchy is set up properly, spend some time organizing your tasks and projects.
We recommend mapping out your project workflows with our ClickUp Workflow Template. With it, you can view a project from start to finish, seeing which agency member is assigned to which phase, due dates, tasks within phases, and much more.
Don’t forget to set due dates, assign team members, and choose priority for your projects. Assigning team members ensures that you aren’t overwhelmed with tasks that can be handled by someone else. Due dates and priorities, of course, let your team know what’s most important on their lists and when it’s due!
These ClickUp features promote transparency and accountability within your team, too. Everyone knows what they’re responsible for. And every part of a project can be tracked and its progress can be tracked. It’s the best tool for collaborating with your team.
One thing we love most about ClickUp is how it can integrate with other commonly used business platforms. Slack? You got it. Google Calendar? Yup. Dropbox? A must-have. All those tools you use to run your agency can integrate seamlessly with ClickUp.
Ever had to play phone/email/voice memo chat with one of your clients? Bet that was frustrating! That’s why you need one platform for managing not only client projects but communication, too.
Client dashboards inside ClickUp serve as central hubs where clients can collaborate with you easily. In their dashboard, clients can:
Here’s another handy ClickUp feature. Say you want your client to be involved with the project but you don’t want to give them actual access to your tasks. With ClickUp, you can create a public view for their project so they can still see what’s happening without editing the project.
Time is money for business owners, but even more so with service providers like you. Every minute counts when it comes to agency work, which is why we recommend ClickUp for time tracking and resource management.
ClickUp has a native time-tracking feature that lets you track your time for tasks, enter time manually, and track time that isn’t tied to a specific task. All time entries are non-billable by default, but you can change that setting for your workspace. You can even use ClickUp for time blocking!
Using Workload view helps you visualize the amount of work your team has on their plates in a given time period. What’s great is that your agency member’s actual workload is compared to the capacity set for them. This is super helpful in allocating resources and managing workload.
We’ve covered a lot of the basics of using ClickUp for agencies. Now, are you ready to take your ClickUp game to the next level? Let’s talk about advanced features that can improve your systems and processes even more!
Once you map out your workflows, what’s next? Automations! You can automate and customize workflows to save time and boost your productivity. If you want a YouTube video to publish automatically, for example, you can set an Automation and take it off your plate.
Here’s how it works: every Automation begins with a Trigger that initiates an Action. You can set Conditions that have to be true for the Automation to launch.
For example, if a task changes statuses, use automation to reassign the next person and change the due date. This minimizes human error AND saves you loads of time.
You’ve already seen how ClickUp can help you organize your work…but there are tools to let you organize even further. Custom Fields, for example, let you sort and categorize your Workspace according to different types of data.
For example, if you're wanting to build out a Client Database with different standard information, use Custom Fields to create those data points.
Kyma Media, a global sports and entertainment management agency, was growing rapidly. They managed over 1,200 campaigns and worked with over 100 creators. As their biz scaled, they felt like things were slipping through the cracks.
They were wasting time managing ClickUp instead of letting it do the work for them. That’s where DaSilva Life came in!
We sat down with Kyma Media to understand their processes and workflows, how they were currently using ClickUp, and their goals and expectations. And then…we built out a unique solution!
When it came to building Kyma’s ClickUp, we started with implementing Workflows and Custom Fields. Every workflow included tons of Custom Fields that allowed every team to see and track all the details about any campaign, without having to manually click around. A huge time-saver.
We also implemented Automations that streamlined how tasks were populated, sorted, and managed. For example, when a task status changed to “Finished,” ClickUp automatically created subtasks and assignees to gather and send analytics for that campaign.
What did Kyma have to say about the results? “Their work has undoubtedly saved us hours upon hours of work every month!”
We love to hear it!
Whether you’re completely new to project management tools or are looking for the best platform for your agency, ClickUp is the answer! ClickUp has the features and capabilities an agency needs for every element of business: client communication, team collaboration, time management, and streamlined systems and processes.
And if you don’t have time to overhaul your agency on your own? We can take care of it for you with a custom ClickUp build!
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With a custom ClickUp build, you get the complete package. Workflow creation and optimization, automations, plus training and support. We handle strategy, system building, and implementation at every step. And once your build is done, we make sure that it works for your agency.
Learn more about custom ClickUp builds here!
