ClickUp

Finish Tasks in Minutes, Not Hours, With ClickUp

September 24, 2024

Case Study: How ClickUp Helped His Productions Finish Tasks in Minutes (Instead of Hours)

In this case study, we’re looking at how our custom ClickUp build made an impact on His Productions! His Productions is a post-production company in northeast Indiana that focuses on producing TV, radio, and podcasts for churches.  

See how we helped His Productions finish tasks in minutes (instead of hours) with ClickUp by bringing their workflows from Google Sheets to ClickUp,  automated manual, repetitive tasks, and integrated tools like Dropbox to keep organization seamless.

His Productions’ problem: Digital disorganization

The His Productions team, led by founder Josh Brown, had an organization problem. Everything was everywhere: Google Docs, Trello, emails, and more. This disorganization was costing them precious time. Managing and completing tasks, finding information, and communication between team members was taking longer than necessary.

Josh knew things needed to change. He and his team had tried project management software like Notion, Basecamp, Asana, and Monday.com before landing on ClickUp.

ClickUp was the right tool for the team, but in the beginning, they found it unorganized and confusing. Josh didn’t know what was possible in ClickUp and how much it could benefit His Productions. That’s when we came in.

His Productions’ solution: Automating, streamlining, and centralizing

We’re proud to say we helped Josh feel confident in his decision to choose ClickUp for his business. We were also ready to show him and his team just how powerful ClickUp could be!

Decluttering and organizing

To help Josh’s team improve deliverable timeliness and team communication, we focused on streamlining their workflow structure and creating custom Dashboards that provide real-time visibility into key metrics and project statuses. For agencies, this kind of visibility is crucial because it ensures everyone knows what’s due, who’s responsible, and where potential bottlenecks are.

Here’s how we achieved that:

  1. Custom Dashboards for Each Team Member: Each team member had their own Dashboard, displaying their tasks, deadlines, and workload in real time. This clarity helped individuals prioritize and manage their tasks more effectively, preventing delays.
  2. High-Level Management Dashboards: For leadership, we built a top-level Dashboard that offered insight into the entire agency, from team deadlines to financial metrics. This allowed management to intervene when necessary, keeping projects on track without needing to micromanage.
  3. Centralized Communication & Status Updates: with ClickUp’s task comments and notifications, we were able to consolidate all communication in one place. This eliminated the need for constant back-and-forth Slack messages and ensured the team could collaborate on tasks within the platform.
  4. Real-Time Progress Tracking: by optimizing the client workflow in ClickUp, this enables the team to see task progress and track who is responsible for the deliverable next, further improving timeliness and accountability.

Now, His Productions gets deliverables to their clients much more quickly. These deliverables are readily available in their clients’ profiles, cutting down on wait time (and increasing client satisfaction, we bet!).

Team communication has also improved. Every employee can see their workload via their Dashboards. Deadlines and due dates are clearer. It’s easier to collaborate and track progress on tasks by tagging specific people, too.

Streamlining and automating

When Josh and the His Productions team partnered with us, their processes were scattered across multiple platforms, leading to inefficiencies. While their workflow was defined, there was significant room for improvement through streamlining and automation.

We conducted a thorough audit of each process within the agency, identifying areas to optimize and automate using ClickUp.

One major improvement was consolidating their segmented processes—previously spread across various Google Sheets—into one unified system in ClickUp. Now, instead of each team member working in isolation, there’s a clear pipeline for every client. The system automatically assigns tasks to the next person in line and updates payout lists when tasks are completed. This not only ensures smooth handoffs between team members but also keeps everyone on the same page, improving efficiency and transparency across the board.

Now, Josh saves about 25% of his time thanks to their new organized system. Some tasks were eliminated completely after being replaced with automations, freeing up more time for him and his team.

Just how much time did ClickUp save His Productions? The process of assigning their production schedule now takes ten minutes as opposed to over two hours! That’s huge!

His Productions stays organized and works more efficiently

After customizing ClickUp for His Productions, Josh and his team now enjoy a more structured workspace, better collaboration and communication, and more time to devote to client needs.

Josh said:

“DaSilva Life created a custom platform for us on ClickUp that solved all of our management problems…we have access to every single project and task all in one place on ClickUp, thanks to their custom build.

Unequivocally, bar none, DaSilva Life is the best company to work with for consulting, coaching, and learning ClickUp.”

Thank you to Josh for the kind words! If you want to organize and streamline your agency systems like we did for His Productions, reach out to us today. We do custom ClickUp builds and HoneyBook builds, too!

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