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Are you tired of seeing your team stretched to the limit, exhausted, and on the verge of burnout? Discover the surprisingly SIMPLE strategy that will slash stress and boost productivity, without breaking the bank on new hires. This approach not only saves you money, but also fosters a healthier, more engaged, and motivated team!
Imagine a workplace where your team members are happy, energized, and excited to come to work every day. A place where they feel valued, supported, and empowered to do their best. This is not just a fever dream, it’s an achievable reality that you and your team will definitely thank me for!
This reminds me of my client which is Little Luna, the OG of recipe blogs where we worked with them to get their team out of full-on burnout. The team at Little Luna was ready to add additional team members to pick up all the work but as you can see from their review – we saved them 40% of their time and the team is happy, and excited to get back into work and to do all the things!
How do we reduce stress and team burnout then?
The Villain of any joyful and thriving team environment: Constant Stress!
Constant stress is the villain in many workplaces today. Overworked employees are on the verge of burnout, leading to decreased productivity, creativity, and commitment.
In the States, the infamous saying is that “everybody is replaceable” but is adding more team members actually the right decision? Think again!
Bringing in new team members translates to higher costs, lower productivity and lower commitment average so what more if you’re replacing an old member?
Here’s one statistic that will boggle your mind – It costs you anywhere from 50 to 150 percent of your annual salary! This is because they are not productive yet, they’re unhappy, or they just quit because they’re not getting what they need. More so with highly skilled team members that will bump that cost even up to 200% and that’s not even an exaggeration.
The high cost of replacing employees is enough to make any business owner think twice about their team management strategy. But the real cost of burnout goes beyond just the financial aspect. This overall can have a ripple effect on the entire organization, impacting everything from the quality of work, to unity and environment.
My SIMPLE SOLUTION? CLICKUP!
YES! ClickUp – a cloud-based collaboration and project management tool suitable for businesses of all sizes and industries. You might be a little confused but let me break it down why it’s the hero to your business antagonist!
ClickUp needs to be your single source of truth
If your team is spending time clicking all over in so many different tools, not knowing where they can find information and where they get what they need, the day will pass by so quickly and nothing will ever be done. And that’s where ClickUp is a superhero to save your day!
Clickup has a lot and I mean, A LOT of functions that can accommodate bits and pieces of process management that will ultimately get that heavy burden off your team’s shoulders.
ClickUp features and how ClickUp’s hierarchy is set up
ClickUp allows you to go all the way to the big picture. No matter what project, which team member, or what project management tool – you can see everything! Having this comprehensive view of your team’s work will empower you with the knowledge of what needs to be addressed and when it needs to be done.
Now looking into a more granular level, you can also effectively use the ClickUp hierarchy to streamline work processes and avoid silos. A company that operates in silos wastes valuable resources, similar to playing a game of telephone where information gets distorted and lost in transmission. Instead, let’s focus on clear communication and collaboration to ensure that everyone is on the same page.
One way to achieve this is using active-based statuses. You can quickly determine if someone is working on a task or not, eliminating confusion and promoting accountability. The statuses can vary from “to do”, “in progress”, “waiting in tunnel”, “waiting”, “external proof”, to “complete” and can also include automated task creation.
With these automations in place, you can streamline workflow and improve productivity. Additionally, external automations based on our process and task management within ClickUp assets are being created in other tools like Google Drive that we use for asset management.
There’s also a powerful feature in ClickUp which are custom views and these can be used in different cases. One of our most used ones “On Fire” shows the tasks that need to be taken care of right now, rather than just by due date. This is flagged as urgent in priority.
Using ClickUp Dashboard also ensures a smooth onboarding process for team members. The user-friendly dashboard in ClickUp that contains all the necessary resources and tools they need on their first day.
Providing comprehensive team training is crucial to empowering your team to perform at their best. Without proper training and resources, team members may not be aware of their full potential and capabilities, leading to decreased productivity. By investing in your team’s development, you can create a motivated workforce.
If you’re curious about ClickUp and don’t know where to start – I have the nitty gritty and best practices of it all in my book: Mastering The Basics of ClickUp! The basics of mastering ClickUp gives you and your team the resources to build a strong foundational knowledge about ClickUp that allows you to focus on that one thing that makes or breaks implementing all of this in your business.
One thing that makes or breaks implementing all of this is creating repeatable systems
Repeatable systems are often preached as a key factor in scaling a business, but what exactly is their impact? By implementing a concept called vertical integration, we’ve been able to significantly scale companies through the use of repeatable systems.
Currently, we’re working with Everbowl and WeBuild to expand their existing operations and support their teams in maintaining a fun and enjoyable work environment, all while growing the business.
How to create repeatable systems in ClickUp to reduce stress and team burnout (without hiring more people)
Status vs Stages
To effectively manage your team’s workload and support them, it’s crucial to distinguish between statuses and stages.
Active-based statuses indicate whether someone is working on a task or not, providing a clear picture of the team’s current workload. This information allows you to quickly identify any tasks that are stuck or delayed, such as those waiting on external approval.
On the other hand, everything that is not action based like this is a stage. It represents the overall progression of a project and I have a video about that for you. It is also mentioned in the book. Don’t worry, it’s got its own chapter in there.
Data vs Actionable items
It’s essential to separate data from actionable items. Now I do have another client that comes to mind. Initially, Everbowl’s location information was embedded in tasks and subtasks, making it difficult to quickly access and analyze the data.
To address this issue, we separated the data from the actionable tasks in the project, creating a more streamlined and organized system.
This CRM setup, which includes clients, locations, and vendors, provides a quick and easy overview of active projects and specific data points. Every information is readily accessible, allowing for more informed decision-making and improved project management.
The actual project management is run in the project space, which is dedicated to actionable tasks and includes signatures, task templates, and other essential tools.
By separating data and actionable items, Everbowl has been able to maintain their rinse and repeat processes and continue to quickly and efficiently build new locations. Now we are taking their repeatable processes to the next level by optimizing and automating task management.
Looking to streamline your business and boost efficiency? Let me be your guide to mastering ClickUp, Automations, and Integrations. Request a consultation today. Let’s work together to take your business to the next level and achieve your goals with ease!
Automating Task Management
Optimizing your processes allows you to determine exactly what needs to happen next at each step. Once you have identified the best-case scenarios, you can template the processes to improve efficiency and productivity.
PRO TIP: Assigning ownership is also essential, as tasks should always have a due date and an assignee. Without this information, it’s unclear who is responsible for completing the task and when it’s due. This lack of ownership can also make it difficult to track progress and ensure that tasks are completed on time. Moreover, having an assignee and due date enables you to take advantage of custom list views and other tools to manage your tasks more effectively.
Anything that can be templated can also be automated, further streamlining your workflow and reducing the risk of errors or delays.
Want an insider access to the OG of ClickUp that just wrote the book on ClickUp, ready to be at your beck and call? Join our supportive community for exclusive tips behind the scenes to support you to get started on building your dream team!
MIC DROP: Alleviate Workload stress and save your team from burnout
Adopting a mindset that values sustainable productivity over disposable hustle culture can have a significant impact on reducing stress and preventing burnout not just for you but also your team.
Instead of simply throwing more people at the problem, you can start by optimizing processes and templates that can lead to lower costs, lesser confusion and improved productivity.
The success of companies like Little Luna and Everball is a testament to these approaches along with having ClickUp as a powerful tool to manage tasks, projects and team members.
By prioritizing the well-being of the teams, organizing their workload and automating repeatable tasks, these companies have been able to achieve impressive results.
As promised, here’s a freebie for everyone who wants to start their business with less burnout and more productivity today!
Using this video, I’ll walk you through exactly which process you need to get started with. Focusing on streamlining, optimizing, and automating. This process will give you the path to less burnout and more productivity in your business.
YES, it has a free template for you too!
Episode 173 – Transcript + Timestamps
The Shocking Way to Reduce Stress and Team Burnout without hiring more staff
Strategies To Reduce Stress And Burnout
[00:00:00] Yvonne Heimann: Is your team stretched to the limit, exhausted, and simply burned out? Today, I’m revealing a surprisingly simple strategy that slashes stress and combats team burnout. And no, it does not involve hiring more staff and increasing your cost of doing business. Stay till the end for a bonus that allows you to take action and eliminate burnout for you and your team today.
[00:00:25] Think of a workplace where constant stress is the villain. A lot of my clients were there, overworked and on the verge of burnout, just like many of you might be now. One specific client comes to mind, Little Luna is the OG of recipe blogs. And we worked with them in 2023 to get their team out of full on burnout. The team at Little Luna was ready to add additional team members to pick up all the work that was perceived to be there.
[00:00:58] Now in the end, as you can [00:01:00] see at that review, we saved them 40 percent of their time, and the team is happy, excited to get back into work and to do all the things.
Valuing Your Team; Improve Productivity And Lower Costs
[00:01:07] Now the question is, how did we do that? And I’m gonna dive into this in just a second after we talk about why taking care of your team is so important. Here in the states, it seems to be everybody is replaceable. And that’s right. Everybody is replaceable or we simply add more team to get more work done.
[00:01:26] More team means we also have more cost. An unhappy team also means lower productivity, lower creativity, and lower commitment, which also translates into higher cost without even bringing more team on, because the team comes into work and is like, oh, I really don’t wanna do this. Now that comes from the team not being supported, how they’re supported.
[00:01:49] But again, we are diving into more of the specifics of this here in a second. I wanna bring you one statistic that has boggled my mind. When you’re replacing a team member, it costs you anywhere [00:02:00] from 50 to a hundred and 50 percent of their annual salary, and high skilled team members even up to 200 percent. So can we agree that keeping our team happy, productive, and efficient, actually saves you money. So we agree we are getting out of this hustle mentality, and everybody is replaced.
[00:02:18] Now, if you and your team are burning the midnight oil right now, it is time for change. Hit that like button if you are ready for a solution that will make you and your team’s life more enjoyable, fun, and productive again. And as I just mentioned, therefore also cheaper in you running your business.
ClickUp Tips To Save Time And Streamline Workflow
[00:02:38] So how did we do that? The answer is actually quite simple, ClickUp. Yet how do you get these kinds of results might not be quite as simple. So let’s break it down to some fundamental features that made this possible so you see the power of having everything in one place and using ClickUp to [00:03:00] run your business efficiently, again, reducing stress and eliminating your team’s burnout.
[00:03:06] Number 1, click up needs to become your single source of truth. If your team is spending time clicking all over in so many different tools, not knowing where they can find information and where they get what they need, the day is gone before they’re gonna have done anything at all.
[00:03:22] Number 2, ClickUp’s feature and how ClickUp’s hierarchy is set up. This is a big upside to a lot of other tools like Trello and Asana too. ClickUp allows you to go all the way big picture no matter what project. No matter what team member. No matter what location in your project management tool it is. You can see everything.
[00:03:45] And I’m talking not just me everything, but company everything. And if you can get that big picture of you knowing exactly what’s going on and what needs to be taken care of. You can’t tell me that doesn’t reduce stress and burn out. Now being able to go from [00:04:00] big picture to granular also allows you with the right use of the hierarchy to work not in silos. A company that works in silos loses resources.
[00:04:11] It’s like doing silent telephone where conversations just get forwarded and it by the time it gets to the person where it needs to be, it’s just all gone. So let’s not do that. Then also, ClickUp status optimization. Really using your statuses how they need to be used. Statuses are active based.
[00:04:33] Is somebody working on it or not? Meaning, it’s a variation of to do, in progress, waiting internal, waiting external, proof, and complete. Automated task creation. You see a couple of automations right here that are automatically happening within our workflow. Not only that, we take this to a next level with external automations, where based on our process and task management within ClickUp, [00:05:00] assets are being created in other tools like Google Drive that we use for asset management.
[00:05:07] Custom views, this is silo high up as an example in our everything view using a custom view 4 different use cases. In here, one of our most used ones, on fire. What needs to be taken care of right now rather than just by due date. This is flagged urgent. It needs to be taken care of.
[00:05:27] Using dashboards. In this case, we use a dashboard to make it really, really simple for a new member to get started in ClickUp, a dashboard with everything they need on their first day. Part of this is also the team training.
[00:05:43] You need to give your team the resources to be the best they can be. If they don’t know what they can do, they are not going to be productive. I dive really deep and explain the nitty gritty and best practices of all of this in [00:06:00] my book, The Basics Of Mastering ClickUp. You’ll find the link for this in the description. The Basics Of Mastering ClickUp gives you and your team the resources to build a strong foundational knowledge about ClickUp that allows you to focus on that one thing, that one thing that makes or breaks implementing all of this in your business.
[00:06:21] Now, the one thing that makes or breaks implementing all of this is creating repeatable systems. But before we dive into that, I want to know what would you do saving 40 percent of your time in your business? Travel? Family? Put some of this time back in your business to scale and impact even more people? Comment below. I wanna hear it.
Automating And Optimizing Repeatable Systems To Scale Your Business
[00:06:42] Now many preach about repeatable systems. Let me show you first how much of an impact repeatable systems really can have.
[00:06:49] Everbowl: Everbowl opens one new location every 6 days, how? I’m standing here in front of you, but, truthfully, I’m here because of the amazing team that we have [00:07:00] at our corporate office.
[00:07:01] So I’d like to tell you it’s me. It’s not, but it’s because of our systems.
[00:07:06] Yvonne Heimann: I’m actually working with Everbowl and WeBuild right now, to scale their existing operations even further, supporting this amazing team to keep work enjoyable and fun while scaling the business even more. Now, how did we do that?
[00:07:21] Number 1 is cleaning up status versus stages. When you are working with a team and you are really needing and wanting to know what their workload is to be able to support them if they have too much tasks or not enough tasks on their plate. The only way to do so is implementing active based statuses. The status should tell you is somebody working on it or not. With that, your statuses should be a variation of to do, in progress, waiting internal, waiting external, proof, and complete.
[00:07:53] That not only allows you to know is somebody working on it or not. Is it stuck because it’s in a client’s [00:08:00] hand waiting external and they haven’t gotten the stuff back to us yet? Or is it somewhere in approved status? Using time in status now gives you additional information to that. Everything that is not action based like this, is a stage, and I have a video about that for you. Don’t even worry about it. It is also mentioned in the book. Yes. It’s got its own chapter in there.
[00:08:22] Number 2, we separated data versus actionable items. Now initially, a lot of location information for Everbowl was stuck in tasks and subtasks. Now imagine you have to go through a book without any kind of index telling you where you find information. So with this, we separated data from actionable task items in the project.
[00:08:50] This CRM setup right here, separated in clients and locations, and we will be adding vendors to this too, allows us to get a really [00:09:00] quick big picture overview of what is the specific data points on these projects and these contacts as well as assisting information, again, about the location. And then the actual project management is being run-in the project space, which is full on actionable with assignee’s task templates and all the things.
[00:09:24] Everbowl already had done an amazing job of running rinse and repeat processes. That’s how they’re able to rinse and repeat and build locations this fast. Now we are taking their repeatable processes to the next level by optimizing and automating task management. I know a lot of you are creating content. With this, let’s take a quick look on how we can automate task management.
[00:09:54] This is actually quite simple. When you have optimized your process, you know [00:10:00] exactly at which point what needs to happen next. Now you can template that at a best case scenario is what needs to happen, when, and then last but not least, giving ownership. Your tasks should always have a due date and an assignee.
[00:10:18] If you don’t have a due date and an assignee, who is supposed to be doing this? Not only that, It also means if you don’t have an assignee or a due date, none of these everything custom list views, whatever you build, will have any advantage to you because nobody owns it and it’s never due. And believe me, anything can be templated. And if it’s templated, it can be automated. Now it can only work with so many 1 on 1 clients.
[00:10:49] And if you want insider access to the OG of ClickUp that just wrote the book on ClickUp, ready to be at your beck and call to answer your [00:11:00] questions, join our supportive community for exclusive tips behind the scenes and point people who know ClickUp inside and out to support you and answer your question. Link is right below.
[00:11:10] Now I’ve seen the impact it has. When you rewrite the narrative that comes with disposable hustle culture, everybody can be replaced. You gotta work 24 7.
[00:11:20] Let’s reduce stress and prevent burnout without just throwing more people at the problem. It usually reduces your cost and exponentially improves productivity. You’ve seen it on the example of Little Luna, as well as Everbowl. Walking into the Everbowl office, I swear it is so much fun, and they are getting how much done and how many locations built.
[00:11:46] So if you want to start today, I’m sure you’re asking, but how? You’re not the only one. Pretty much everyone asks me, where do I start? So much is going on in my business. And I promised you a bonus.
[00:11:58] This video right here will [00:12:00] walk you through exactly which process you need to get started with. And yes, it has a template for you too. If you want more efficiency and productivity tips on how to deal with less burnout and scale your business, hit that subscribe button. I’ll see you in the next video.
00:00 | Strategies To Reduce Stress And Burnout
01:07 | Valuing Your Team; Improve Productivity And Lower Costs
02:38 | ClickUp Tips To Save Time And Streamline Workflow
06:42 | Automating And Optimizing Repeatable Systems To Scale Your Business
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