Jira vs ClickUp – Agile Project Management in ClickUp

There are a lot of different project management systems out there.

Some really good, and some not so much. In this video, we’re going to talk about two of the most popular ones: Jira and ClickUp. We’ll compare the features they have in common, then discuss what makes them unique from each other!

But don’t trust me! I am just at the beginning of my journey with the agile methodology.

So for this ClickUp review and tutorial, I brought one of my community members Gustavo who has just finalized his team’s move from Jira to ClickUp and is going to explain to us why they took on a big move like this.

This is the perfect episode for all the ClickUp beginners out there considering leaving Jira.

00:00 | Intro
02:50 | How long did it take to move to ClickUp?
04:44 | What were the points of your frustration you faced with Jira?
08:20 | How did you come to choose ClickUp over others?
11:50 | How did you onboard your team?
17:30 | How do you use ClickUp as ticketing tool?
20:40 | Using Sprint folders for content creation
23:00 | What resources did you use to get started with ClickUp?
26:27 | Sprint Folder as client project??
30:00 | What’s your favorite feature in ClickUp? (ClickUp Goals)
35:03 | Sprints vs ClickUp Goals
37:30 | Your most positive experience you’ve had working in ClickUp?
45:21 | Got a metric that shows how things are better now?

Transcription:

[00:00:00] Yvonne: you’ve been hiding in the shadows way too.

[00:00:15] You always thought that you were baby.

[00:00:23] Yeah. Ooh, better step bends all the light. Just give it a try. I think that it’s time you let the spark you’ve been hiding in the shadows way tomorrow.

[00:01:11] Shouldn’t doubt yourself. Cause

[00:01:17] you, you should know that you have perfect with those foods.

[00:01:28] So give it a try. No

[00:01:34] given, hiding in the shadows way too.

[00:01:37] Look, I am not by myself on the screen today. Hey Gustavo, how are you?

[00:02:06] Gustavo: I am doing all right. How are you?

[00:02:10] Yvonne: I don’t know what’s going on with my throat right now. I’m actually just having coffee today. So I should be fine, but we know how that goes. It’ll catch at some point, if you guys do not know who Gustavo is, you probably have not been in the discord channel because that way has been quite active in discord channel. You can see right on top of his head, right there. Gustavo is pretty much my resident Agile Project Management go next to Evripides. We’ve been nerding out about Agile Project Management and ClickUp as you have been moving you team from Jira to ClickUp. When did you start that project?

[00:02:59] Gustavo: We started the project around July, I think and we transitioned everyone to ClickUp. So it was a quick move. It was pretty fast.

[00:03:11] Yvonne: Damn, that was like, literally just, like two months. No biggie. As you can tell guys, I have not asked that question before. It’s just, I know you’ve been working on it and you’ve been working on dashboards and everything. You’ve seen the video. If everybody watching, hasn’t seen the video yet, I actually showcase two of Gustavo dashboards in last Monday’s video. You are the one behind the art of showing me how to make nice dashboards around it. But we’ll be talking more about actual spoon planning in next week’s video. Guys, if you have any questions, pop them in the comment section, but you also know standard question. What are you drinking tonight? Did you ever drink Gustavo. Do you get some water close by?

[00:04:05] Gustavo: Yeah.

[00:04:05] Yvonne: You water, me coffee. Cheers.

[00:04:08] Gustavo: Cheers.

[00:04:11] Yvonne: So let’s dive a little bit into the nitty gritty because I know a lot of people watching either way. Yeah. Like with the title of the show, Jira vs ClickUp, people watching this video, are usually going to be in that situation of wanting to move, trying, checking out tools for Agile Project Management. So let’s start in the beginning, while you were still on Jira what were your frustrations with Jira? Why did you get to the point of looking for potential other Agile Project Management Systems?

[00:04:51] Gustavo: It’s kind of like a tricky question in a way, because I don’t want to put Jira on the spot basically because it’s a wide collaborations system. But we had the Jira server version, which is something you have to install yourself and configure yourself, maintain yourself, everything you have to do basically yourself. There are things that you can reach out to the community or to Atlassian, which is the parent company, but it was really complicated to do that, especially when you have a small team, a lot of projects. And, when you get to the point that you want to update your Jira, because there’s a newer version, then you don’t have the resources to allocate, to do that. So that was one of the issues that always carry around. We believe, or at least I believe that at a point Jira the initial configurations were like hard coded at some update basically. It was really complicated for us to include new things, create new teams or create new boards. It was like it was really weird and it took longer than what you expect. Other issues we’re like adding new people. We were at a cap around 50 people and whenever we wanted to add new ones, we have to go back and see which one we can delete to create new ones. Because we were working with this cap, which was flunky. I think those were like the main reflectsfor me. I used Assana for personal stuff. But no other tool like Trello or more there. Those were the things that I heard in the background, basically. So for me, Jira was always these like a ticketing system that you can’t configure more than you already have. If you want something, you just deal with it or wait for it and never get it. Basically.

[00:07:00] Yvonne: So, if there was one, what do you think was that one aha moment where it’s okay we’ve tried to make this work long enough. It just simply doesn’t work for us. We are going somewhere else.

[00:07:17] Gustavo: When my company got bugged last year, during this time, they introduced us to monday.com they use monday.com over there. So as soon as I saw monday.com and how things were working there. I said to my teammates look, Jira has to go. We need to find something like Monday, maybe transition to Monday or something like that because our collaboration system is no longer helping us getting there. It is a ticketing system. But there are better ones right now, and we can actually dive into some of those and see what’s best for us. That’s basically, when we start looking into other collaborations,

[00:08:05] Yvonne: Cool. So you mentioned a couple ones like, everybody working with Asana here and there. Trello in your case, I don’t think would ever be a real choice. You said you were looking at monday.com too. What was the point where you said, you know what? I think ClickUp is the right choice for us.

[00:08:27] Gustavo: Yeah. So that’s funny. That’s really funny. So I started looking into Monday. I got the free account start doing all the testing, messing things up. I look into Jira cloud as well because I thought, yeah, maybe we can continue with Jira, but with its cloud version, I really enjoy that for a little bit. I got, for no reason whatsoever in Facebook.. Because Facebook is not listening to you.

[00:08:57] Yvonne: ClickUp you’re doing a good job with your ads, right targeting.

[00:09:02] Gustavo: It was really funny. I saw the ad, I saw that the ad was a little bit Cringe and a little bit funny. I said to myself, yeah, let’s give it a shot. I click on it and I got the demo and I said, yeah, this looks different. It looks fun. I fell in love right away. It was like, maybe two hours into ClickUp and I said, this is the one that I wanted to use,it was pretty fast.

[00:09:32] Yvonne: Love at first sight. Let’s put a ring on it. I’m having way too much fun ClickUp social media. I was just joking with them on Twitter earlier where one of my posts is going out. What is ClickUp, the whole beginning thing. And they’ve been joking around with me off. Yeah. We knowour favorite project management tool. I’m like, yeah. Which one is that? Yeah, I think it’s click down. Maybe it’s swipe white. So it’s fun working with a tool that’s just having fun with it. Like there’s other wings out there. Other companies out there, I was literally just watching Wingstop go off the deep end. It was hilarious, but yeah, again, taking a project management tool that can be quite dry and boring and just making it fun and having fun with it. So it’s like putting a wing on it within two hours touch. Hey, I didn’t even put a wing on it that fast.

[00:10:36] Gustavo: The other one. Took us a little bit to decide, it wasn’t my decision. I actually showcase d Monday Jira and ClickUp to most of the team members here in Quito and also in the US and it was basically like a unanimous decision. ClickUp is the one that we like, but I actually had to build different scenarios on how we were going to run sprints or the Kanban. How were we going to work with the tickets and in the downsides of one system, the upsides of

[00:11:09] it.

[00:11:09] Hey ClickUp, if you need another good sales guy that can showcase how to use your tool, you just found one. So sounds like after your presentation, with a different use case scenarios, getting the team on board to the decision of, hey, we’re going ClickUp was fairly simple. How was it getting them to actually use ClickUp because that’s often a little bit a different where it’s like, ooh, this looks cool and then holy moly, how do I actually make this happen? How did your team go in that initial phase of actually using ClickUp? Did you have a lot of troubles or.

[00:11:48] I have to think it through a lot. Power users. I believe every company has those like power users there and we also have these power teams in a way, right? So the development team and the operations team, we use tickets all the time for everything. We run sprains, we run Kanban. So I knew from the start that they were going to be like the easiest thing to transition, because I can learn from those things. I took my power users basically editors and I trained them and I make them see the system take them through and they were pretty like excited to be onboard with this new tool. As soon as I showcase ClickUp they start asking questions. Can we do this? Can we do that? How can we do something like this? We’ve been stuck in this sort of loop all the time, this is our work around how we can improve it. I started finding that all those questions had matters in ClickUp and that was amazing.

[00:12:53] Yvonne: Guys, do you hear that, for my community too. I’m sitting here and I’m like, that is the best case scenario having a team or a community guys. So write questions right down here that is, Hey, can we make this happen? Or I would love to see this or is that possible. When you have a team that comes and is excited and just throws things at you, I’m like, that’s when I’m at my best, where it’s like, cool, they are excited. They want to do this, now let’s make it happen. And luckily we are with the tool that actually allows us to make it happen. So again, I’m going to be doing this a lot today. Not also shout out to the community guys. This is how you get help. This is how you get answers, pop in the life, pop into the discord, just finding the link. No. Pop in the discord channel. There is so much possible within ClickUp and no matter if it’s Agile Project Management, if you were using any other way to run your company or if your low just going out hog and putting out the fires when they need to be put out. Ask. I’m always telling you pop in the comment section either way. If it’s live, if it’s a video you’re watching, if your comments get lost, like Gustavo’s on Monday, YouTube, doesn’t like me on mobile phones. Apparently there is something on my channel going on a bug somewhere. I have multiple tickets in with YouTube I don’t even know if it’s iPhone on Apple dependent, but where it’s on mobile. It just disappears my comments. I am not deleting your comments guys, pop in the discord posted again. You will be getting answers. So I’m always excited when I hear teams really get excited and jump into the conversation and really get engaged in the process themselves. So yay. And I know you’ve taken your ClickUp quite up a couple of levels with dashboards and everything guys once thelive is done, watch the video on Monday. The dashboards I’m showcasing, they are some of Gustavo’s dashboard and you are already having fans in the audience. People are loving you, and this is why I love my community. I am not agile. I am literally just dipping my toes into Agile between Gustavo and every Evripides this month. This is where I’m bringing on the questions that you’ve been walking with me in the discord channel, trying to figure things out. Getting my English right on what is sport and how and all the naming conventions. I’m literally just sharing with you right here on this YouTube channel what I’m learning from those guys, Gustavo is going to be back next week, actually. Then we have Evripides the week after. Maria go dive in. There is specific videos on my YouTube channel to getting started with ClickUp right on the basics. There is now some Agile Project Management in ClickUp video there is feature videos, all kinds of stuff. There is our Sam, you have talked with her on the discord channel too. Before we dive into, in my regular, you moved from Jira to ClickUp, let’s pop into this question for a second. She’s wondering, how will you use ClickUp as a ticketing tool for your Agile project management team?

[00:16:43] Gustavo: Yeah, in two ways. We have sprints the development team work on a set of projects across a year. So a new project comes our way. We break it down into the smallest pieces possible, create the tickets, allocate those into different sprints. Ideally you’ll want to have two, three fours sprints thought ahead of time. The rest of the teams, like the tutorial team, which is producing content everyday, it needs to modify images and texts and typos and things like that. They file tickets in like a canvas approach, right? So basically the tickets that have to be done are allocated to that team in particular, I use automations to centralize the canvas tickets that are moving across the different spaces. So you move, if you want something to be done, you’ll file the ticket. You have everything ready and you change the dropdown to cavas and, or ready to work for example. That goes into the canvas mode and the operations teams knows that I have to work on these today, tomorrow, that deadline dependent. So those basically are the ways that we are running things right now.

[00:17:54] Yvonne: I think if I remember, you also mentioned in discord channel, you are also using ClickUp forms to submit tickets, to just get them straight out in, or are you still testing that?

[00:18:05] Gustavo: We are still testing. I see a lot of potential there. A lot of my teammates agree with me that there’s a lot of potential there to get client’s feedback on specific things like webinars and things that we run with them, but we are still not there yet.

[00:18:24] Yvonne: Little shameless plug. There’s actually coming a video out that shows you how this is basic. So Gustavo is talking about the actual implementation, his workflows behind the scenes, how it makes sense because now you suddenly open the door for a client to just pop in and submit a ticket to you. You guys need to make that decision for yourself and your setup, but I have a video coming up that’s going to show you how to use ClickUp forms to open up your ticketing software and use it as a help desk ticketing software. Even at the example of ClickUp themselves using their own forms for bucks submissions and that kind of stuff. So there again, it comes back down to you wanting to use it internally for tickets submissions. Are you wanting to use it externally for tickets submissions? How does the workflow work after? So you need to make that decision first before you dive into using ClickUp forms as ticketing. Look at you Sam. So somebody has been diving into setting up her content creation in splint folders. Showing me off. I’m not there yet, but yeah, Sam has been quite busy in the discord channel too diving into not even just Agile Project Management as the big picture for development, but just using for us too and using that methodology and that way of working for content creation. I’m like, it does make sense. It’s batching and it’s running sprints. So even if you are not doing Agile Project Management, the methodology behind it. Is actually quite cool and does make life easier when you are batching things, because that’s pretty much what a sprint is. You are batching things, right?

[00:20:24] Gustavo: Yeah. Basically there in the sprint, you want to accomplish something, that’s the goal, right? Otherwise it will be like a marathon. So basically you run a week or two week sprint and at the end of that two weeks you’ll want to have something, even if it’s not something that has like a body yet, you still want to have something. The beginning is lower until you get used to it. But at a point, the momentum is there and you have a speed and you have basically an idea of how many sprint points you’re going to be burning every sprint.

[00:21:00] Yvonne: Yeah. It’s the focus point. It’s Sam is saying really just trying to simplify what me and my team are looking at so that we can stay on track and prioritize projects internal versus external. I think we all in. I will close knit group. I’m like, our discord is quite busy. It’s growing constantly. But our, oh, geez. Kind of like in the discord channel, we are all seemingly cleaning up all our things this year. So it’ll be fun to see where everybody is in the next couple of weeks. So before I dive into Sam’s next question. When you get it started with ClickUp. So we already talked about, you’ll learn quite fast and you’re working with dashboards, and now we’re looking at forums for potential ticketing possibilities. When you get started with ClickUp what are some of the resources you use to learn ClickUp or do you do me and you just go hard hoc and break it and let’s see how this thing works.

[00:22:04] Gustavo: That was definitely the first.

[00:22:07] Yvonne: Who needs a manual.

[00:22:10] Gustavo: Yeah. So yeah, that was basically my initial thought braking. I created like a test account. I added a few people there. It started working with that mess things up, and actually the main resource and this is true. It was one of your videos. I went into YouTube and I said, yeah, I need maybe like guidance to get to the best ClickUp possible for my team. I don’t want to miss things. I don’t want to have like Jira with new callers, right?

[00:22:42] Yvonne: Luckily we can move things, but cleaning up ClickUp after you initially just broke the living heck out of it, that cleanup it’s let’s delete this account and just start fresh.

[00:22:54] Gustavo: Yes. So I tap into YouTube. ClickUp and I, it was one of your videos can not remember which one, but it was something around configuring spaces tasks and I follow one of your videos. Subscribed the very next day and start following you other ClickUp contributors as well, reading the documentation and start asking questions intellectually. The first live show I was in, I threw a lot of questions there. I remember it was like, my first time there I asked my first question. No one else was asking. I said, no, I have to take advantage of this and I start asking questions and questions, the questions, getting all the things that I needed to tweak my ClickUp experience and helping my team.

[00:23:44] Yvonne: And that’s how you ended up on my life show. Yeah. I remember that, when Gustavo started popping up in the comment section, I always get excited because we all do this. We watch, we ,think we are engaged. We do like the video. We do things. But what really pops up, what really pops up for me is when somebody jumps into the comment section, when somebody asks question, when bring on the challenge, even if I don’t know, I will figure it out. I am one of those people where it’s like, how can we make this happen? What’s the walk around? I will literally spend five hours trying to figure something out and just save myself five minutes. Yeah. That’s how I am. So when you came on and you kept asking questions, I’m like, yes, please. It’s always fun. I love it. Just popping into the comments. Yeah. We have some general questions. Yes. I actually have a script for today’s live show. Can you guys believe it? Sam was asking if we could use a sprint folder for a client project. Would that be of benefit? I know the use case, do I know the use case. I don’t know, girl, you’re throwing me under the bus. I don’t know, Gustavo, how are you feeling about using sprint folder for a client project? I’m gut feeling. I’m like, isn’t this team-based.

[00:25:14] Gustavo: Yeah, but you can potentially have a client that needs a set of resources in your company to help out. So for example, let me see, maybe you have the client, and this client has within the cup, your company, you are allocating two, three resources there, like developers, for example, right? So you want to capture that into that bubble, that space, right? So the decline doesn’t know what’s happening on the other projects or the team can focus only on that work and you can have a dashboard as a project management or the company to see what happening within those clients. You don’t have to limit yourself to one sprint or multiple sprints to run everything.

[00:26:03] Yvonne: Yeah. Now I know what Sam was talking about. I’m like Sam, when I’m in Agile and I’m in live mode, I’m talking with Samso many different things. We are planning so many things out. It’s the first year that I have literally six months of content planned out. But yeah, what Sam was talking about is a SAS approach. Having a tool as a service, Sam is big on Dubsado. She is getting even bigger now on ClickUp. Anybody say competition, girl, you better not get on YouTube and take my YouTube followers. There’s more than enough people for all of us. But yeah, specifically to step off of the Agile Project Management, just for a second what Sam was talking about is specifically done for you services, meaning in her case, setting up Dubsado setting up the automation, setting up the emails, the proposals, all of that stuff. In my case, setting up, ClickUp, cleaning up the workflows and the processes and all of that stuff. Yeah, actually, Sam, you have a good point on that, where that folder could be that project for the client of implementing technology for them and you can literally just rinse and repeat those sprints and follow the same kind of set up and same kind of methodology that Agile is going. Girl, you need to be on YouTube just saying, I know you don’t want to be on YouTube as much, but this is how we found Gustavo and got him into the discord channel and finally learning about agile. If I wouldn’t have been on YouTube, this wouldn’t have happened. I have to admit, I was happily surprised when you said you are coming on, because I know you are usually one that likes to be behind the scenes a little bit. What’s your favorite feature in ClickUp?

[00:28:02] Gustavo: Oh, so many. Goals, let me start with goals. I think that goals are one of the things that are like behind the scenes most of the time, but having a place where your team can set their goals, link those goals to tasks or measurable things is amazing. Especially, if you have a company that is measuring you by your goal completion, right? You have a way to demonstrate that you actually fulfilled that goal. So goals are one of the things that I love the most. I think that custom fields, we can probably go on and on, on these for hours because I love custom fields. The spaces after understanding how to set up the sprint and how to make everything go into that final. I love that like approach automation is something that I know that ClickUp is putting a lot of minds into that and I love how they’re going with that forms. I have a lot of hopes and dreams for the whiteboards as well, because I also want that to be like something that I can use a lot. I love doing a workflow or a flow chart or whatever. So yeah there’s quite a few things, but I think that goals is one of the most underrated things for me that I really love.

[00:29:22] Yvonne: You probably have a point, so Sam and I are both on the same page on this one, because when you said goals, I’m like goals is my stepchild simply because I haven’t dove into it enough. I don’t quote have a boss that tells me what my goals are and then you got Sam saying goal are different than tasks. What? Yeah, we have an actual goals feature in ClickUp. Let’s do this, let’s pop into my sandbox really fast. Goals is this puppy down here and as you can see, I have not set up any goals within ClickUp. I think I have played around with it in my own setup. Keep going. I have not done anything in the sandbox with it, but yeah, you can literally create targets of target test to just because it can, and it’s Gustavo, this is going to come up in the discord channel now. Sorry guys. Something is going crazy in my throat today. I don’t know what it is, but yeah, you can set up targets. So for example I don’t even know some money’s coming in. If you were using it together with your COM, if you are going by completion of tasks, I don’t even know. Are you using numbers? I think that is when you could use it with squid points.

[00:30:57] Gustavo: No. We’re using numbers in terms of how many things you can accomplish.I made it so that numbers translate to, for example, courses, right? So you can not measure how many courses you took in ClickUp.

[00:31:10] Yvonne: So there you have the perfect employee or client training to set a goal of. Okay. We have this plan of getting ClickUp implemented. That means you have 12 courses to watch to know how ClickUp is working over the next three weeks. That kind of stuff.

[00:31:30] Gustavo: Yeah. And you have the unit as well. So you can measure that by percentage, for example, or unit itself. That’s pretty cool. With my team we use numbers to set that, for example, the tutorials that you have took, or dashboards that I created for example, courses, the things that you’ve produced basically, true false there in terms of if you accomplished something or you didn’t and tickets, we didn’t use the currency one because it doesn’t apply with us. But I feel like I don’t know agencies can take advantage of that a lot.

[00:32:05] Yvonne: Seems like the next thing after Agile is going to be diving into goals. Yes, I agree. It’s been a stepchild of mine. It just is. There, let me fast check in with Sam. She says goals for client done for you projects versus sprints. This might need to be another video. Yes. Sam let’s take, I don’t know. It goes that way. If you have something to that to say, but I’m like, I know Sam and I are going to be diving into goals more and that kind of thing.

[00:32:34] Gustavo: I don’t think sprints are exactly goals because you could potentially treat them like but they are deliverable, right? The milestone, but you also have the milestone ticket in ClickUp. So our goal will be, if you want to do it for the client, the goal will be finishing the project, but the project is going to mutate over time. It is not going to be the same as you start, because that’s basically one of the principles of Agile is their project is going to mutate over time. It is not going to be this red and white box that the client wants . Is going to have a different shape and colors by the end of it. So I think maybe you can set goals at a team level, instead of a client level,but the sprints and the spaces project then they can dive into a client or project by itself.

[00:33:27] Yvonne: Ooh, I like that. Sam, did you hear that? Doing your sprints on a client level and doing your goals on a team level. Now, I like where this is going, you just open the doors on discord channel.

[00:33:41] Gustavo: I have been looking for a video in goals for years.

[00:33:48] Yvonne: I heard you we will be working on that. It’s just with me being so small and running the business, how I do. It’s what do I focus on? Do I focus on deliverability? Or do I focus on goal management, which I should focus on goal management because we do have goals for the year which I do have as a task in and with our mission and vision statement too. So it might just be time to put away a Sunday afternoon and just dive into goals and see how I can move my goals into the actual goals feature. That’ll be interesting. Do you have a fun experience with ClickUp something where you were like, oh my God, yes, like a nerdy moment, something you really loved about ClickUp.

[00:34:36] Gustavo: The moment I understood how to break these Jira cycle that we were in into sprints. So initially , my idea was to have a space project, sprint basically on the same level. So I was going to have like multiple spaces because multiple project a space and its own sprint and it was so messy. That basically the way we inherit things with Jira, because Jira was working like that. And that was something unmaintainable at all. I went into the community. You, and a lot of people told me discord how basically we can approach a different layout. So instead of having the sprints there, I decided to move the sprints into its own space. So I only have one space for the sprints and also the cavnas that’s where I centralized everything and all the spaces I just added to the list, right? If I need something for the, this new, I don’t know the website read the same project for example. I moved those tickets into the sprint. All, everything is integrated into one board. I can go in, anyone can go into the sprint board and see what’s going to be the focus and why are we working on these basically? And then we can add a lot of filters and views and make it all this like really nice reporting tool.

[00:35:57] Yvonne: So to get a visual, again, this is not Gustavo setup. This is literally just click ups template. So what you are saying is you’re running it the same way, where you have a spoonful and you have your sprint lists and that’s where the magic happens.

[00:36:12] Gustavo: Exactly. Yeah, everything goes there. I don’t create tickets on the sprint. I have three tickets on the spaces, and whenever I’m ready, I just added it to the sprint.

[00:36:24] Yvonne: Curious just because we are in here. So I’m talking the same thing. So when the ticketing set up is coming up on my channel, I’m talking about how you can build a ticketing form within ClickUp. My thing was setup a different folder. It’s not happening in your sprint folders. It’s not happening anywhere because we have sub-task and multi. Which I know is one of your favorite features too, because we can literally just pull in these tickets wherever we need them with that. But it sounds like you are also running different spaces, so I’m guessing you are running different spaces for each clients and then just pulling it all together, how you need it, or are you just running multiple folders?

[00:37:04] Gustavo: No, multiple spaces. So call we decided to break the spaces into two groups. The first group is teams, right? So each team has its own space. The reason why is because within each team, we might want to build something, do something, improve something, whatever. Take the development team. We want to maintain a tool for whatever reason we want to improve it, change it. It is not something over there, it is not one of the goals for the year. It’s something we have to do for example. So that’s the team space and within that, I have a bunch of folders and least depending on their needs and I create tickets there. We create tickets over there and we want to move them to the sprint. Just add it to the list. That’s fine. The other is client, his last project. We don’t have a bunch of clientsthat have its own product. We have a product that has a bunch of clients, so webinars, for example let’s see. Maybe this year we can start using podcasts. So those spaces are going to have its own folder and a lot of lists to allocate the different needs of the project. So I’ll create a list for the development side of things, the marketing, the DevOps, QA. Quality and assurance or not Q and A questions and answers. From there , the ones from the development team or the development side, I’ll look them and put them into the sprint, because that’s the beauty of it. You want to only work on the things that you want and the other tickets that are floating around those spaces for the marketing team for the tutorial team, whatever they have their life cycle as well. They don’t need to go to the sprint if they don’t need to, they can be closed on the spot, even if we have that meeting.

[00:38:55] Yvonne: I like that. Yeah. It’s interesting to me, because, in most of my community, before we open up a little bit more with Agile and peeps, it was, I was always preaching where it’s, make your client your folder have a space for that. Where now with my ,community growing more with people that are using Agile project management, it’s there actually is a need of also restructuring it in this way where we do departments. I’m still saying if you’re a marketing company and you have a whole bunch of clients, don’t. That’s one of the things I love about ClickUp is, it is so versatile, even though I’ve been preaching, don’t sort by department, in your set up and especially with sub-task and multiple layers and what you care about seeing it totally makes sense. It does. So I need to change my preaching.

[00:40:00] Gustavo: No, I think that’s the beauty of ClickUp that you can tailor it to your needs. You can take advantage of as much of the community recommends and you can mix it with your formula versus basically, and get it to your own needs.

[00:40:16] Yvonne: Yeah. And I think Sam was starting to wrap her head around goals. As a client project, equal sprint goals and then Timo organization and I’m losing my English, and then using the goal setting for KPIs and all of that stuff. That’s exactly what I’m thinking about, where it’s okay focusing on deliverables. What can we get done? What’s the focus? Where do we, how, and especially with pulling in tasks and all kinds of things. I know goals are quite a feature. I just haven’t put the time into it to really catch up on what’s happening, then how I can implement it. One thing at a time we just started 2022. I have enough time to bring you goals to the YouTube channel. Coming to towards the end of this live show. Loved having you on. I know we will have you again next week, but I would like to close out today with, is there anything you can share? That since you moved any kind of metric, happier team, easier sprint running, less admin time, is it high velocity, lower velocity. I’m still learning the language. Any metric, because I’m a numbers girl that you can share that has decreased, increased, gotten better with your move after your move.

[00:41:53] Gustavo: Yeah in terms of ticketings and the flow, the sprint points they’re treated differently than in Jira so that’s one of the things that we noticed right away. We were aiming at a 30 sprint story point. Basically. Now we have 60 bits that’s because they have a different way of adding things up and that was impactful at the beginning because it was hard to plan a sprint with 60 story points. But after you see the task, you see that yeah, that’s basically the same as 30 story points for some reason. What I think it is for me, one of the things that impact me the most was getting requests and I know that sounds funny. But with Jira, there weren’t any sort of requests to create or to do something because everyone knew. That was it. You had that board and you have to stick with that board and nothing happened and then with ClickUp like the very first week I got requests, can we do this? Can we do that? Can we create a calendar in ClickUp to measure the newsletters? Can we create this? Is there a way to create these or do you have dashboards now? Oh, and we have this sort of dashboard.

[00:43:05] Yvonne: Now you have a folder and lists for your internal ticketing requests to improve your ClickUp.

[00:43:11] Gustavo: I had, yeah the dashboards that I sent you, that I show you where things that I said to myself, okay. I need a better way to run the sprint. How can I run it? And I decided, yeah, let’s create a dashboard. And I was just playing around with it and I did, that. A team member came during December with a request and I said, yeah, maybe I can create a dashboard. I can create a ticket with a video and share with the team. How can they like take that dashboard, copy made those changes and use them for the time sheet that they have to fulfill. Yeah, I think that there’s like a lot of opportunities for anyone who transitions to ClickUp. I know that this is basically like the same for most of the collaboration tools, but I do feel that ClickUp have put a lot of effort into making these tool friendly, easy to use and really versatile. I think that for me, being able to tailor your collaboration tool to the point that you are happy is.

[00:44:18] Yvonne: Yeah. Our timing is really funny because the conversation has come up in public, not necessarily in our community where a lot of questions and complaints have come up that the learning curve with ClickUp is so high, and I personally think the learning curve with ClickUp is high if you don’t know your own processes. If you know what you need to get done. You can easily blend out all of the other stuff and just get your workflow implemented and then scale up on that. And I think that’s what happened to you, why it was so simple to get started with ClickUp where three years ago, I didn’t have an idea about process. I see processes and workflows everywhere, but I didn’t have them internally. I was just flying by the seat of my pants serious, right over here, which means I spend three, four or five months just playing on in ClickUp and trying to figure things out and actually learning ClickUp improved my processes and workflow. So I do see both sides. It’s just funny how the timing works, because I literally had this conversation earlier this morning where it’s get your processes down. Just like Gustavo mentioned earlier, flow chart, that staff, even if the white board might not be doing the job for you now, there’s other tools out there right now, just to help us over dull white boarding. I swear that was one of my favorite beta releases because man, they made a wave with a lot of features already in the beta release, but I am a pro power user when it comes to workflow. So I am digressing. I know it is dinner time for you. Thank you so much for coming on.

[00:46:07] Gustavo: Thank you for having me. I am so excited.

[00:46:07] Yvonne: I usually always just see you typing. Gustavo is going to be back next week and we are talking about sprint planning. So we are going to be talking and diving way deeper into the actual workflows and processes and how he makes things happen and easy. So if you haven’t done so yet it’s over on Gustavo’s side, right in the corner. Hit that subscribe button so that you get notified when we are going live next week. Thank you so much. Tell your wife so much thank you for sharing you with us tonight. I’ll see you on a discord channel and everybody else gets to see you next week live again. Bye everybody.

[00:46:43] Gustavo: Awesome. Thank you. Bye.

 

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