The Foolproof System For Managing 100s of Reels using ClickUp

[00:00:00] Yvonne Heimann: If the thought of cranking out Reels or Shorts for multiple platforms each day makes your head spin, you’re not alone.

[00:00:09] Yvonne Heimann: Keeping track of hashtags, captions, publish dates, and not posting the exact same thing on the same day across Instagram, Facebook, YouTube, and TikTok, that can quickly get quite overwhelming and even make the most seasoned content creators head spin.

[00:00:27] Yvonne Heimann: In this video, I’ll be showing you how we easily manage hundreds and hundreds of Reels with ease using ClickUp. And yes, you get to see behind the scenes again, how we have managed to create, publish and organize daily Reels across YouTube, TikTok and Instagram. And we are even looking now to add another platform.

[00:00:53] Yvonne Heimann: So let me show you how easily this system works right in [00:01:00] ClickUp. What it comes down to is a short form video that is recorded vertically and gets published on TikTok, YouTube Shorts, Facebook Shorts, whatever it is. Now we decided specifically to stay under that one minute mark because our goal is market saturation.

[00:01:22] Yvonne Heimann: We want to be out there everywhere, really helping people understand ClickUp and how to run their business more efficiently, which means market domination. How do we do that? By being able to repurpose the content I create. Meaning, I am recording on my computer, I am not doing a lot of the dancing and trending audio and all the things.

Repurposing content and the task management of editing and publishing in ClickUp

[00:01:51] Yvonne Heimann: I am doing educational short form content that we want to repurpose and be able to post anywhere. Now with that, [00:02:00] when it comes to the task management of it, the editing is being handed off. If you haven’t seen, I actually shared how we have set short form editing process up for an agency. If you want to see it, we have a video on that by the end.

[00:02:15] Yvonne Heimann: I’ll link it again. Once that video is edited, this is daily content, which means, there’s easily every month, 30 to 60 short form videos, short form videos that need hashtags, that need description, that potentially need tagging if we are repurposing the podcast content. There’s a lot going on. And not only that, I also need to make sure that we are not posting the same short form video on TikTok and Instagram at the same time while tracking that it actually has been published. And if your head is spinning already, yes, minded to at the beginning of this. So let’s head on over to ClickUp and I’ll show you [00:03:00] exactly how you can make it happen too, and stay till the end because I got a bonus for you and I got even two bonuses if you are a member of Startup your ClickUp, so you better be hanging around because you don’t want to miss that.

Short form list hierarchy in ClickUp

[00:03:14] Yvonne Heimann: Here is my short form list right in ClickUp. So yes, walking through the hierarchy, we have our content creation space. We have a creation folder. There’s other things going on. In this case, it is just our creation folder with a list in there of all short form content. In this list, there is no YouTube long form content, and then, within here, let’s start with how we really customize this view to build this foolproof system to managing hundreds of Reels using ClickUp. The task name is a quick descriptor of what that video talks about. We have the time tracked in here. At some point, I’ll [00:04:00] show you how I use AI to actually make the descriptions and the hashtag ideas way easier.

[00:04:06] Yvonne Heimann: It links to Google drive. Yes, that is automated. And at some point, comment. You know what? You get to make the decision. I have this automated. This task creation for each short form and the Google Drive generation? That’s all automated. You want to see it? Pop in the comment and let me know that you want to see that automation video, too.

[00:04:28] Yvonne Heimann: Then we have room for our transcriptions. As you know, we are using Descript. We have our type custom field, which allows us to determine if that is a podcast, if that is an educational video, if it is something where I was a guest on, or if it’s a call to action of, hey, join Start Up your ClickUp because it makes learning ClickUp so much easier.

[00:04:55] Yvonne Heimann: In five minutes or less every video, we then have a relationship field that links to the [00:05:00] podcast in case it is a podcast, because we also have the podcast content creation folder. You’ve seen that. If not, check it out on the YouTube channel, it’s there. Then, we have our long text field with the social media post copy, as well as hashtags, room for our blog post link.

The various fields and customization options for each short-form video

[00:05:24] Yvonne Heimann: If we want to link back to that, a general URL, this could be when I was guest on another podcast or that kind of thing. People I need to mention, in this case, my guest, potentially a host. Maybe I’m mentioning another tool that goes all in here and this right here is where the magic happens. Everything to this point is general data collection.

[00:05:50] Yvonne Heimann: All the things we need to know to really be able to post this and make it go crazy. Look at my YouTube, look at [00:06:00] my Instagram. My Reels have been taking off because of this. And because of this, my head has not been spinning and we literally were able to post daily on three different platforms. Yes, I’ve been running it to clean up this workflow and we’ll be handing this off now.

[00:06:17] Yvonne Heimann: Now, how we are doing this right here? We are looking at everything. We’ll talk about the custom use here in a second that make your life easier. Right now, let’s look at all of the content. We have a custom date field that is YouTube Publish Date, Instagram Publish Date and TikTok Publish Date, that allows you to easily see in the calendar, which you will see at the end of the video, when, which video gets posted and have that content calendar going on.

[00:06:46] Yvonne Heimann: I have a video on that one too. You will get the playlist at the end. Then, we also have check marks. Meaning yes, this has been scheduled. Yes, this is published. You literally just check it out. Done. Published, published. [00:07:00] And as you can see, we are taking this to the next level right now. I just started playing with an automation that when all three of those are checked, it gets marked complete, but we just started that, which is why it’s not completed yet.

[00:07:13] Yvonne Heimann: Now this is everything. This is like, Oh my God. Monday morning, Yvi, I need to publish to Instagram. What do I need to publish? And you just get a heart attack. Let’s not get a heart attack, shall we? Let’s go to Instagram. And now, we have a specific view just for our Instagram publishing schedule right here.

[00:07:38] Yvonne Heimann: It is all grouped by status. And then we have the filter of Instagram Reels is not checked. Combined with sorting it by the Instagram Publish Custom Date field. Now I can go in here and be like, yep, this actually was published. Cool. [00:08:00] And it is just gonna, poof, disappear. This is what’s going out tomorrow and for the rest of the week and the rest of the month, and we’ve done the same thing within YouTube, where the filter simply is YouTube is not checked and TikTok, where TikTok is not checked.

Short-form video workflow

Now, for the workflow and the process that’s behind it, I go into everything. All of this starts with Instagram. Instagram is our main focus. That’s where the main content gets published first. So what we do is I go in here and I look at my type. I want to mix them up nicely. And I really just choose the custom dates. Then based on Instagram, I head on over to YouTube, make sure I publish.

[00:08:49] Yvonne Heimann: Then right here in YouTube, I go through my YouTube Custom Date and set those dates just in a different way that they are not the same as the Instagram Published Date, [00:09:00] and then I do the same thing over with TikTok. That’s really how simple it is. Now, the magic happens when we go a level up into our content creation.

[00:09:14] Yvonne Heimann: All of this data and all of this magic really starts playing in when we go into the space level of our content creation. And now, suddenly what you can see is our YouTube Short being published. Our newsletter going out. Guys, on my newsletter, sorry. Losing Bailey. I’m way behind on my newsletters, but we’ll get there soon again.

[00:09:38] Yvonne Heimann: Our Facebook community posts, everything is in here because this follows exactly what you have seen in the other videos of how we use Custom Date fields to build our visual content calendar right in here. Now, if you’re like Yvi, Yvi, I do, I do not want to deal with this. I don’t want [00:10:00] to deal with this.

[00:10:00] Yvonne Heimann: I do have the template for you. Find it right in the description. And if you are a startup, you’re a ClickUp member, you get 50% off. Check out your membership area, your coupon code is going to be right in there. Now, if you want to step up your content creation and make life easier in simplified and visually-appealing, I have a full on playlist for you for content creation tips, hacks, and processes right here in ClickUp. Make sure you subscribe because there is more efficiency tips and content creation workflows coming up for you.