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Are you drowning in repetitive project management tasks, overwhelmed by endless to-do lists, and running on creative fumes because admin work consumes your day? You’re not alone! Fortunately, new AI-driven features in tools like ClickUp AI are shaking up the way solopreneurs, agencies, and teams operate—eliminating busywork so you can focus on what really lights you up.
In the latest YouTube video from Yvonne Heimann, she dives into the transformative potential of ClickUp AI, showcasing how it goes far beyond simple task automation. From intelligently building out complex workflows to drafting detailed SOPs and streamlining day-to-day project management challenges, Yvonne demonstrates how ClickUp AI acts as a powerful strategic assistant—saving time, reducing errors, and allowing business owners to focus on higher-value activities.
Let’s dive deeper into the insights from her video and see how you, too, can work smarter, not harder with ClickUp AI.
The Project Management Problem
Almost every entrepreneur and project manager knows the feeling: staring at a blank page, trying to design a new workflow or standard operating procedure, wondering, “Where do I even start?” Yvonne herself confesses to this overwhelm, describing how she once dreaded writing SOPs or organizing client onboarding in ClickUp. The challenge isn’t just deciding what to do, but also ensuring nothing is forgotten and everything is optimized for both efficiency and experience.
This is where ClickUp AI steps in as your digital assistant, ready to build out workflows, estimate task times, and even guide you in best practices—leaving you free to lead, create, and innovate.
ClickUp AI in Action: Real-World Project Management Scenarios
Yvonne illustrates ClickUp AI’s power by bringing us into a real-life client scenario. Suppose you’ve landed a new client—a SaaS company that generates QR codes for streamlined service requests. Before, you might have needed hours of planning to figure out onboarding steps, information-gathering tasks, and all the supporting documentation. With ClickUp AI, you simply ask for help.
“What are the tasks that need to get done to onboard this client?” Yvonne dictates via her Mac’s voice-to-text. ClickUp AI responds with an actionable checklist: Initial setup, creating client spaces, gathering goals and processes, integrating additional tools, providing training, documenting builds, and supporting feedback.
Not only does ClickUp AI generate tactical steps, it ensures you also provide post-onboarding support—adding value beyond the basics.
Yvonne highlights how ClickUp AI doesn’t just stop with a list: it offers business advice, reminding you to test the setup before full automation and to collect feedback for continual improvement. This holistic approach aligns perfectly with her own SOARR (Systemize, Optimize, Automate, Review, Repeat) framework for business efficiency.
Customizing ClickUp AI Outputs to Match Your Workflow
A key concern with any AI tool is, “Will it really understand my process?” Yvonne demonstrates this brilliantly—a quick back-and-forth with ClickUp AI allows her to clarify her preferred folder and list hierarchy. She’s able to guide the AI to adjust task organization according to her business reality, not just generic standards.
For instance, she structures client folders with space for delivery, onboarding, specific project deliverables (like organic social, short form, and YouTube content), and training/support lists. ClickUp AI quickly pivots and structures its suggestions to match her approach—even nuances like assigning onboarding tasks directly to clients with due dates are considered.
The real magic of ClickUp AI lies in both the initial output and the iteration—it listens, adapts, and learns so you’re never starting from zero.
Scaling Smarter
What about when your business grows and you need to scale? Yvonne’s second example shows how ClickUp AI adapts for businesses evolving their content game—from producing a single weekly video to managing three. She asks the AI for both task management and estimated workload.
At first, the response is generic. So, she refines her prompt: “Can you use our existing standard operating procedures (SOPs) and tasks as resources to build this?” ClickUp AI then integrates her real company SOPs, outlines department responsibilities, and suggests clear next steps for scaling content production.
This iterative, knowledge-based approach means ClickUp AI helps you build on your hard-earned systems, not duplicate or dilute what already works.
Pro Tips for Getting the Most Out of ClickUp AI
To make the most of ClickUp AI, it’s not just about knowing what it can do—it’s about how you use it:
Be Clear in Your Prompts: The more specific your questions and context, the better the results from ClickUp AI.
Leverage Existing Documentation: Reference your SOPs and templates so ClickUp AI customizes, not generalizes.
Iterate and Review: Use the AI’s output as a starting point, then refine it in real-world conditions.
Automate, But Don’t Abdicate: Let ClickUp AI handle repetitive planning, but stay involved for feedback, optimization, and continuous improvement.
The Future of Project Management
As Yvonne concludes, with ClickUp AI, you’re no longer alone in figuring out what needs to get done. By automating the grunt work, you reclaim mental energy for strategic, creative leadership—where your true business value shines.
Ready to see ClickUp AI in action? Yvonne’s free ClickUp webinars go even deeper with live Q&A and walkthroughs. Be sure to check the link down here to join and experience AI-powered project management in real time: https://bossyourbusiness.academy/clickup-sop
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Video Transcription:
Yvonne Heimann [00:00:00]:
Are you tired of creating the same workflows over and over and over again? Feeling like you are just drowning in project management tasks? Listen, I’ve totally been there. Staring at a blank page trying to figure out where to even start with the process. But what if you could just ask AI to help you build it out? Time estimates, tasks, the whole shebang. That’s exactly what we are going to play with today. In this video I’ll be showing you how ClickUp AI can take all those nitty gritty project management tasks off of your plate so that you can focus on what lights you up in your business. This video is actually a snippet from one of my free ClickUp webinars and if you want to join me live and get your questions answered right on the call, just click the link below and come join me and nerd out with me. Now on the example of yes, we know we need standard operating procedures so I can hand stuff off to people, but I don’t want to write standard operating procedures. I don’t even know know exactly what I need to do. Let’s chat a little bit about how to use ClickUp AI for project management.
Yvonne Heimann [00:01:14]:
When we look at project management. Cool. I’m all over the place. There’s a whole bunch of stuff happening and let’s, let’s play something here. I chose to be in all tasks in this because I just, I just want to talk to AI. I just want to brainstorm a couple of ideas. So let’s do this. And by the way, you can talk to AI.
Yvonne Heimann [00:01:37]:
So I’m on a Mac, I have my voice to text feature going. So let’s tell it something. I have a client that hired me to build out their ClickUp, their SaaS company that generates QR codes to make service requests more simple. What are the tasks that need to get done to onboard this client into my ClickUp? Get all the information I need from them and make them comfortable walking in. ClickUp let’s see what ClickUp I gave us to onboard your client. We got the initial setup creating a space for the client. Correct. Take it with a grain of salt.
Yvonne Heimann [00:02:16]:
My standard setup is usually we have a client delivery space and a folder underneath for the client because we really don’t need that many lists. These perfectly work as a list. So having a client delivery space, the folder structure is this specific client and then we set up list. So let’s play with this. Actually my ClickUp hierarchy that I prefer is having a ClickUp space for client delivery. Each client gets their own Folder with lists underneath. So we got the initial setup. Cool.
Yvonne Heimann [00:02:59]:
We need to gather information. Awesome. What are your goals? What’s your team information? What are the processes? What other tools and integrations are you using? This is actually pretty good. There’s. There’s a lot of things that often get forgotten that I have seen with onboarding team teams and new clients where it’s like, yeah, great, you’re working in ClickUp, but what other things do we need to connect to it? What workflows are we building out? What templates are we going to need? What views are we going to need? You actually also need to train the client. You need to document all the things you build and offer support. So I love how this is not just, hey, you need to do this, but actually, did you offer them support? So it goes past just giving you the tasks, but actually gives you business advice too. And it tells you to test the setup with a small project and workflow.
Yvonne Heimann [00:03:50]:
Yes, you need to test it before you actually automate everything. Gather your feedback, then polish it, systemize, optimize, automate, review, rinse and repeat. My SOARR framework. If you want to learn more about the framework on how to actually do these pilot ones and systemize your business, let me know. Got a different training on that one. Then we launch it and we monitor it and we redo the same process. Gotta love a German accent. However, the nice thing is ClickUp also adjusts for my accent and it knows that I’m not talking about a highway client delivery.
Yvonne Heimann [00:04:29]:
Cool. Folder name list, onboarding list, projects list, training and support, feedback and improvements. What ClickUp gave us here is exactly what I do. We have a folder name for the client delivery. I’m not going to hold you up right now to pull that template in. We have a folder template with the client name. We have an onboarding list where the tasks are housed for hey, I need this from you. I need that from you.
Yvonne Heimann [00:04:56]:
I need that from you. And my clients get assigned to these tasks with due dates. We also have specific projects. So if we have multiple different deliveries, every deliverable potentially gets a new list. So if you are an agency and you say, cool, you get organic social media, you get short form and you get YouTube videos. Each of those deliverables gets their own list. We also have a training and support list, meaning my clients get a getting started with ClickUp training. Hey, let’s make sure you have the basics down.
Yvonne Heimann [00:05:38]:
So ClickUp adjusted here perfectly in AI to give you all of this based on me telling, hey, that’s actually not the list I want to have. Now let’s play with something else. Let’s close this up and restart it and say we are getting ready to up level our YouTube production to move from one video a week, week, three videos a week. Please help me put together the task management as well as estimated workload to be able to improve and adjust our weekly workload accordingly. So we need to define the workflow by planning scripts, pre production film. So it gave me some fairly generic information, right? I’m like huh, okay, cool. So you researched what needs to get done. However, I actually want this based on what we are already doing.
Yvonne Heimann [00:06:36]:
So I follow up and I say can you please use our existing standard operating procedures and tasks as resource and knowledge to build up for this increased publishing schedule. So now I narrowed the ClickUp AI down to say hey, this is all cool. Amazing. Love it. However, can we please build up on what I already have and not reinvent the wheel? So now it says cool. Found a whole bunch of stuff with standard operating procedures and all this stuff. Yep, our general workflow is right there. We got the SOP in the company hub.
Yvonne Heimann [00:07:18]:
We got our shorts production process, we got SOP writing and management because we do need to update that one YouTube scripts, all the things. And now it goes into our proposed adjustment for scaling from one video to three videos. Having the planning, scripting, filming and editing team roles. What’s happening? You can use our company hub, that one right there, to clarify responsibilities and provide the access to the SOPs it’s needed. Cool. Awesome performance tracking. It gives us the whole thing and it gives us also next steps. But now you don’t have to figure out the tasks that need to get done.
Yvonne Heimann [00:08:01]:
You are not starting from zero. You don’t have to ask the question over and over again of what now? What now? What now? You can easily create a process and a task template to get started right away. You already have time estimates right away. You don’t have to start from zero and reinvent the wheel. You can just get started and then again following my SOARR framework, go through the process of evaluating things, of testing things, of time, tracking everything that I gave you and then build up on it and polish it and there you have it. The cool thing is you don’t have to figure it all out by yourself anymore. Just be super clear with what you are asking and boom, there you have it. You got more brain space for the creative space stuff only you can do.
Yvonne Heimann [00:09:02]:
And remember, this is just a tiny taste of what we have fun with in my free webinars. I literally show you all the stuff in real time and you can ask me questions right then and there. My next one is coming up soon. Link is in the description so go sign up. And if this video helped you, make sure you hit the like button and subscribe for more productivity goodness coming up. And drop a comment below with how you are going to use ClickUp AI this week. Remember, work smarter, not harder and let your systems do the heavy lifting.
