My Most Favorite Time Saving ClickUp Features

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In today’s fast-paced digital world, time is a precious commodity, especially for entrepreneurs and service providers who are constantly juggling multiple tasks. Many find themselves caught in a cycle of repetitive work that eats away at their productivity. If you’re searching for effective, time saving strategies to break free from this cycle, you’re not alone! 

Whether you’re looking to automate your workflows, reduce the time spent on manual tasks, or simply want to dominate your industry without burning out, Yvonne’s strategies will guide you there.

Dive into her expert advice and discover how these simple yet effective ClickUp tips can transform your daily operations. Get ready to boost your productivity and master the art of working smarter, not harder.

My Most Favorite Time Saving ClickUp Features story - Ask Yvi

The On Fire List: Prioritize Like a Pro

One of the most common productivity obstacles is determining what tasks need your attention the most. Enter the On Fire List, a custom view in ClickUp that throws those scattered priorities into clear focus, providing a time saving way to manage your workload.

Creating this custom view is straightforward. In your Everything View, set up a new view that is list-based. Group tasks by priority, collapsing the subtasks to keep the list clean and focused. Ensure each task has an assignee and due date, and set this to “Me Mode” to filter tasks specifically assigned to you.

Why It Works

By distinguishing between urgent and high-priority tasks using ClickUp’s priority flags, you can quickly identify what demands your immediate attention. The On Fire List also sorts tasks by due date, ensuring you never miss another deadline. This time saving system allows you to allocate your brainpower to essential tasks, drastically improving your productivity.

ClickUp Templates: Automate Recurrent Tasks

Templates are an underrated productivity booster. By standardizing tasks, you’re not just saving time; you’re also ensuring consistency in your workflow.

Your goal should be to build a task template that includes subtasks, assignees, timelines, and estimated time for each subtask. Let’s illustrate this with our podcast production process. Our meticulously crafted template includes everything from prepping assets to scheduling blog posts and promotional emails.

Implementing and Refining

Initially, start with the basics: subtasks and assignees. Gradually incorporate due dates and time estimates. Over time, polish and refine the template to fit your evolving needs. Eventually, integrating this time saving automation allows tasks to be populated with just a couple of clicks, slashing your project management admin time.

Email Automation: End Repetitive Emails

In many workflows, especially where client interaction is frequent, sending the same email repeatedly can be a massive time sink. Email automation within ClickUp offers a powerful, time saving solution that can substantially enhance efficiency.

Streamline Your Communication

Within our podcast production, guests receive emails at multiple stages, from scheduling their appearance to receiving their final assets. An automation setup allows these emails to be sent automatically based on certain triggers, such as the completion of tasks.

Benefits of Email Automation

Using ClickUp’s automation, each triggered email is documented in the activity view, providing a track record of communication. This saves not only time but also ensures consistency and reliability, drastically cutting down on manual errors and oversight.

Automated Google Drive Folder Creation: Organize Effortlessly

A significant time-drain can be organizing digital assets manually. With ClickUp’s webhooks and integrations, you can automate the creation and organization of folders in Google Drive.

How It Works

We use a webhook in ClickUp that communicates with make.com. When a task is initiated, such as a new podcast episode, the integration automatically creates the necessary folders in Google Drive. The main folder, subfolders for raw files, edited files, and graphics get created and are linked directly back to ClickUp.

Why It’s Efficient

This time saving automation maintains a clean, organized digital asset management system without manual intervention. Each folder is named systematically, ensuring you always know where to find and store relevant files. This setup not only boosts productivity but also reduces the mental clutter associated with managing numerous digital assets.

Automated Comments: Keep Your Team in Sync

Managing a team requires constant updates and clear communication. ClickUp’s automated comments function like a virtual assistant, ensuring everyone is in the loop.

Setting Up Comment Automation

Configure automations to notify team members about task changes, assignments, and additional requirements without manual input. For instance, when a task needs further edits, automated comments can notify the responsible team member, change the task status, and update the due date.

Such automation ensures no task falls through the cracks. It keeps team members engaged and informed, making collaborative efforts more streamlined and efficient. By automating communication, you can focus on more critical activities, knowing that routine updates are being handled seamlessly.

Conclusion: Level Up Your ClickUp Game with Time Saving Strategies

In this guide, we’ve explored various ways to enhance your productivity using ClickUp. From prioritizing tasks with the On Fire List to leveraging templates, email automation, automated folder creation, and comment automation, these time saving tips are designed to help you reclaim your valuable time. If you want to dive even deeper into ClickUp’s functionalities, check out our advanced guides and take control of your business operations.

Ready to elevate your productivity and manage your tasks like a pro? Implement these time saving strategies, and experience the transformation in your workflow and overall efficiency!

ready to take action and stop trying to figure it all out on your own?

You don’t have to do it all – or all by yourself.

I have helped many Digital Entrepreneurs scale their operations, teams, and offers!  

Let’s get you to that next level.

Video Transcription:

Yvonne Heimann [00:00:00]:
Ever feel like you are stuck in a never ending cycle of doing the same thing over and over and over? Wish there was a faster, easier way to manage all the things? Well, trust me, you are not alone. Today I am sharing my top five time saving tips in ClickUp that will completely transform your productivity and help you ditch that busy work and finally get more done in less time. And if we haven’t met yet, hi, I’m Yvonne Heimann, aka Yvi from AskYvi.com, and I help digital entrepreneurs and service providers turn their passion into profit by automating their business so you can dominate your industry without burning yourself out. Let’s get into this time saving gems. Number one time saving tip right here in ClickUp. Not yet on automation. We’ll come to those in just a second.

Yvonne Heimann [00:00:48]:
On fire list the on fire list is a custom view right here in ClickUp. It is a complete game changer when it comes to prioritizing your task, because how often is it, what do I need to get done? What’s happening? Oh my God, I completely forgot to take care of that one. And now it’s just, poof, too late. That one up. That’s what you’re on fire list is here for. This specifically saves you a ton of time and brainpower, allowing you to be more productive by putting those most urgent and important tasks to the top. Really simple. In your everything view.

Yvonne Heimann [00:01:25]:
You set up a new view, which is a list view, and you sort them by priority. So you set your group in ClickUp by priority. That simple. We do want to collapse subtasks usually because it just becomes too much and too overwhelming. We really want to get this list focused. You can add some filters in this, I exclude some locations and I make sure that the due date is set. Did I mention you always should have an assignee and due date set in ClickUp? As well as setting this to me mode. Now, what all of these settings are doing is first of all, it groups it by priority, meaning you need to use the priority flag right here in ClickUp.

Yvonne Heimann [00:02:10]:
When something pops up and it is urgent, flag it. If something is getting to the point of ooh, high priority, flag it. That’s what this on fire list does. And not only that, it then also sorts it by due date. That’s why you have this little arrow here. The filters make sure you only see what you need to see here and your resource locations within ClickUp are filtered out. And me mode says it’s you. It’s only your tasks, it’s not your assistant’s task.

Yvonne Heimann [00:02:39]:
It’s not the rest of the team, it’s only you. This means this custom view within ClickUp allows you to prioritize what needs to get done and be more productive. Tip number two ClickUp templates. Oh my God. A godsend. A godsend. Now let’s center for a second. Take a deep breath.

Yvonne Heimann [00:03:00]:
Your templates don’t need to be perfect. Let me repeat this. Your templates in ClickUp don’t need to be perfect in the best case scenario. And your future goal when building templates is having a task template with the sub tasks, with the assignees, with your timeline laid out, as well as the estimated time each subtask is going to take. Now what does that look like? You can look right here. This is our process of our podcast creation. And if you’re interested about this, we actually have this as a full on template. This is a process and a template that we have been polishing and automating and all kinds of things over the last literally five years.

Yvonne Heimann [00:03:46]:
And multiple podcasts love this. This is the only way I am able to push out a episode every single week with guests and everything that goes into. If you ever have produced the podcast, you know how much is going on there. This is the only way I’m able to handle this. We got the episode right here. We need to prep all of the assets, the graphics, blah, all the things. Send off the shorts to the editor, get the graphics done, draft the show notes, draft the blog posts, schedule the posts in transistor which is our podcast host. Schedule the video on YouTube.

Yvonne Heimann [00:04:23]:
We have changed the process a little bit. Gotta update the template. We gotta get the promo for the podcast ready. We gotta schedule the announcement email, we gotta prove the blog post, make sure all the SEO is done and then send it off to the guests so they have all the access. You can see right here there is a due date which connects to the live date. Why is that? The live date, first of all, shows on the calendar doesn’t matter to us right now. I in the process of hey, recording done, we have an automation running that automatically pulls in this template with the due dates, with the assignees, with the subtasks. And all I need to do is change this due date because ClickUp automatically reassigns the subtask, due date and changes all of those dates.

Yvonne Heimann [00:05:10]:
Now I am so productive right here in ClickUp using ClickUp templates, having an automation running that. When I say recording done, that whole template gets applied. The due dates get updated by the moment I change the main task due date, everybody gets notified. Can you imagine how much time you are saving in your project management admin time BS? Two clicks. Now again, we just talked about this work towards this. We didn’t start here. Start with the subtasks. Cool.

Yvonne Heimann [00:05:38]:
We cleaned those up. Use the assignees, add the due dates add the time estimates, work in steps to get to this point and then you’ll be able to grow into automated templates within ClickUp giving you the ability to automate all of this and just two clicks and everything is done. Which brings us to email automation. I am using the example again of managing our podcast production. There’s so much going on, so much going on. Those guests need to get emails over and over and over and over again. They’re getting an email when they submitted their information, they’re getting an email to schedule. They are getting an email when the recording is done.

Yvonne Heimann [00:06:19]:
They’re getting an email when all of the assets are done, write that email over and over and over again and then send it over and over and over again. Already running the process in here. It makes you so much more productive and the process is so much more efficient. Setting up an automation as you can see right here, when we are all done in our production and the email needs to get out, we have an automation based on this podcast stage. Stage, not status. If you don’t know what I’m talking about, search status versus stages, I’ll explain it all. We also have an additional filtering if it’s one of our vip guests or if it is one of our standard guests. With that, the moment those data points are reached, the moment I say done, all of the assets are done.

Yvonne Heimann [00:07:04]:
Cool. Awesome. It sends out an email and it’s the same email and you can use all of the custom fields from that task. Hey cool. Thank you so much. Welcome to the vip experience. This is when your show goes live. Here’s the podcast episode.

Yvonne Heimann [00:07:17]:
Here’s the blog post. Here’s the YouTube. Here are your vip perks. Yes, you are getting full access to all the video. Yes, you are getting full commercial rights. Yes, you are getting AI generated content. And now suddenly again, I am super productive within ClickUp because everything is done and this email goes out. Why are you writing emails over and over and over again? You are already doing the work within ClickUp.

Yvonne Heimann [00:07:39]:
You can be so much more productive by simply setting up an email automation that does this. And not only that, when this email has been triggered, it is in the activity view too, meaning you have a track record of the conversation with your clients, in this case, with the guest of my podcast, all the things. Tell me again while you’re still writing your emails manually rather than automating them in ClickUp? Now we are diving deep into content creation with these automation and time saving tips right here in ClickUp today. You might have heard me talk about this automation before because I don’t know about you, but I absolutely freaking hate creating Google Drive folders every single time I need to upload something, YouTube videos, we have podcasts. There is so much going on where I theoretically, if I wouldn’t run this efficiently and productive within ClickUp, would need to spend time to go into Google Drive and create that episode folder and create the subfolders and do all the things and then link it back to ClickUp so I can easily find it. Hells to the no, I’m way too freaking lazy to do that. So what do we do? We have a webhook automation that triggers a webhook and sends information to make.com.

Yvonne Heimann [00:08:52]:
this information comes into make.com that has the ClickUp task iD. We make sure we got all of the task information. Then we create a folder in Google Drive specifically for this episode, and they are specifically named for this episode, specifically put into the year. This episode is being published again with a click of a button. In ClickUp I have generated the main folder, named it the way I wanted to name it, and not only that, it also generated within that main episode folder a final folder where my editor is going to throw in the final video when it’s edited, a raw folder where the moment I’m done recording, I drop all these things in. And not only that, it also has the graphics folder. The graphics get added in. Now suddenly my digital asset management is so clean, so easy, I don’t even have to worry about it.

Yvonne Heimann [00:09:46]:
Everything is named how I wanted to name it. Everything is saved where I wanted to save it. And it is automatically linked within ClickUp too. Because when I go down here there is a Google Drive folder and if I go into it, I am straight up in the episode folder. Tell me again why you can’t be productive in ClickUp? I’m passionate about this kind of stuff just a little bit. Now last but not least, some real simple automation yet having a big impact with the team is automating comments right here in ClickUp. Running this automation is like having a personal assistant, for example.

Yvonne Heimann [00:10:25]:
You can let the team know that we need some additional edits that I’m done recording. In this specific case, there is quite a few things happening all at the same time where hey this video needs some changes. Cool. Hey by the way Lucas, this needs some edit and a little polishing is needed. Thank you so much. We are also assigning the task to him and change the due date to two days later and change the status in progress because initially when this got to the client it was in waiting internal and now all the client has to do is hey, I need changes and all of this happens automatically. It’s like hey Lucas cool, awesome. We have a couple little changes.

Yvonne Heimann [00:11:12]:
You are having this conversation and bringing a task to the forefront to really engage with your team, bring them back into what’s happening right now and make everybody more productive right here in ClickUp. And there you have it. We looked at how to keep your tasks in check with the on fire list, how to use templates for faster workflows, and even how to automate those repetitive emails you are still writing over and over and over again. We also cover generating Google Drive folders automatically, imagine that. And keeping your team updated with comment automation. So if you are ready to boss your business and level up your productivity, these tips will get you there. And hey, if you are ready to get your ClickUp fully organized like a pro, check out this video right here where I walk you through organizing your chaos. It is the ultimate guide to ClickUp custom views to make you even more productive and take that on fire list to the next level, building more custom views specifically based for different use case scenarios.

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