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Running a business can often feel like you’re juggling dozens of balls in the air—managing tasks, tools, team communication, and routines on top of your regular workload. It’s easy to get stuck in reaction mode, constantly putting out fires instead of focusing on growth. If you find yourself overwhelmed, you are far from alone.
Many entrepreneurs and small business owners struggle to maintain structure as their operations expand, and the more moving pieces there are, the harder it becomes to keep everything aligned.
That’s where a well-built ClickUp Admin system comes into play. With the right setup, you can bring clarity to the chaos, regain control over your workflows, and create a foundation that supports both day-to-day productivity and long-term scaling.
In this video, Yvonne Heimann shares tried-and-true strategies for transforming that daily overwhelm into a streamlined, systemized business environment using ClickUp.
Understanding the ClickUp Admin Hierarchy
Before diving into actionable steps, it’s essential to grasp how the ClickUp Admin structure works. Think of your Workspace as your overall account—this is the roof under which all your business operations take place.
Within a workspace, you have Spaces. Each space is like a department or a major functional area. For example, you might have a space for Admin, Sales, Marketing, or Client Projects. Inside each space live Folders, and folders house your Lists. These lists contain the Tasks—the actionable items you and your team work on daily.
Custom fields and dropdowns further enhance this structure, making it possible to sort and automate tasks efficiently. By mapping your business needs onto this ClickUp hierarchy, you ensure everything has a home and nothing slips through the cracks.
Building Your ClickUp Admin Space
Yvonne recommends starting with a dedicated ClickUp Admin Space—the headquarters for your business in ClickUp. This space is typically accessible to managers and executive-level team members and should centralize everything related to running the business itself (not specific clients or projects). Key folders and lists in your ClickUp Admin Space should be:
Biz Folder
This folder should collect all your company-wide routines—especially those repetitive, forgettable tasks like downloading bank statements for your accountant or running monthly analytics. The best approach is to create recurring tasks for these routines in ClickUp. No more letting important things slip! Assign due dates and let ClickUp remind you.
Examples of what to track here:
Financial routines (bank statement downloads, profit allocations)
Monthly or quarterly reviews
Social media analytics collection
Team-wide recurring responsibilities
Misc Admin List
Sometimes, things just don’t have a perfect place. That’s where your “Misc Admin” list comes in. Think of it as a catch-all or a safe holding pen for tasks, notes, or information not explicitly linked to a client, goal, or specific project.
Set up a recurring reminder to review and redistribute these items to their proper places as you refine your ClickUp Admin system.
Improvements List & Goals Folder
Your business is always evolving. Collect ideas for improvements here—whether it’s webinar feedback, website funnel tweaks, or workflow enhancements. Add these ideas to your Goals folder, where you can track OKRs (Objectives and Key Results), set annual themes, or collect your company’s guiding values.
Regularly reviewing these lists ensures your daily work aligns with your business’s North Star and prevents wasted effort on low-impact activities
Systematize Operations with SOPs and Wikis
Structure demands consistency. That’s why every ClickUp Admin space needs a dedicated area for Standard Operating Procedures (SOPs) and wikis. Store detailed documentation on all your core processes—everything from onboarding to automation instructions.
Pro Tip:
Use ClickUp’s native Docs and Wiki features. Not only does this make it easy for your team to find what they need, but ClickUp’s AI tools can also surface documentation and instructions automatically within tasks.
Not ready to move everything into ClickUp? No problem. Use a URL custom field to link out to Google Docs or external resources. Just the act of naming and centralizing processes helps prevent “where do I find that?” confusion.
Other valuable lists for your Company Hub space:
Automation Log: Document what’s been automated and where, so nothing breaks in silence.
Resource List: Curate trainings, tool lists, and educational content for your team.
Partners & Affiliate Links: Track collaborations and referral links centrally.
Making ClickUp Admin Your Single Source of Truth
The beauty of this ClickUp Admin space is flexibility: It works whether you’re starting from scratch or integrating existing structures. By taking the time to set up spaces for admin, SOPs, and recurring routines, you free your brain (and your team) from the burden of remembering everything.
ClickUp becomes a “single source of truth,” housing actionable tasks, knowledge, and goals all in one place. This prevents oversights and keeps everyone aligned—be it through automations, routine tracking, or easy access to standard procedures.
Bring Structure to Your Business with ClickUp
Implementing this ClickUp Admin Space takes some initial work, but the payoff is immense. Once you’ve centralized your admin, routines, SOPs, and resources, you’ll notice less chaos, greater focus, and more time for what really matters.
Want to skip the building process? I’ve got a template for you: https://my.bossyourbusiness.academy/courses/offers/fcfde827-03f1-441c-b139-7d898becd9c1
Ready to dive deeper into ClickUp’s powerful features? Join the next ClickUp webinar: https://bossyourbusiness.academy/clickup-ai
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]:
Do you feel like your business is.
Yvonne Heimann [00:00:02]:
Just completely scattered with tasks and tools and team communication and everything is just all over the place? You are definitely not alone in this. Today’s video is a part of one.
Yvonne Heimann [00:00:14]:
Of my most recent webinars.
Yvonne Heimann [00:00:16]:
I’ll break it down two must have spaces that every business really should have right in ClickUp as well as the system that keeps everything running nice and smoothly behind the scenes.
Yvonne Heimann [00:00:28]:
If you want to join one of.
Yvonne Heimann [00:00:29]:
My next webinars, find the link right below in the description. And with further ado, let’s dive right in.
Yvonne Heimann [00:00:37]:
I want to dive really into ClickUp Hierarchy and the five spaces every company should have. How we can set up ClickUp to be of advantage for you. Not everything flying around, not everything being all over the place and crazy. We’re going to start with what I call the admin space. So some call it your headquarters and how we structure this is with two different folders for everybody that is completely fresh and completely new. I want to go over the ClickUp hierarchy for a second. The ClickUp workspace is your account. Every time you hear workspace, just think account a space within ClickUp.
Yvonne Heimann [00:01:25]:
Think of it as a big idea of your department. It’s your big piece collection of something. In this case it’s your admin space. It’s all of the managers, all of the C level might have access to it and where you admin your business. We then have folders in here to collect different lists and within those folders we can sort different lists for different areas, different focuses. Sometimes you also want to think about okay, what kind of custom fields do I potentially need in the task management? I have more resources for you to figure out how to best sort things because we also have dropdown fields to help you sort overall. ClickUp itself has your space, your folder, your list. Within those list you have your tasks with all kinds of custom field possibility for you in the admin space to make sure nothing gets lost.
Yvonne Heimann [00:02:33]:
We have our biz folder in the biz folder. What we do is we have business routines who in here regularly forgets to download their bank statements for your accountant guilty to make this easier and not be like me and let your accountant hang have a business routine list. This is company wide. This doesn’t have to mean just for you. This can be your team. This can be ClickUp teams and put these recurring tasks in here. Profit First Allocation if you’re running your business on the profit first financial system or the monthly checkups or regular analytics on your social media to collect the numbers and then you just set up your due dates. When do you want this? And set the recurring in here.
Yvonne Heimann [00:03:21]:
If that is weekly, if that is monthly, if that is annually now it can just be out of sight, out of mind because ClickUp is going to remind you as long as you assign yourself when you need to get this done. So this Biz routine folder is a great way to get get those Did I do this? Didn’t I do this? When do I need to do this? And how often does this recur out of your mind? And ClickUp is going to take care of you to remind you to do those the misc admin is the list for I don’t know where to put this. This is not client related. This is not a goal related. I don’t know where to put this. This is a great holding place for those moments, especially when you are organizing your ClickUp when you are rebuilding it, when you are upgrading it, where you’re like I don’t have a space for that yet. Have a misc list to really be able to collect them all and then set a recurring task to remind you to go in here and start sorting them out where they need to go. Improvement as the name says, collect your ideas of how can you improve my webinar? Feel free to pop into the comment section and tell me what I can do better for you next time.
Yvonne Heimann [00:04:33]:
Or on lead funnels on your websites on your business in general so that you can put them in here and then go like okay, this can have a big impact and is an easy implementation. Let’s do this within the next week with improvements. We want to pay attention to our goals. Where are we taking the business? All of this is great, but if I don’t focus on my North Star in my business, on where I want to take it and what I want to accomplish, what am I doing? If we do not really look at this suddenly you’re going to find yourself spending hours and hours on something that does not move the needle. So with this we have in here okrs, which is your objective and key results. This is those specific goals and if you can attach numbers to them, even better that you want to accomplish that you want to focus on. Now you might have also seen the idea of having a word for your year or having specific values we follow. That is specifically that values list that gives you the room to collect those and refer back to them. And that is the admin space.
Yvonne Heimann [00:05:45]:
I hope it’s nice and easy, has everything you need to really pay attention to your business and start using those ClickUp automations and those recurring tasks to make life easier. And last but not least, there’s a lot happening in your business which means you need a space for your standard operations procedures. You need a space for your wikis. You want to make it really easy for you and your team to find the resources they need to be the best they can be collect your standard operating procedures in here. I do recommend using ClickUp documents and their wiki feature to write your standard operating procedures because now you can use AI and ClickUp AI grabs from those ClickUp documents to know know what needs to be done and can tell your team where they can find things and what they need to do. Now you don’t have to because you easily can have a custom field in here of a URL field that links to where your SOP is right now. That is the beauty of ClickUp that it is so versatile of implementing with where your processes and systems are right now and you can grow with them. If you’re not ready to fully embrace ClickUp Documents and you have your standard operating procedure set somewhere else, just use an URL field and link to it that having the task in here and naming it by the process will already help you and your team to find the asset they need.
Yvonne Heimann [00:07:23]:
Note down your automations. I promise you, I built so many automations and I had to really get into this process and workflow myself and make it a habit. Once you start automating a lot you’re going to lose track. Where are things happening and what did you automate? So next to your hopeful process mapping you are doing, also note down the automations you are doing. Have a resource list of tools and trainings for your team that is available to them. They might be like oh I would love to learn more about Adobe or ClickUp. Let them know that there is resources for them, let them know the tools they have available to them. And last but not least, if you are working with other people, if you are doing collaborations, if you have affiliate links and you refer people somewhere, have your partner’s list or have your affiliate link list right in here too.
Yvonne Heimann [00:08:20]:
Again to easily be able to collect that information and make ClickUp your single source of truth.
Yvonne Heimann [00:08:31]:
And that was just a little taste of how you can bring serious structure insanity back into your business using ClickUp.
Yvonne Heimann [00:08:40]:
Now whether it’s automating your routines or.
Yvonne Heimann [00:08:43]:
Tracking your goals, or housing your standard operating procedures and trainings, all of this can live nicely organized within ClickUp using this system. Again, this was a snippet from one of my most recent webinars, which are happening regularly.
Yvonne Heimann [00:09:00]:
So if you want to join live.
Yvonne Heimann [00:09:01]:
And ask your questions face to face or in the comment section. If you don’t want to pop on video, click the link below and come.
Yvonne Heimann [00:09:08]:
Join one of my upcoming webinars.
Yvonne Heimann [00:09:11]:
And if you have any other questions, pop them in the comment section and I hope I’m going to see you right there in the next video.
