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Whether you’re leading a team or running your own business, you’ve probably felt the frustration: A team member asks, “How do I do that again?” and suddenly you’re on a scavenger hunt, trying to dig up a forgotten SOP, process document, or template…
It’s not just an occasional inconvenience, it’s a recurring bottleneck that slows down productivity and drains mental energy. Knowledge ends up scattered across cloud drives, messaging threads, email chains, and outdated folders, making even simple tasks harder than they should be.
The result? Missed steps, repeated work, and unnecessary interruptions that pull you away from high-priority tasks.
This disorganized approach to knowledge sharing often means we spend more time looking for how to do the work than actually doing it.
That’s where ClickUp AI comes in, offering a smarter, faster way to centralize and surface the information your team needs, right when they need it.
The One-Question Solution: ClickUp AI in Action
Imagine this: Instead of trawling through documents or bugging colleagues, you (or a new team member) can simply ask, “How do we upload and schedule a podcast?” and instantly get the right SOP, with detailed steps, right inside the platform where your work is already happening. This is exactly the streamlined solution ClickUp AI offers.
Yvonne gave a relatable example from her own operation. When onboarding a new team member to their podcast workflow, instead of navigating endless lists or misfiled documents, they could use ClickUp AI’s smart search and ask feature. By simply typing the question, the team member instantly got the prioritized, wiki-approved document outlining the full process, no scavenger hunt required.
Unlocking the Power of Wikis with ClickUp AI
A game-changer highlighted in the webinar is how ClickUp AI utilizes “wiki” documents. When you designate a ClickUp doc as a wiki, you’re telling ClickUp AI: “This is our official, trusted source for this process.” Wikis are prioritized in search results, ensuring your team always gets the most up-to-date and approved information first.
And don’t worry about having everything perfect from the start. As Yvonne candidly shared, her business is always evolving, and SOPs occasionally need updating, just like everyone else’s. The priority is progress, and with ClickUp AI, foundational knowledge stays accessible, editable, and easily maintained.
Using ClickUp AI with Templates and Google Drive
Of course, knowledge management isn’t just about big-picture processes; it’s about the nitty-gritty too. Often, you need more than a set of instructions, you need a reusable email, a description template, or forms. While ClickUp’s built-in document editor helps, as Yvonne explained, copying and pasting from ClickUp docs can sometimes lead to formatting headaches, thanks to hidden code and style elements.
This is where integrating tools like Google Drive shines. Store your templates, especially those that need to be copied and pasted often, in Google Docs. With ClickUp AI’s all sources search, you can surface the right template from Google Drive just as easily as an SOP from ClickUp. This blended approach gives you the best of both worlds: rock-solid documentation in ClickUp and clean, reusable templates from Drive, accessible all through ClickUp AI.
Let ClickUp AI Bridge the Knowledge Gaps
One of the most reassuring takeaways from the webinar is that you don’t need a perfectly organized, all-knowing knowledge base to see real benefits. ClickUp AI is built to bridge the inevitable gaps, using context to find and surface the right information, no matter how imperfect your folder structure or documentation may be.
As Yvonne noted, perfection is not the goal; progress and accessibility are. Even if your processes aren’t fully documented or flawlessly updated, ClickUp AI empowers your team by making what you do have easy to find and use.
How ClickUp AI Sets You Free
A final note from Yvonne worth underscoring: No one has a completely finished, perfectly indexed SOP database, not even seasoned pros with years of experience. The most important step is to get started, make incremental improvements, and let your systems work for you. The goal isn’t to create more busywork, it’s to let ClickUp AI free you and your team from repetitive questions and lost documents.
When your team can trust that the information they need is a question away, ClickUp AI becomes more than a productivity tool, it becomes a path to freedom.
Ready to Level Up? See ClickUp AI in Action
If you’re ready to transform your business processes and see ClickUp AI in action, check out the next webinar live session. Join HERE
With ClickUp AI, your knowledge management can finally work for you, not against you.
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]:
Are you tired of hunting down SOPs and process records every time somebody asks you, how do I do that again? Feeling like your company’s knowledge is just scattered across dozen different places and no way to find what you actually need. Trying to remember where I saved that one process document and template. Digging through folders and folders and just wasting more time than actually putting into the actual work. But what if you could just ask one single question and instantly get the exact process that you need? That’s exactly what I’m going to show you today. And in this video, I’ll be showing you how ClickUp AI transforms your knowledge management. Right there in ClickUp, where you are already working by making your standard operating procedures and processes instantly accessible to everyone on your team. No more ‘Let me google that for you’ moments for you and your team.
Yvonne Heimann [00:01:03]:
This is actually a snippet from one of my free ClickUp webinars that rerun monthly. So if you want to join me live and get your questions answered. Nope, those are not in the recordings. Those only happen when you join live. Find the link below and come join me on one of the upcoming webinars. I would love to see you there. Let’s dive into using ClickUp as a knowledge management system. What does that mean? That means where is that file again? So Luby is in here and.
Yvonne Heimann [00:01:35]:
And she’s like, okay, let’s. Let’s do something. We. We need to upload a podcast. Let’s stay in content creation. We got a whole bunch of stuff here. We got a whole bunch of lists and there’s the podcast and we got wish list and we got submissions. Let’s imagine Luby is just starting out and she hasn’t been with me forever and pretty much knows everything that’s going on in my business, in my life.
Yvonne Heimann [00:01:56]:
Let’s imagine she is starting. I’m like, cool. So awesome. How do I do this? Cool. Yvi’s got a podcast. What do I do with that? So I decide to go up here because I want all sources. Remember, if I would go in here, it starts in content creation.
Yvonne Heimann [00:02:14]:
However, we also can switch this to all sources. So Luby started fresh. And she’s like, okay, cool. Yvi recorded a podcast. What do I do now? And I literally just ask it, how do we upload and schedule a podcast? Where. Where is the resource? Where’s the sop? What’s happening? And as you can see right here, to upload and schedule a podcast. And there it is. This is exactly what I wanted to show you.
Yvonne Heimann [00:02:39]:
You see that little gizmo right here. We internally decided to have our standard operating procedures in ClickUp. Now what that does is it means we are also need to update this one because we don’t use descript anymore. However, it knows this is a wiki document, meaning I have approved this document as a wiki. It’s a prioritized source of information. ClickUp AI, when searching for how to do something, will always prioritize wikis in ClickUp. And with that it gives you the exact steps in here. Yes, we don’t use descript anymore, but that’s a simple easy fix and we’re going to talk about that actually in the next feature and our round three of this training. We need to set up the episode and transistor.
Yvonne Heimann [00:03:36]:
It’s all there. You see this? I didn’t have to go anywhere. I didn’t have to sift through through a freaking document with how many different steps and YouTube workflow and podcast workflow and I have no freaking clue. And what and huh. One question, one simple question to go here and I know exactly what’s happening and I can open up this wiki. So the wiki feature in ClickUp is amazing because of this, because you can literally tell ClickUp brain, this is the most important knowledge in our company, having your standard operating procedures in there. Now, if you’ve been around, you also know that often enough there is not an easy answer for everything. Yes, we use ClickUp documents as a wiki.
Yvonne Heimann [00:04:20]:
The downside of this is often enough we need templates. We need templates for emails, we need templates for description, all the things. And being able to copy and paste those templates just as text from ClickUp documents, you can only do if you use a code block. Because there is so much stuff happening behind the scenes, you can’t just copy and paste the text and paste it somewhere else and it’s clean. However, you can integrate your Google Drive where you can copy and paste from documents without. Without all of the coding that happens behind the scenes between titles and body text and all. All the wonky stuff you see in AI often shown too, with those pound signs and all the things, there’s a lot that happens to make your text look like it looks. What I’m saying with this is have your standard operating procedures in ClickUp.
Yvonne Heimann [00:05:14]:
So ClickUp has that priority setting of this is a wiki, this is proven information. And this is what my team needs to do their job integrated with the tool like Google Drive where you keep your email templates. They talk with each other. That’s why we have all sources. So if you need a specific email template and you know they are are in your Google Drive docs or they are in actually that’s ClickUp docs. They are in your G drive. Search for them in G Drive. It’s still accessible and that way you get the best of both worlds.
Yvonne Heimann [00:05:53]:
Being able to easily copy and paste simple text while using the advantage of ClickUp Brain within ClickUp itself. Who of you has their standard operating procedures in ClickUp and who doesn’t have standard operating procedures yet? And I’m asking for a reason. Don’t worry about it. We don’t have all our standard operating procedures done either. And as you’ve seen, we need to update a couple too. So nobody is ever perfect. If anybody tells you their business and their life is perfect, I call BS. ClickUp AI really is like having your own personal knowledge assistant who knows exactly where everything is in your business. The cool thing is you don’t have to organize everything perfectly for it to work.
Yvonne Heimann [00:06:42]:
My organization is not perfect either. It’s all about progress, not perfection. AI will fill in the gaps. Remember this was just a snippet of one of my past ClickUp webinars and if you want to join one of the future ones live and get your questions answered, find the link down below. And if this video helped you go hit that like button and subscribe for more productivity, ClickUp and business efficiency goodness coming to you. And remember, you started your business to build the freedom that you desire not to be trapped in a day to day forever. Let your systems give you back your sanity as you step into the role as CEO you were meant to be all along. Catch you in the next video.
