- This tool helps me be more organized
than I have ever been before.
I've tried a ton of to-do list apps,
task management systems, and productivity hacks,
but this one thing, it actually works for me.
I use it to manage my YouTube channel,
the Primal video team, and my personal life.
So in this video, I'm gonna share with you
why this project management tool works so well
and how you can use it to organize your life too.
So what is it, the number one tool?
It's Mike, my brother, just kidding.
The one tool is ClickUp.
So ClickUp, they say, is an all in one suite
to manage people, projects, and everything in between.
And they even say on the website
that it's one app to replace them all,
and that is exactly my experience.
So I've been on this journey
of trying and testing different platforms, different apps,
to try and manage my personal life,
but then we've always been using
a different tool in the business.
So I've always tried to integrate my personal stuff
into those platforms too,
and I haven't really found anything that works.
While some will work really well for the business
but it doesn't work for my personal and vice versa.
So where I'd always end up is
something that would come close to what I needed
and tick most of the boxes, but not all of them,
meaning that it wasn't something
that I was gonna be pumped to open up and use and check in,
and add tasks, and to-do list, and calendar stuff.
I just, the moment I stopped using it
or stopped checking it, it was pointless to me.
So it wasn't that I physically couldn't do
what I needed to do in these other platforms,
but they didn't work for me,
with the way that I wanted to work or interact with them.
Or they made the process of some of the features
more complicated than they needed to be.
They're more complicated than just using your calendar
or just using the notes app or a to-do list app.
So internally at Primal video,
we used Trello for a long time
for our video production workflow.
I was then using Todoist
which seemed to work really well for my personal stuff,
but really wasn't collaborative enough
to be able to get all my work stuff and the team stuff
in there as well.
So I'd end up using something different for the team
and then I'd have my personal stuff on a different platform,
and I'd be having to duplicate
my to-do list stuff from the business
into my to-do list stuff with my personal
so that I could plan out my day.
And it became a massive headache
having to duplicate stuff and manage multiple platforms.
And it eventually fell apart because it wasn't easy.
I've also used Monday, which was much closer again
almost like a mix of Trello and Todoist
with how I was using them combined,
but it still didn't tick all the boxes
in terms of absolutely nailing
what we needed for the business,
and combining that with what I needed for personal
and having it all in a one place.
And a lot of the time, I just found it clunky to use,
and almost backwards in thinking
on how you had to do some things,
like set up recurring tasks.
Now to speed this up a little bit,
we've also tried a ton of other tools like,
Basecamp, Asana, Wrike, Bittrex, and Notion,
but they all fell apart in some area
where they just didn't work well for us.
A lot of them were just too complicated
and some of them even lacked a simple universal dashboard
where you could see everything
that's relevant to you all in one place.
And some of the others, looking at you Notion,
were just too much of a blank canvas
requiring a lot of setup,
but also with too many options and too much flexibility,
that it becomes difficult to enforce
workflows or processes in a team environment.
Now, I know Notion is a big favorite right now,
especially in the productivity space,
and I can totally see why for individuals.
It is really powerful,
but when it came to working with a team
with all that flexibility,
it just didn't work well for us.
So maybe it's user error.
Now I felt the need to quickly jump back in here
and stress that this video is not an ad,
this is not a paid promotion, we genuinely love this tool.
For our business,
if the tools and gear that we recommend
does have an affiliate link, then we will use it.
So if ClickUp does have one,
it'll be linked down below.
Back to the video.
So when I first log into ClickUp, now this is my Home.
I guess, a dashboard area,
where I can see any pinned tasks that are important to me.
I can see them up here.
I've got my calendar, my agenda for today,
so I can see what I have on.
I can see any trending tasks throughout the organization.
I can also see my to-do list for today.
And any overdue items and things that I have missed.
Now, I can also customize this up
by creating a custom dashboard.
So if I come down here to Dashboards and open this up,
I can create as many of these dashboard areas as I like,
for either day to day stuff
or for managing a specific project or task.
So you can see this dashboard I've created here.
This will show the task list for everyone for this week
in the organization.
I've also got my personal task list over on the side here.
I can see any YouTube videos that are ready for me to shoot
down the bottom here.
And over on the bottom right here,
I can see any videos or any content
that we wanna update inside of our accelerator program.
So I like that you get this level of customization
to really control whatever data you're pulling
into these dashboards,
but also how each little element can look as well.
And there's also really powerful filtering
or searching for each one of these elements
so that you're only pulling the data that you want to see.
So it may be only the tasks
that are assigned to you in here,
or need to be done by a certain date or certain time.
So if I come back up here to Spaces
all of this data is pulling
from the different spaces you can create
or different areas of information.
You can see we've got spaces created for video creation,
that is our entire video creation process.
So if we click on that,
we can choose our YouTube videos here.
This is our entire YouTube video process
from just random topics in the Icebox
to topics that we're likely going to create videos on,
shortlisting them, adding notes.
We can see where everything is at,
each individual video is its own card
that we can pick up and we can move it around
between these different columns,
but also so that anyone in the team has the ability
to jump in and see where a specific video is at
from start or idea right through to release.
So if we come back across here,
to videos here that are ready to shoot.
Let's look at this one.
This is the video I'm shooting right now.
So it's got a working title there,
This tool runs my life.
You can see it's assigned to me,
so this is a task or a project for me.
We've also got some tags that are assigned here as well.
This one already has a thumbnail created.
I can click on this and we can get far more information
for this specific video too.
So we can see our video notes or a script or bullet points,
or anything that we wanna include in the video here.
We can also see a discussion with the team here
on any ideas or thoughts that they have for the video.
So I like that it's one place,
not just for managing the task
so everyone knows what they're doing
or everyone knows where something is at at any given time,
but it's also a store of information.
So everything we need for this task for this video
is all inside of that card.
And this is a very similar setup and workflow to Trello,
which we loved for our video creation.
And I'll have a video talking through that
which I'll link in the description box below.
So we've been able to replicate that over here in ClickUp.
So if we go down to General Stuff,
this is where we've got things like our weekly tasks
for the team.
So we can see what everyone is working on,
what their major tasks are to complete this week.
And we have the ability to assign different tasks
to different people.
So if I need Mike to review a video,
I can come down here at a task and say,
Review ClickUp YouTube video.
I can then assign that to Mike.
I can give him a due date if I need to.
So I can say review this one tomorrow.
I can even set the priority on this.
So this is a high priority task,
and I can leave any notes or comments
inside this task itself as well.
Now there is so much in here,
so I'm definitely not covering off one every feature.
But another one that we use all the time
is the direct integration with Google Drive,
which we use for a lot of our storage.
So if we come down here to our Design space
and let's open up our design board here.
You can see we've got a very similar setup again
to our video creation board.
So we can track where each one of our design projects
or thumbnail images or Instagram content is at.
But if I click on one of these,
you can see that we're also able
to directly link and integrate with Google Drive,
where there is the raw files in this case,
for this image that was created.
So everything is kept
in its own little bubble, own little capsule,
so that nothing gets lost,
and that anyone can find what they need really, really fast.
So you can see we've got different spaces set up
for marketing and launches
for our design stuff that I've just shown you
for blog posts, for a new website project we're working on,
even for our office fit-out,
the new office space that we've purchased.
This is our to-do list or task list
of all the things that need to happen.
Now with these, again, this is fully customizable.
So this is just the List view.
I could switch it to a Board view,
like you just saw
with the video creation and the design board
or we can customize this up,
and maybe we'll switch it to a Calendar view,
so we can see when all the different things are happening
in an actual calendar.
And we can pick stuff up,
we can move it around
and we can have direct access to edit
that item just by clicking on it.
So it just becomes this amazing powerful database, I guess,
of information that you get to choose
how you wanna display it.
And there is a mobile app as well
making all of this really accessible when you're on the go.
Now for my personal stuff
and managing my own task list and to-do list,
I just have my own personal space created,
and it is locked down, it's a private space
so that it's only viewable by me.
Now I have just cleared this out
for the purpose of this video,
but in here we can, again, create lists.
It's automatically syncing with my calendar.
And I can even bring up my entire calendar in here.
So again, I'm going to one place, one dashboard,
and I'm seeing all the information, the tasks,
everything I have to do all in one place.
And it's linking in perfectly
with the business side of stuff as well.
But what I like about this too,
is if you are someone who prefers
to just use the calendar app,
you can create all your tasks and everything in ClickUp
and just have them show up in your calendar app.
So you're using one to set everything up
and the other one is just your viewing tool.
So this is your day planning could be in here.
So we've tried so many different apps
and programs out there.
We haven't tried all of them,
'cause there's new ones that are popping up all the time.
So this one isn't necessarily the best one,
but this is the best one that we've found right now
for managing the work stuff and also my personal stuff,
which is an absolute lifesaver,
a time saver, a sanity saver.
And it is something that now I actually use every single day
because it's not a chore,
which means I'm gonna keep using it.
And it's also really affordable,
but there's also a decent free plan too.
So whether you're someone who's in a similar position to me,
looking to mix the business and the personal stuff
all in one place,
so that you don't miss stuff,
so that it is simple and easy to use,
so that you can work with teams
and build processes and systems all in the one place,
then ClickUp could be the perfect tool for you.
But it's also something that would work well on either side,
just the business or just the personal too.
Or even if it's just to streamline
your YouTube video creation,
where you've got one place where you can log in
and just see where everything's at,
so that you're not forgetting stuff,
you're not missing stuff.
It could be a big sanity saver for that too.
So let me know your thoughts down in the description.
What tool are you currently using,
or how could you see yourself using ClickUp
for your business or your personal life?
Now, if you wanna learn more
about my video creation workflow
and how you can streamline that system for yourself too,
then check out the video linked on screen,
where we show you our complete video creation process.
I'll see you in there.