Transcription
Hello everyone. Today we will talk with you about how to stop being a slave to your tasks and make the system work for you. If you use ClickUp simply as a notepad, where you manually drag and drop cards, then you are most likely using its potential at a maximum of 5%. The real magic appears where automations are turned on. I have prepared for you the top five scenarios that I have implemented in my work. And I also advise you to do the same. And they will save you and your team hours of work. And, believe me, after this, you will look at your workflow completely differently. So I won't delay. But if you don't have a ClickUp account yet, then the link to it is in the description. You can download it and follow along with me. After following the link, you will simply need to register for free or log in to your account. This is done easily. You can log in using your Google account, or simply by entering and creating a password. Next, you will find yourself in your workspace. They will be displayed to you, you probably already know, on the left here. This is not my work account. I created it specifically to show you clearly, schematically, how everything works here. I have one project here, project two. We will be working specifically with project one. So, let's finally get started with automation. The first automation to start with is deadline management. Remember how many tasks you or your employees create, but forget to set a deadline, i.e., a completion date. And as a result, this task falls somewhere to the bottom of the list and generally dies somewhere, and no one monitors it anymore. But it could be important. Therefore, we can create an automation for deadlines, so that when the status changes, for example, from created to in progress, we give it 3 days, for example, we can set what time frame this task will have to be completed. This will be automatic, without manually setting a deadline. How to do this? Let's select our project. Here it is, project one. We click on the three dots here, as an option. I already have this automation. I created it in advance. We will open it now so that you can also repeat or copy it. We have a trigger, that the status changes from to do, to the status in progress. This is an active status. So, when it changes, we set the trigger here, that is, we change the duration, the time duration, yes, we set, in fact, the very deadline. And I chose that days after the trigger date appears. And I indicated that it is 3 days. That is, we are given 3 days to complete from the in progress status, to the closed status, when everything is done. Here is such an automation. Let's check it in practice, how it works. Let's say we have this task, and we will move it to the in progress status. Okay. And now I will open this task, and we will be able to see the dates, the start date. Today is Saturday, and we have 3 days, Sunday, Monday, Tuesday, yes, it was set. So it lasts until Tuesday, it says until Tuesday. We can also see this in the Gantt chart, for example, yes, you see that the project, Task 1, should be completed on Tuesday. Of course, this will also be visible in the calendar. On the 20th, one should be completed. And, in principle, it will be visible in any other view as well. Why is this important? Because, in principle, the deadline date is very important. When there is a specific date, the feeling of procrastination disappears, and the team immediately feels responsibility that there is a specific date by which something must be completed. And, accordingly, your entire project will move in the right direction, in the right direction, and rapidly, which is the most important thing. The next automation we will talk about, I would call it a content pipeline. This is a lifesaver if you are involved in content, marketing, video creation. The essence is to link the stages of development of something, let's say, a video, so that one person does not wait for another. For example, let's take the stages of video creation. First, the video needs to be edited, and then it needs to be handed over to a designer to, for example, create a cover for this video. So, when we change the status to "video edited," we can automatically set it up so that this project, this task, this task is assigned specifically to the designer on your team. Now I will show you in practice what it looks like. Again, we go to automations, and I have such an automation that when the status changes from, you see, I had the status from in progress to design in progress, meaning that our project goes to the designer, then we change the assigned people. Accordingly, here we must add, I added myself, but nevertheless, you can add here, yes, the designer. Here. And you insert him here. And that's it, the project status has changed, it's been moved, and accordingly, it goes to the designer. Now we will also test this, of course, and take the second task. And, for example, I am the editor, and my video is ready, and I am assigning it to the designer. And let's open this task now. And you see here assignees, as I indicated in the automation, it's me, accordingly, that is, the designer, so to speak. So you no longer need to write privately: "Vasya, the video is ready, make a cover for it." Vasya will already receive a notification that this video is ready to have a cover made for it. And, of course, he will also see all the source files. That is, the process moves on its own while you drink coffee. Of course, I must say that you still need to monitor that everything is assigned correctly. But again, just observing is not building ships manually. Therefore, I consider such a method with automations to be much easier. And let's move on to the third automation. This is working with incoming requests. This will be more suitable for those who work with clients, who sell something. Perhaps this automation is not needed for everyone, but it can be very useful, so I will dwell on it. Here's the situation: if you use ClickUp forms or integrations with other services, then you know that leads, lead generation, can get lost. So, you can set up an automation so as not to lose your new lead, that upon receiving a new request through a form, the tag "urgent" will be attached to this lead, and you will see a red priority for this task, so as not to miss this lead for sure. How does this look again? Let's go to automations. It's the third one here. What is our trigger? That a task or subtask is created. Accordingly, this means that you have a new lead. And I chose all options here. This is correct. And what is the action? You see, we immediately change the priority. What is our priority? That is, very high priority, a red flag. Also, what did I add here? There are several action options, that we also change tags. For example, I added them manually. I add the "urgent" tag where there was no tag at all, you see, it's not assigned. I also change the responsible person, accordingly, someone in your team handles leads. Here you go, you can also assign a person responsible for leads with high priority. I also added here, what deadline. That is, considering that it is urgent, that it is of high urgency, we also need deadlines. And the deadline is based on the trigger or this action appears exactly when the lead appears, you can save. And let's move on to the fourth automation, which I believe is needed by everyone. This is cleaning up your space. Chaos in tasks is the main enemy of productivity. And when you have hundreds of completed tasks hanging on your board, your brain subconsciously starts to get tired from visual noise, and in general, the focus on the most important thing is lost. So you can implement a simple rule, for example, that 7 days after your task enters the "completed" status, it goes to the archive. How does this look? The thing is that this account is on a free plan, on a demo plan, so I can't show you fully, but I can tell you how it's done anyway. Here is the fourth automation. Again, we have a trigger, that the status changes. I chose from which status here? From any, because in essence, yes, a task can still fly through several stages and immediately fall into the "completed" status. You see? Yes. And when a task appears in completed, then here we should ideally click here on the plus sign, or somewhere here there might be an additional function and find "wait." "Wait" translates from English as "to wait." So, we should wait here for 7 days, yes, set it. And when we wait, what is our action? Archive this task or subtask. Accordingly, 7 days after it is in the "done" column, it goes to the archive. This does not mean it will be deleted. It just means that this task will be in the archive. You see, I just moved my task here, and it immediately went to the archive because I have such an automation. But yes, you need to add on another plan that you have this delay of 7 days before it goes to the archive. But this is also very useful. It really immediately brings order to your board. And the fifth automation, which we will actually do together now, is related to artificial intelligence, ClickUp Brain. In business, yes, it often happens that a task accumulates dozens of comments, edits, attachments. And for a new person, a new assignee, to get to the bottom of things, they need to spend a lot of time understanding what is going on here. Therefore, you can set up an automation so that when the stage changes, when the status changes, artificial intelligence creates a summary of what has been done at this stage. And in the end, it will be enough to read just three applications generated by the neural network to understand what is new, let's say, in the course of this project. This truly saves a colossal amount of time. Let me show you how it's done. Ah, look, we will go to automations again. I will have to delete one of them, because again, the plan here is free. Let me delete this one, for example, and we will create a new one. And where we have the trigger, let's choose it so that our summary is created every, say, 3 days. We will click on "every," we will make it "custom" for this field. And, for example, let's just do it like this twice a week. I will choose Monday and Thursday, at 8:00 AM. And starting from today, of course, our summary will be generated. And look, here, where it says "action," we will now go to the section, you see, and there is. And we will choose "Autopilot Agents." And here "add edit custom field with AI," meaning we will create a custom field for artificial intelligence. And here I will write like this. Ah, by the way, artificial intelligence in ClickUp understands Russian. Analyze the entire task history, description, all comments, status changes, write a brief summary of the current project status. Your answer should contain these four steps. And we will probably leave it at that. You can also click on "add to tool" and add some tool for more complex automation, where something needs to be done with artificial intelligence, like sending a message somewhere, but we won't. And that's it. Here is our automation. We click on "create." And now every Monday and every Thursday, such a summary will be generated. We click on "save." And these are the five automations we have created. All of this is set up once and quite easily. But it helps you throughout your work for the rest of the time. Why do I advocate for automation? Because the human factor is probably the most costly mistake in any business. We forget, we get tired, we get distracted, it's all normal. But ClickUp and its automations never get tired. Setting up these five scenarios at most, if you are a beginner and have just started, will take you, well, I don't know, an hour. But by spending this hour, you will notice that the team has started working more smoothly, and there are no lost tasks among your tasks. And my advice to you: if you are just starting to master ClickUp, then don't try to automate everything at once. Start as problems arise, as they say. Start with one automation, and most importantly, understand why you need it and how it can help you. ClickUp should work for you, not you for it. I remind you that the link to ClickUp is in the description. And I hope this video will help you build an ideal workflow. If you still have questions, be sure to leave them in the comments. Also, don't forget to like this video and subscribe to the channel. Thank you very much for watching, and see you in the next video. Yeah.