Workflows, Systems & Processes With ClickUp Expert Layla Pomper

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We are delighted to welcome back: Layla Pomper. We are proud to have her on as one of our Partner Experts inside the community. We all know she is one of the greatest ClickUp Experts worldwide!

Having Partner Experts like Layla in our community, who are excited to share their experience with us, is such a privilege and we don’t take it lightly! Not only is our community able to receive invaluable advice on tools from world-class experts, but we also become privy to their insights regarding their personal and business workflows and systems. And, if you know anything about workflows and systems – THIS kind of insight is gold. Getting a sense of their workflow and management philosophy and truly grasping the way they approach their work. Insights like these are great resources for business owners and entrepreneurs to learn from.

In this podcast though, the gloves come off! You’ll notice Layla’s approach is very different from Tom’s. But, this is a great thing! It gets us all thinking about our personal workflow and has us reflecting on how we operate. Here at the Paperless Movement, continuous improvement is the name of the game!

This conversation had us questioning whether we could simplify procedures, get tasks done with a different method, or do something abstract to solve our bottleneck issues.

Tom Solid

In the interview you’ll notice, Tom understands and sees the potential ClickUp has to offer but, he has some reservations. Tom asks Layla what is the best way to use ClickUp in her opinion, and Layla reveals her insightful workarounds, which really gets Tom thinking!

To listen to the Podcast Episode, hit play below, or read the full summary below!

Watch The Fully Chaptered Video Interview

Plenty of differing opinions and polarising topics here in this episode! Which make for some really exciting conversations in the podcast, as well as invaluable ClickUp tricks that Tom is very keen to take action on!

Those who follow the Paperless Movement know, ICOR® is a Framework that can help you streamline and automate your systems and processes. Through learning the fundamentals of a tool-agnostic approach first. And by doing this you focus on the core of what it is you are trying to achieve. Only once you’ve established your conventions and your priorities should you decide which tools work best for you. Similarly, Layla is all about systems and workflows. She helps small businesses view the ‘process’ part as an essential element of their business, and she helps them see that it is as important as any other aspect of their business.

It’s not the software we use, it’s the skill we bring to it!

Layla Pomper

Layla emphasizes that ClickUp isn’t as important to your workflow as you might think. It’s the process – the workflow, your system – that reflects all your business decisions. This is what really counts.

Equipped with this perspective, she sees ClickUp as a conduit that enables our systems to work considerably more smoothly. She also knows that ClickUp can be clunky but, believes having everything in one place is worth the trade-off, rather than needing that second login for another disjointed tool.

Tom was really taken aback when Layla shared how to utilize the functionality of the “ClickUp Task” feature for any “data-type” item.

Layla drops a bomb when she says: “In ClickUp I’ve abandoned Docs all together!” She then goes on to use an example showing that instead of using the limiting ‘Doc’ feature within ClickUp, you can use ‘Tasks’. Everything that’s data-driven can be used in this way. (A Task = A Piece Of Data.) These can be used for work instructions, templates, and a great way to include reference links into your ClickUp Task, and you can do this to your heart’s content.

Neat, right? This is ideal for those who prefer the Notion-style database characteristic.

Email feature in ClickUp

How often are you caught up with the emailing back and forth game? Perhaps, it’s because you’re helping a team member decipher a problem. The issue with conducting this over email is that it gets lost as “non-work” – when we are unable to allocate this type of work to a designated task. When we can allocate it, we are more mindful of what we are doing, we can track the dialogue, we know where we are. Being able to compartmentalize tasks this way using systems like ClickUp is very powerful.

Tom uses ClickUp’s email integration for sending invoices. This way he can get back-and-forth email responses inside ClickUp. All in one place, where everything is related. Email integrations are a strong feature in ClickUp, and certainly worth exploring. Perhaps, you could use it for creating a support ticketing system for the Customer Service aspect of your business?

Creating an Idea List in ClickUp

As mentioned before you can easily get lost inside your email chain. Where you find yourself sifting through random messages about a project within your email or Slack, where it is easy to lose track of the thread or miss an important aspect of the conversation that relates to the project, entirely. Layla suggests creating an “Ideas List” She creates an Idea List using the task feature and whenever an idea comes up, it is listed here. So whenever they decide to move forward with the new ‘idea’ all the context, conversations are easily retrieved.

Steps to take to create your “Idea List”

  • Create an Idea List in the Task section of ClickUp.
  • Whenever you have an ‘idea’ create a task titled with the idea within the Idea List, and tag those appropriate.
  • When the sheer volume of tasks gets out of hand, ClickUp’s advanced filtering options help you drill down and see the information you need.
  • By default, you can search for tasks using the view search bar in the top left corner of any List, Folder or Space will include Task Name, Task Description, and Custom Fields in the results.
  • To customize which fields you want to search, simply click the dropdown menu next to the search bar and toggle on or off your options.
  • Review & cull the list regularly!
  • Remember to KISS… Keep It Simple!

ClickUp for Team Communication

Layla uses the ClickUp Chat features for her Team’s communication; the comments, dashboards, and regular checking of notifications at nominated times. It works well for her business. Their ‘chats’ are designated for certain topics, and the majority of dialogue is allocated to an actual task. So this avoids the issue we discussed earlier – a designated location for each discussion.

Layla shows us how using ClickUp for the many aspects of her business including internal communication can really work for a small team. It seems approachable and not as complicated as it looks. Perhaps keeping it simple is the best place to start.

ClickUp believes in order to be productive we need to reign in our tools – there are just too many tools to keep track of and too many things in entirely separate ecosystems!

ClickUp

The Future of ClickUp

ClickUp claims to be the one app to replace them all; tasks, docs, chat, goals, and more. But, as great as that claim sounds, ClickUp is relatively new, there are still issues with reliability and in some cases transparency. As Layla explains in our podcast, ClickUp is a very flexible platform that appeals to many industries, it is a challenge for (any team of developers) to create something that suits everyone’s needs. She and Tom, both believe ClickUp have found their footing, and they have a lot of potential, plus an impressive following and not to mention GREAT, really personal social media response times.

Systemology and the Future of Work

At the Paperless Movement, we see how our current working culture isn’t actually working for us as individuals or businesses anymore. Cal Newport’s recent book, A World Without Email talks about the disruption email brings to us, how this form of communication is an impediment to our productivity and efficiency.

For those entrepreneurs who feel stuck in the day-to-day businesses operations, forever fixing issues and not creating growth, you’ll want to read SYSTEMology. It’s mentioned in the podcast, that it is great for those who recognize the power of systems, who want a business that runs itself, and highlights that ‘systems’ are the missing piece to grow small and medium-sized (SME) businesses to the next level.

Our lives are dynamic, our productivity needs will inevitably change too. If you want to keep up to date and learn how to unleash the potential of your productivity, we discuss this in immense detail in the #pplmvmt community. Do check out our membership for more.

Conclusion

We really love Layla’s methodology to ClickUp and how she manages her workflows. She certainly makes it feel more approachable now that she has shared some tricks. As she says, it’s not the perfect tool, but the more we discuss the shortcomings of it, the more we discover. “… I feel like it helps that as users we can actually use it, without feeling like we are somehow failing.” It’s a really refreshing approach, especially as many of us see the potential of using ClickUp and would very much want to use it.

Perhaps, let’s not get hung up on choosing the tool. Instead, begin by delving into our own personal systems and finding out what we really need. Step back to see the bigger picture of our productivity system, ask ourselves; is it serving us? Could it be better? Then keep it simple with tools like ClickUp. As Layla ends all her YouTube videos; it’s time to “enjoy the process”.

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