5 Keys for Paid Social Agency Project Management in ClickUp
Welcome to Five Keys to Paid Social Agency Project Management
Overview: Jeff and the speaker introduce themselves and provide ground rules for the webinar. They discuss the importance of understanding the design stage of a project, as well as the procedural and behavioral aspects. They also discuss the three main layers of any organization.
Design Stage
- Design is an important part of any project, such as a website or paid social.
- Agencies and entrepreneurs are often quick to jump from one tool to the next, but the tool is only a piece of the puzzle.
- The other two important pieces are procedural (processes used to consistently deliver great client results) and behavioral (norms around how work is done).
Build Phase
- Jeff will take us through what gold standard agency processes for paid social look like inside ClickUp.
- We'll build out the clear infrastructure and key features that paid social teams use to streamline their work.
Launch Phase
- We'll discuss the launch phase and how to create a ClickUp infrastructure that serves the three main layers of any organization.
- This includes the executive layer (highest level of detail), the account managers/project managers (portfolio of team performance/clients), and individual contributors.
Designing a Click Up Infrastructure
Overview: This section covers the design phase of setting up a Click Up infrastructure, including how to take advantage of spaces, folders, and lists, as well as how to create data schemas and views.
Structure
- Start with a systems design engagement called the Blueprint.
- Take advantage of spaces, folders, and lists.
- Create a data schema to power better decision making.
- Break down agencies into three main categories: growth, delivery, and operations.
- Define standard definitions for each layer of the hierarchy.
- Utilize views and dashboards to visualize data.
- Make Click Up the single source of truth.
- Integrate third-party tools such as CRM, time tracking, reporting, finance, team communication, and file storage.
- Utilize a process prioritization worksheet to brain dump processes.
Setting Up Click Up
Overview: This section covers how to set up Click Up, including how to create a clear structure and hierarchy, as well as how to utilize views and dashboards.
Structure
- Create a clear structure and hierarchy before diving into Click Up.
- Utilize a process prioritization worksheet to brain dump processes.
- Utilize views and dashboards to visualize data.
- Set up custom fields and data schema.
- Utilize color coding to differentiate between different types of views.
- Utilize Click Up as the single source of truth.
Paid Social Process Library
Overview: This section covers the importance of creating a process library inside Click Up and how to structure it. It also outlines the processes that need to be included in the library for paid social, such as an onboarding process, campaign creation, and recurring tasks.
Creating a Process Library
- Create a process library inside Click Up to store all processes.
- Break up the library into service line lists to keep it organized.
Paid Social Processes
- Utilize a paid social onboarding process to confirm the proposal has been signed, get access to platforms, and hold kickoff meetings.
- Create a campaign creation process to set goals, budget, scope, copy, design ad creative, and launch the campaign.
- Set up recurring tasks to check on the campaign and make adjustments.
Task Structure
- Use parent tasks and subtasks to group steps together.
- Break up subtasks into one user and one sitting not to exceed four hours.
- Include due dates and time estimates for each task.
- Utilize deliver role to assign tasks to the correct account manager.
- Add custom fields such as task type or record type.
Process Documentation
Overview: This section covers the importance of documenting processes and how to do it effectively.
Creating Process Documentation
- Processes need to live where the work gets done.
- Create a checklist of items to ensure nothing is forgotten.
- Save processes as templates for easy deployment.
- Use deliver roles to assign tasks.
- Track time estimates and due dates.
- Include any necessary documentation.
CRM Overview
Overview: This section covers the use of a CRM in ClickUp to provide a high-level overview of all the work being done.
CRM Overview
- Utilize a delivery focused CRM to track deals, companies, and contacts.
- Use the CRM to get a high-level overview of all the work.
- Have account managers fill out weekly updates and health scores.
- Use the CRM to flag any issues that need to be addressed.
Setting Expectations for Advanced Refrigeration
Overview: Jeff and Gray discuss the status of their advanced refrigeration project, how to use ClickUp to track progress, and how to train team members.
Using ClickUp to Track Progress
- Account managers can use ClickUp to filter tasks assigned to them.
- Individual contributors can create a view for just their work and see what tasks are overdue, due today, and what their workload is.
- ClickUp can also be used to create a portal for clients to view progress, resources, and analytics.
Training Team Members
- Before building, it's important to map out and design the hierarchy in the system design phase.
- Training should happen pre-launch and post-launch.
- It's important to set a vision for the team and explain how their day will look like in the future.
- There should be bandwidth built in when offering paid social services due to the variables that occur.
- Templates should be built to make decisions and paint a clear picture of the outcome of the hard work.
- It's important to understand if the team is truly overstaffed or understaffed.
Core Content Commandments of Project Management and Click Up
Overview: This section covers the core content commandments of project management and Click Up, including the rule that “if it’s not in Click Up, it didn’t happen”. It also covers how to handle tasks that go overdue, how to set clear expectations, and how to use custom emoji reactions in Slack.
Time Tracking
- If it's not in Click Up, it didn't happen.
- Handle tasks that go overdue by mentioning someone and bumping it to the right place.
- Set clear expectations and rules of engagement for using the tool.
- Show team members how to use Slack and the Chrome extension to get tasks out of email and into Click Up.
- Organize tasks by client name and use agency project management certification.
Building Healthy Habits
- Assign a Click Up champion to run four main routines or rhythms: daily spot check, weekly roundup, monthly analysis, and quarterly review.
- Look for activity and coaching opportunities, such as who is not updating their tasks, who has overdue tasks, who is not seeing notifications, etc.
- Use results analysis to make the next client experience better than the prior one.
- Hold team members accountable to the agreed-upon rules of engagement.
- Split out and look at data to see where time is going and if too much time is being spent.
Understanding Data to Make Better Decisions
Overview: This section covers how to use data to make better decisions as an agency owner or leader. It discusses the importance of understanding what service lines need to be improved, which ones should be sold more of, and which clients should be charged more or fired. It also covers how to use dashboards to get insights from the data collected in ClickUp.
Using Data to Make Decisions
- Understand what the data is telling you about efficient service delivery.
- Identify which service lines need to be improved and which ones should be sold more of.
- Determine which clients should be charged more or fired.
- Analyze which departments are effective and which are ineffective.
- Identify who is over-utilized and who is under-utilized.
Utilizing Dashboards
- Utilize dashboards to get insights from the data collected in ClickUp.
- Design dashboards to get the most out of the data.
- Use dashboards to measure tasks, audit processes, and team performance.
- Create simple or complex dashboards to get the desired results.