The Problem

The client, one of the fastest growing companies in Australia and leading e-commerce brand, came to us needing help with their ClickUp structure.

Their ClickUp was unruly, with each team member regardless of role, creating lists, spaces & folders as they saw fit. This led to 25+ ClickUp spaces in their account, where 13 of them may be for marketing activities alone. This made cross-team collaboration very difficult and wasted time finding where a task actually was rather than completing the work.

The team was also not making use of the dashboard feature in ClickUp, and didn’t know how to get one consolidated view of their tasks.

The team lacked a project planning process, and weren’t utilizing the template feature in ClickUp to streamline their repeatable projects.

Custom fields were also showing in a variety of lists they were not supposed to, and some duplicate custom fields were showing in the same list which led to confusion for the team.

The team also lacked a structure to keep their SOPs, files & digital assets organized in Notion, Air & Google Drive.

Additionally, the CEO wanted support in optimizing the org chart, roles & responsibilities & KPIs of team members to solve issues they were having within the team.

What We Did

• Restructured the hierarchy of their ClickUp into 5 clean spaces, sorting different aspects of marketing into folders

• Worked with team members to gather their repeatable tasks and add those into ClickUp

• Cleaned up all of the custom fields within ClickUp so there were no duplicates and only the correct fields showed in each list. We also provided training to the team on how to avoid this in future

• Created a template for their promotional launches, with tasks, assignees, due dates & dependencies mapped out. We also added in automations to notify the team when key tasks were completed, so the rest of the team could begin their work, as well as when they were 4 weeks out from the start of a promotion

• We implemented a manager’s dashboard that managers could use to track the performance and workload of their team, and delegate tasks accordingly

• We implemented dashboards to track fulfillment, inventory and other key metrics to ensure stock was not an issue

• We created a personal management dashboard for team members to manage their own tasks effectively, as well as providing training & resources to show them how to utilize the features of ClickUp better to easily see their own tasks

• Created & implemented a new organizational structure to manage their assets in Air, along with an SOP on how to use it

• Created & implemented a new organizational structure to manage their SOPs in Notion, along with an SOP on how to use it

• Created & implemented a new organizational structure to manage their assets in Google Drive, along with an SOP on how to use it

• We created a new org chart for the company and identified which new roles need to be hired to reach the company goals

• We developed a review process for current team members to establish who is in the right seat and who can help the company get to where it needs to go

• We created clear roles, responsibilities & KPIs for everyone on the team so they had clarity on what outcomes they needed to achieve, and their managers could lead them more effectively

The Result

• Assets for promotions were now completed 4 weeks in advanced, in contrast to 1 week before previously

• Overdue tasks were decreased by 27%

• The team felt more focused on understood what was expected of them, and the company had a clear org chart

• ClickUp was much easier to manage and saved a collective 10hrs per from inefficient systems