Video transcript:
00:01 Hello, I'm Jed. Welcome to another ClickUp Setup tutorial following along with the same problem around a construction contractor for maybe like a roofing business.
00:13 We're gonna go through how to keep your clients informed automatically about your project progress and the deliverables and due dates and status updates.
00:23 That's a common theme that we hear for not just, you know, construction companies, but agencies, any kind of services related business.
00:30 This is gonna be useful for you. Okay, uh, who am I? I run, I'm the founder of Hydrant. Our project manager's put out the fires so your team can execute with ease.
00:42 Um, I am a Stanford certified project manager. Uh, also have a degree in construction management and I've been managing projects for over 50, over 15 years now, dozens and dozens of projects.
00:54 Okay, let's go to our problem. Um, I'm gonna move this up here. Okay. So the question here, um, and let's go to our little agenda here is how do we set up some kind of automated client reporting system for ClickUp?
01:11 So we want, we want to make it to where it's easy basically for your clients to see what's going on with their projects.
01:18 So I'm gonna go here and we have all these subtasks for, uh, this project. And, you know, this is, remember last time.
01:30 We put in a project value, contact, phone number, et cetera. Now, what we're going to do is let's workflow this to scheduled.
01:37 And then, um, and I'm just going to assume Tyler is completed. Let's go down there. And then for the whole job, I'm going to say this whole job is going to be done by October 25th.
01:52 And we're going to start it on Tuesday. And I'm going to assign it to myself just because I'm here. and maybe maybe I would give this to a project manager on my team or a client account manager, however you do it.
02:06 And then these are all the subtasks. So what I might do here is actually go through and schedule each one of these out.
02:14 And I don't have to put in a start date for each one, but if I'm starting the project on Tuesday, maybe, uh, you know, maybe this is here.
02:22 Uh, we've got all the tools set up. Some of this stuff's already done. Maybe actually let's put that here. This is already done.
02:32 put that complete. Uh, maybe this one will mark complete. We already did a risk assessment. Um, you know, uh, this, this is not a roofing list template, but this is just like another template we had laying around.
02:48 So maybe I'll add in here. Uh, let's add in another subtask. It's like, um, roofing material.
03:01 Material to arrive and maybe we have crew, uh, uh, you know, does demolition of existing roof.
03:17 And then maybe it's like crew prepares, geez, I can't type, subroof. And then maybe crew installs. Uh, new roof, cleanup of job site.
03:38 All right. So I'm just going to go ahead and, uh, maybe I'll just go ahead and delete these old ones.
03:48 That's useful probably for you to see too. Okay. Oh my gosh. So many things to delete. and then for these I'm going to you see how they're all selected and I'm going to hit trash.
04:03 Cool. So now let's put our, put together a little roofing schedule. And let's imagine this as a template, but roofing materials going to arrive on, let's say Thursday.
04:14 Cool. The demolition of the existing roof. That's going to start on Tuesday, straight up. That's like the first activity. Subroof prep, let's say three days.
04:23 So maybe the subroof prep starts on the 17th when the material arrives. And then the new roof is going to start going on.
04:31 Maybe the 21st and then clean up is going to be kind of the last day. Now I'm going to arrange these by due date.
04:42 Okay. So now it's going from kind of like soonest to latest, or it should be sort entire column, you do this way too, but let's, let's just do regular sort.
04:58 I'm not sure why this is. Sometimes with subtasks, it can be a little wonky. Uh, probably cause we have the subtasks ordered already.
05:10 So let's just move that subtask around. So the due date is going to be sorting on the primary task. I'm pretty sure there's a way you can, like, if you wanted to see it differently, like you could create a new view and maybe we'll do that in another video of where we're just seeing all the subtasks of
05:27 this project. Um, That's something to think about. And actually, maybe we want to do that for this video. So let's, in fact, let's do that.
05:37 So let's create a new view and maybe we want to Gantt view and this is going to be the Horowitz Gantt.
05:51 Okay. And you can see now we have this project and I'm going to expand it. Cool, and I'm going to make a filter and I want only this specific task.
06:11 So, um, is, uh, let's go scheduled and then, and I want to create some way.
06:33 Let's see if I can figure this out. So what we could do is add a tag and we could create a tag just for the client.
06:41 So it could be like Horowitz job is the tag and we'd be able to have this view, but I'm going to actually do this a little different.
06:49 What I'm going to do is I'm actually just going to move that up there. I actually just want to see, um, let's go back to.
07:03 are a list view, excuse me, list view. And what I'm going to do actually is I'm just going to share this same, like just this task.
07:14 And what's cool about ClickUp is you can share this task like this. You can share it with anyone. And now you've got a public link that you can send to the client.
07:26 Um, and you know, I'm going to copy this link. Or you could also invite them to this specific task or create a guest or something like that.
07:36 That could be another way you'd want to do it. But now whoever has access to this task can see right here, uhm, this specific task.
07:46 And now what I might do is actually, uhm, I wonder if we could set up some kind of automation. I'm just kind of feeling around with this.
08:04 This is like one of the fun things about ClickUp. There's so many different ways to do it, doing it. so what we're setting up this automation do is on subtasks only when the status changes or actually what I want is when the due date arrives, then I'm going to send an email to the client.
08:29 So task at task. At gmail.com and maybe I want to CC the project manager or whatever. And then the subject I can say, um, your, um, I might say like new activity on your roofing project.
08:53 And then the body, I might say, uh, you know, Task ID Oh, actually, I don't want that on the subject in the body.
09:06 I could add like tasks. Well, it keeps going to the subject. You do it there. There we go. So like task name, um, your task is here.
09:21 You can put it in the actual task, however you want it. And you know, for like a short project, maybe this isn't super valuable, but on longer projects that go on or like recurring monthly projects, like if you're doing regular work every month or every week for a client, this could be really useful.
09:36 Let me hit create. So now what happens is every time we get to a due date, I have it to where it's sending an email to the client, letting them know what's going on.
09:46 You could attach that to the start date. You could attach that to comments. Anytime there's a new comment, there's a bunch of different ways you could do that.
09:52 So, um, that's kind of useful. And then you're just, what you're doing is you're training the client to see the project status in ClickUp.
10:00 Now of course this only works if your team is actively using ClickUp. So if your project manager, if people are not in here and this information is out of date, you're going to create even more problems for yourself because you're telling the client one thing when the reality is another, and you're going
10:16 to mess up, mess up expectations. And I tend to think that the key to servicing clients effectively is always be on top of expectations, always be communicating, always be letting them know what the options are, what's happening, so they're never a question.
10:33 Uhm, that always seems to work a little bit better. So hopefully that makes sense. It's a little rough there. Like, there's a few ways to do this.
10:40 We could add a tag. I think there probably is a way to, uhm, create a filter specifically around a task.
10:52 Uhm, but I think, like, there's a way of organizing this that's better. Like, if I spent more time and thought a little bit more about it, I'd probably have, a different list for each client, and then what I could do there is just share the list.
11:08 Uh, you know, I could just add the client here and put them in that way. So, uhm, hopefully it gives you some things to think about.
11:16 Uhm, again, just want to say thanks for listening. Uhm, I'm Jed, the founder of Hydrant, and we help people use project management tools like ClickUp.
11:25 Alright, talk to you later. Thanks. Bye.
