Why do you use ClickUp instead of building your own project management solution, and how can I streamline my internal ops and tracking deadlines?
ClickUp handles about 80% of what I need out of the box, so I don’t have to build a custom app or database. It’s a hacky but fast solution that gets me up and running quickly, even if it isn’t perfect. Speed matters more than perfection for me because it lets me iterate based on market feedback rather than over‑planning.
That's a great question—my go‑to solution is to use a tool that handles about 80 % of the work so I don’t have to build my own app or database. I often pick hacky solutions because they’re the fastest and simplest way to get up and running, even if they’re not the most elegant. They get me about 90 % of the way there; the remaining 10 % may require workarounds, but I prioritize speed. Speed lets me grow through real market feedback instead of endless planning, so I can put products in front of customers quickly and iterate.
Your to‑do list should be a capture‑and‑filter system, not a calendar. First, capture every idea or task using any tool (pen‑and‑paper, Godspeed, Bear, Evernote, etc.). Then, regularly review the list top‑to‑bottom. For each item, ask: Is it actionable? If no, trash it. If yes, ask: Can I do it in two minutes or less? If yes, do it immediately. If not, delegate it, put it in ‘next actions’, or file it under a relevant project folder. This is a slight tweak on Getting Things Done—capture, clarify, then act on quick wins, defer or delegate the rest. You can add layers like projects, waiting lists, etc., as needed.
I use a platform called Godspeed as a simple to‑do list and project manager, and ClickUp for agency work. I try to keep the number of platforms low to reduce complexity and avoid getting screwed over by too many tools.
I built the whole system in ClickUp. When a new coaching client pays via a ClickFunnels webhook, we capture their info, create a record in ClickUp, and set the status to onboarding. We have SOPs for onboarding calls, then we round‑robin assign coaches so each gets an equal number of clients. Each week the coach updates the status (week 1, week 2, etc.) and the client receives emails with resources and a shared Google Drive folder. This standardizes the coaching process and keeps everything organized in ClickUp.