When you start blogging you don’t realize how many moving pieces there are to a blog.
If you don’t have a strong project management system in place then it can get overwhelming and slow down your progress.
But you don’t need some super fancy or expensive software or tool to stay organized.
Clickup is Trello, Asana, and arguably Airtable all rolled into one
If you’ve ever tried to get your blog organized using another tool, chances are there were features you loved about it, and things you didn’t which lead to blog management failure.
The thing about ClickUp is that it offers almost all the same features as these other tools, plus more!
Kanban view -> Board view in Clickup
Butler Bot -> Automations in Clickup
Easy collaboration -> Click up tasks each have a comments section & the ability to assign comments, tasks, and subtasks
Project timeline -> Actual Gantt Chart in Clickup
Crazy powerful spreadsheets -> Table view, admittedly it’s not the same as a spreadsheet but you could make it work, or you could embed spreadsheets from Google Sheets or Airtable
Multiple Views -> ClickUp offers tons of different views from list, boards, calendar, table, you name it, chances are Clickup has it.
ClickUp Does a Lot, what is what?
ClickUp has tons of functionality and while it’s very intuitive to use, there are some things to know before you dive in.
Any good project management or organization system requires a bit of forethought.
The ClickUp hierarchy goes like this:
Now let me explain what each of these mean.
What is a ClickUp Workspace?
Think of a Workspace in ClickUp as a building, a different workspace would be a different building and you can’t just move one floor of a workspace to another.
So I would recommend having everything to do with your online business in one workspace. It makes it easier to keep track of EVERYTHING.
What is a ClickUp Space?
Spaces exists inside of Workspaces. Continuing with our building example, let’s consider each floor of the building a space.
Personally I have a different space for each website I own, as well as a space for Administrative backend stuff, and a private “personal” space – so I remember what day to give my dog her heartguard.
What are ClickUp Folders?
Folders are a group of lists. Now you don’t have to use folders so a Space could have multiple folders or multiple lists or both.
Let’s tie this back to our building which is our workspace. Our space is the floor we’re on, a folder would be an office located on that floor.
I dig a little deeper when I talk about lists next.
Personally, I have folders Content and Funnels.
What are ClickUp Lists?
Lists in ClickUp are containers of tasks, or if you’re used to Trello, a list is similar to a board.
Okay, so if a Folder is an office on a floor (space), a List would be a department inside that office, and the tasks could be the desks within that department.
But it’s possible the floor only contains one department, which means inside a Space you can have standalone Lists alongside Folders.
What are Tasks in ClickUp?
Tasks in ClickUp are what you want to get done. They will typically move from To Do to Completed (or whatever custom statuses you decide to use).
But there is a lot that you can do/add within a task including:
- A description
- Custom fields
- Subtasks (which can each have subtasks)
- Time estimates
- Due dates (for the entire task and/or for subtasks)
Pretty much however your brain works, you can design your tasks to fit your needs.
How to Set Up Your Blog Management Inside of ClickUp
As I mentioned earlier, I would recommend that your blog/URL be it’s own space. And then because you tend to create lots of different content for your blog, I would recommend a Content Folder. And Inside that folder include a list for each type of content you create.
For example, here is what the content folder for BloggerBreatkhrough.com looks like:
And because each type of content has different requirements, I have a template task for each type.
For example, my blog post task template looks like this:
Whereas my podcast episode task template looks like this:
And this is where ClickUp is really powerful, because once I have my template all set I can create an automation so that each time a new task is created in that list, the template is applied. This not only saves time but ensures everything you need to get done is included in the task automatically.
In fact, ClickUp has tons of different automations you can apply to make sure your workflow moves along smoothly.
Can I Really Do Everything I Need to with the Free Plan?
In short, yes. There aren’t a ton of features completely excluded from the free plan. Mostly, the features are just limited. For example you can only have 5 spaces, but on the free plan you still get unlimited Tasks.
Similarly the free plan includes 100 automations/month, where as the lowest paid plan includes 1,000 automations/month. And at just $9/month or $60/year, upgrading to the Unlimited plan may be the right move for you as you blog grows.
Other ClickUp Features Perfect for Bloggers
As you can see ClickUp is an excellent way to keep all your blogging tasks organized, but if you want to streamline how many tools you use, then these other features will help!
If you prefer to draft your blog posts outside of WordPress (or your chosen blogging platform), the Docs in ClickUp give you another option. It’s pretty much the same as working in Google Docs.
Though if you really prefer Google Docs you could embed one into ClickUp just to keep all your work in one place.
Once you finish writing you can either copy and paste over to WordPress or export the doc.
Perhaps one of the best things about using Docs in ClickUp is the ability to create and use Doc Templates. Ensuring you never miss a step in your blog post draft. Plus you can tie Docs to tasks, really it’s just awesome to keep it all tied together.
When it comes to blogging, it can be tough to see how far you’ve come unless you actually take a look. But with ClickUp Goals you can measure your success automatically.
Want to be three months ahead on your content calendar? You can set a task based goal to see how close you are to achieving it.
You can also set monetary targets, number targets, or true/false targets.
Search, Sort, & Filter
If you enjoy a list view of multiple spaces, but don’t want to look at everything, then the search, sort, and filter features inside ClickUp are your best friend.
You can of course search for a specific task using the search bar up top:
Or you can use the filter options to anything from finding the tasks due this week or by your custom fields.
While your blog posts may be unique there are certain tasks that you do over an over again. For example:
- Check for broken links
- Update plugins
- Backup your site
- Review your blog’s statistics
Being able to create a recurring task makes sure you never forget to do something important and ClickUp makes it super easy. When inside a task, simply select due date and navigate to “set recurring” section:
Then choose your recurring settings.
Have an idea, but not quite ready to turn it into a task? That is where ClickUp’s Notepad comes in, in the bottom right hand corner you can drop in notes.
And if you eventually want to turn those notes into a task, you just have to highlight and click a button. Could it be any easier?
ClickUp is an amazing tool that can pretty much work however you work. And at the cost of FREE, it’s hard to pass up.
Other Frequently Asked Questions
What is ClickUp?
ClickUp is a very flexible project management tool, perfect for bloggers of all levels.
What is the hierarchy of ClickUp?
ClickUp ‘s hierarchy has many levels: Workspace > Spaces > Folders > Lists > Tasks > Subtasks > Checklists
Think of it this way: workspace = your business.
What are the differences between a subtask and checklist?
Subtasks have due dates, Checklists, don’t have dates.
What are Custom Fields?
They’re great to record your publish date (which may be different from your task’s due date) channels, links to graphics, and content types, and any other kind of information you’d like to easily see, or group together.
What fields can I use on the free ClickUp account?
You can only have 100 custom fields on the free plan.
Besides Task Templates what are some other useful automations?
It’s convenient to assign tasks to someone and change statuses.
What is the best way to automate my process?
To make sure that your process works the way you want it to, you’ll want to try and test it manually for a few weeks before implementing an automation.