How to Build SOPs in ClickUp (and the 3 Parts of a Great SOP)
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- čas přidán 7. 08. 2024
- Need some guidance creating SOPs for your team? Download our 109 Time-Saving SOPs Every Team Needs Checklist at processdriven.co/sops
Wondering how to build SOPs in ClickUp, and what parts of an SOP you need to include to build a more streamlined business process? If you're a small business looking to grow your business systems, DON'T overthink it!
The 3 main parts of a great SOP are (1) Start, (2) Stop, and (3) Steps.
In this video, we'll demonstrate exactly how to build SOPs in ClickUp by using an Example in our very own ClickUp template for SOP management. ClickUp is a free project management tool, not a traditional, boring, SOP software - but standard procedures in ClickUp are so simple and intuitive, it's hard to resist now taking advantage of this added feature!
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In this video, we'll cover:
00:00 - Introduction
00:37 - How to Build SOPs in ClickUp
01:22 - How often should I update my SOPS?
02:30 - 3 Parts of a Good SOP
03:13 - Part 1: Purpose
03:55 - Part 2: Procedure (The Start, Stop, and Steps)
06:02 - Part 3: FAQs
08:44 - Using ClickUp's Relationship Feature with SOPs
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I'm such a nerd, yet still learn even more things than I hoped when I watch your videos - like in this one - I LOVE those collapsable headers and had no idea you could create those in task descriptions!
Oh so happy to hear that! And yes, toggles are the best! 🤩
Love it! I wish more entrepreneurs saw this and really got their SOPs organized in a way like this. Too many documents out there just dying in some folder, that no one ever opens and uses.
Hey Anton! Just getting caught up on comments🙈
I 100% agree!
Soooo...this video is an SOP for building SOPs quickly. NICE!
Every time I watch one of your videos I learn something...Thanks!!
Exactly! The simpler way forward.
Very glad you learned something new. That’s the goal!! ☺️
I can't believe this is free! Extremely helpful! Thanks, Layla!
Hey! Just getting caught up on comments🙈
I'm so glad this was helpful!
Great Video! I am definitely going to adopt some of your practices. I like the simplicity of it and I am sure the people I work with will like it as well.
That’s what I’ve found to be the case! Sometimes simpler actually works better!
One of the BEST VIDEOS on SOP's! Keep it up. You made sound more human and a lot less chaotic.
Glad you enjoyed!
Layla! Thanks for yet another of your great ClickUp How-To's. I was cringing at the thought of setting up SOPs in Google Drive. This seems more manageable and containable. I love the simplicity and practicality of the structure you're suggesting here. I'm Guessing you would simply create a Space for SOP's to build this in.
Yup! Or even a Folder in an existing Space!
Love your videos! Perfect pace and clearly explained. Thanks!
Thanks for watching! I'm glad they are helpful!
Well that was a very cool updated workflow thank you 👏👏
Glad you found it helpful, Cameron! ☺️
Great info! I can see the concept of "task" being a little more flexible than I originally thought.
Absolutely!
I love the explanation of why you use Relationships. That makes it much easier to separate 1 hat into many hats
Thank you, glad to hear that! 😎
Super appreciate you sharing knowledge ❤ Watched one video yesterday and instantly got the business account. Potentially one of the best mental health tools being neurodivergent.
Can attest to the SOP pronunciation 😂 I have a rural accent from Alberta, Canada. The kind of word you feel dirty even thinking about speaking.
I'm so glad this was helpful, Taylor! Haha I'm so glad I'm not alone!
Love this video! I do have a couple of questions on SOPs! Do you normally have a template of the SOP to be used for checking off the tasks that need to be completed? Or how do you decide what should be a template, and what should be an SOP?
Hey Audrey! Just getting caught up on comments🙈
In case you still need support, here's an article that may help processdriven.co/documentation/how-to-write-sops-that-your-team-will-actually-use-the-ultimate-step-by-step-guide/
Really nice video!
Glad you liked it!
Hi Layla. This video is super helpful. I love this approach to SOP compared to the standard, long-form Google Doc that no one wants to read. At 9:10 you are describing how to define the relationships between SOP and Roles in the company and we get a glimpse of some kind of organizational structure there with details about different roles. I would love to learn more about that. Do you have a video describing how your organize that part of your organization? Thank you so much!
Hey there! I'm so glad it was helpful to you. This is a great question! We dive deeper into this inside our signature course ProcessDriven Foundations™️
As of right now, we don't have free content that dives deeper into this aspect.
What about solopreneurs? Should we use SOPs? I mostly just manage my blog and social media and I don’t have a team
Hi, great video, I am definitely going to implement an SOP space!! is it possible to use relationships like roles to automatically assign people to tasks created inside a folder?
For example: I use folders for customer projects in which there is one dedicated consultant and one dedicated project manager.
What I am looking for is a way to indicate on a folder level who these dedicated people are (assignees). Whenever a new task is created (through a template in which the role is already assigned) it would pick and assign the assignee.
Thanks for the advice!
This doesn’t need a relationship to work, actually!
Create an automation at the folder or list level that says: WHEN task created THEN assign to . 🙂👍
07:35 and 08:44 So simple but mind blowing! 🤯
Hey! Just getting caught up on comments🙈
I'm so happy this helped!
Love this! And thank you for sharing! Very silly question that's driving me crazy. How did you get borders around the columns for Inputs/outputs? Or, alternatively, how did you add checklist and tags within a table? It seems you can either do one or the other but not both. It looks pretty and I'd love to be able to recreate! Thank you!
It’s using /table 🙂
Thanks for you quick response @@LaylaPomper !
I figured out what was so confusing to me. I couldn't figure out how to format the text inside the table which lead me to find out that you can't! Turns out that you can only format outside the table then copy/paste the rich text into tables.
Interesting video. Thanks.
I have a somewhat tangential question: How do you get icon in your custom field ("SOP Strength" in the video)?
Note: this is a very nice way to shorten field name
Hey Philippe! I'm just now getting caught up on all of these comments. Thank you for your patience!
If you're still looking for help in this area, I encourage you to check out the ProcessDriven Collective. This is our free Facebook group where members can come together and provide support with not only ClickUp but systems, processes and other project management platforms. Join us here: processdriven.co/group
Hi Layla, Thank you for this informative video. Could you please elaborate on the relationships between tasks and SOPs (especially) in ClickUp?
I usually arrange my processes in the tasks. Each part of my business has a Space where I add folders for each specific segment; each folder contains lists and tasks.
Sometimes I wonder if both SOPs and tasks are necessary, while the tasks are quite informative.
Doesn't having a kind of duplications make things more complicated for daily use? For updating? Do you think that having both carry any advantage?
I'll be glad to hear your thoughts about it.
Thanks
Guy
I use templates for structure I need (due dates, subtasks, checklists) but use these “reference SOPs” to link in the body of the template to explain more context, rather than typing directly into the task. 🙂
This video explains a bit more of the why czcams.com/video/bl2NT85A2dU/video.html
“SOP” is the Afrikaans word for soup! Oh and great video!
Ooo, that’s a fun fact! Thanks for commenting, Roger! ☺️
Hey Layla how to build that Click up SOP :) thanks advance - that format you show on the video
Hey! Just getting caught up on comments🙈
Here's an article that my help:
processdriven.co/documentation/how-to-write-sops-that-your-team-will-actually-use-the-ultimate-step-by-step-guide/
Hey La Layla... Would you by chance happen to know how to resize the width of a Task (contact name in crm)? The system appears to respond well to resizing other columns, but when I try to resize the contact name field, is becomes narrow, then expands out again almost instantly. 🙂
That sounds like it might be a caching issue that should probably be reported directly to ClickUp as a bug! As a workaround I would suggest: (1) resizing the column and then (2) refreshing your browser -- often that will help!
Short of that, you might also want to try their Table View. Resizing the primary column should cause the same bugs as what you're experiencing in List! :)
Hi Layla. I already have my SOP in pdf format. Can you guide me on how to
1. Get them into clickup (I think I should cover to word or clickup file?)
2. Get the responsible person/people to update with a signature
I can schedule the edits and delegate, but how do they add their signatures to satisfy it's been completed? (With log/timestamp)
Hi, thanks for watching! We cover SOPs and best practices around them extensively in our ClickingUp Community (and a LOT more!), but I can offer the following basic advice here!
1.) Using your PDFs, take a look at the individual steps and greater processes that are part of each SOP. Does it involve multiple people or departments? What needs to happen first? After assessing and answering these questions, you can start to create your SOPs as 'Tasks' in ClickUp, as outlined in the video.
2.) To have the person responsible for the SOP indicate that it is current, create a simple comment on the SOP Task saying "I have read and reviewed this SOP for accuracy." and assign it to the person responsible for the SOP. By checking the "Resolve" button, they can indicate they've done their job.
@@LaylaPomper I will try this and let you know! Thankyou so much!
Can you please explain what you mean by work points instead of time tracking?
I'm referring to utilizing "Sprint Points" also called "Scrum Points" as a way of measuring workload. :)
Do you think it's possible to use ClickUp to replace Trainual?
Hey Corlandos! Absolutely. The biggest difference is that ClickUp doesn't have version control. (So if you update a template, that new version only shows up the next time you use the template -- it doesn't update all the current/past times you've used that template.)
If you're okay with that compromise, ClickUp can be a great choice. I've replaced Trainual for quite a few clients by using some simple structures in ClickUp. 👍
i am having trouble understanding how to initially set up the format for purpose procedures etc to make it look like the way you did
Hey Jane! Here's an article that may help: processdriven.co/documentation/how-to-write-sops-that-your-team-will-actually-use-the-ultimate-step-by-step-guide/
Let me know if you still have questions after looking it over :)
- Karleigh at ProcessDriven
@@LaylaPomper Thank you so much, I used your videos to help me get through the first stage of interviews *fingers crossed* thank you for your help and time!
Hello! I've tried to replicate your Description template. What text styling "Command /" do you use for the "Inputs" and "Outputs" boxes? Thanks!
Hey there! I'm using /table to create a Table inside of ClickUp. :)
@@LaylaPomper Thank you!
Typicall does every department gave a SOP ?
Hey! Just getting caught up on comments🙈
Each process of our business has an SOP attached to ensure that when people aren't available, someone else can step in. I suggest starting with one at a time, but each employee has their own set of SOPs they're in charge of. I hope this helps!
How do you create an SOP for a process that has conditions?
Hey MyBizTT! Here's an article we have that breaks down the entire SOP process. I think it will help: processdriven.co/documentation/how-to-write-sops-that-your-team-will-actually-use-the-ultimate-step-by-step-guide/
- Karleigh at ProcessDriven
@@LaylaPomper Thank you. Would read
Want to work with me to get your SOPs updated (or created for the first time)?
1 - Join my next live SOP workshop: processdriven.co/services/sop
2 - Unlock 109 SOP examples: processdriven.co/sop
I think the light mode Clickup videos are better for CZcams.
I feel like your dark mode videos are hard to read.
Thank you so much for the feedback!
⭐ Want to watch my FREE TRAINING about how to systemize your whole business? Go to processdriven.co/blueprint
Is there a new link for the quiz you reference in your blueprint webinar?