Before we continue, a moment of silence for the quarterly tasks didn’t make it into the title.
All jokes aside, we have a ton of recurring tasks that we need to keep track of on a regular basis. At Hae Park LLC, we use ClickUp to manage our tasks and projects for our entire team, so this will be primarily focused on that platform.
Categorize Your Recurring Tasks
First, you want to create categories for your different recurring operations.
Personally, I like doing this first because I can think of one type of project or department at a time and be incredibly detailed with each item. However, if you prefer to dump all your ideas and then categorize each item, feel free to do so.
Because I don’t know your business and can’t customize this to yours exactly (oh, I wish I could), I’m going to outline how we have our categories organized and the reasons behind it.
We have a folder for HQ management that includes tasks such as inbox management, a monthly security audit, team payroll, finances, etc.
Funnels & Metrics
Because we build funnels and operate course, membership & high-ticket programs for our clients, we have a separate list where we manage all of the metrics for our clients. We have tasks such as documenting metrics for funnel website analytics, email metrics, and member management.
Marketing & Social Media
We have a separate list for content creation, but there are still many tasks that we need to do to stay on top of social media. Because I actually don’t go on social media myself, I have my team operate on specific SOPs to manage social media for me.
We custom design & develop our clients’ funnels on WordPress, so we manage many WordPress sites. For this, we have a separate list just to manage these sites daily.
How to Organize Your Categories
Honestly, even we change up our categories from time to time. I think this has a lot to do with the fact that when our businesses evolve, our recurring operations evolve as well. There may be items that are added or even taken away.
But I’ve got to tell you this now. Having these operations organized into categories will help you audit them much better in the future.
How to Set Them Up in ClickUp
Create a Folder
Inside ClickUp, you first want to create a new folder called “Recurring Operations.” You can put this inside a space called “Operations” or whichever space you prefer.
Here’s how the folder would look like.
Create Lists Under the Folder
From each of the categories, you want to set up a list – here’s what the list could look like.
Organize Them Into Recurring Frequency
With each list, you want to keep the status just two: To Do and Complete. This will allow all of your tasks to be complete with just a checkmark and not multiple statuses to attend to.
However, if you want multiple statuses, you can keep it that way.
You then want to set up a custom field for labels and make labels with: Daily, Weekly, Monthly, Quarterly, and Yearly.
Here is what the custom field could look like.
From there, you can group your task with this custom task so that you have different sections in each list for the different frequencies.
The layout would look like this.
Configure Recurring Date Settings
When you have all your tasks categorized and organized, you want to make sure that your tasks actually recur in the settings you want them to be.
While I could walk you through the steps, I honestly think it’s best to go through ClickUp docs here to figure out how you want to configure your recurring task settings.
But here is still a detailed video of how we set this up inside our own ClickUp workspace.
It’s been a long ride for me to get together a good system for managing recurring operations. However, I think I got a pretty solid system down now, and I’m excited to have shared it with you today!