What are the most commonly overlooked features of Asana, ClickUp, and Monday? Micah Johnson, Workday Ninja, describes how to leverage powerful features in these popular work management systems, like using Status Updates, Portfolios, and Nesting Portfolios - all designed to help you get the most out of your system. Alane Boyd, Workday Ninja, also talks about the importance of using Asana, ClickUp, or Monday to get things out of your head and into tasks. She went from being a goldfish and forgetting everything to making room in her head for remembering finite details of customer wins!
Workday Ninja has created a free selector tool to help you in deciding between Asana, ClickUp, and Monday and which is the right fit for you @ https://bit.ly/3SfK9yZ
For more ideas and hacks on getting started Work Management Systems like Asana, ClickUp, and Monday, visit us https://workday-ninja.beehiiv.com/
00:00 This is actually one of my favorite topics when I get on with a client, because many times, and I know a lot of you are in the same boat too, you've dipped your toes in the work management system waters and said,
00:12 all right, I'm going to try a sauna or click up or Monday. But I don't really know that I'm using it to its fullest extent and I don't know that I'm getting the most value out of it.
00:23 I hear that on almost every single call. If a work management tool has been used. So, super quick things to look at if you're looking at a sauna or trying a sauna or using a sauna.
00:36 A really often missed feature with that is the status update on the project level. When a status update is created, you can have discussions in it.
00:46 It's actually one of us on as most powerful features and the other two systems don't have an equivalent feature set that relates around the status updates. A sauna adds that with portfolios and portfolios are a lot of times a confusing thing to set up inside of a sauna and there are actually status updates on portfolios.
01:07 And so when you combine portfolios and nesting portfolios and status updates, you can essentially create a hierarchy in a sauna of status updates that bubble up and get simplified.
01:18 And it's a really, really powerful tool does take a little setup, but that's it often completely gets ignored. Click up has a true hierarchy built into it.
01:30 So a lot of times people start with one space because they don't know what a space is. So they just create one space and click up and work out of an entire space when an actual audience designed to do all kinds of stuff.
01:42 And Monday has cool stuff like mirroring fields and all different types of custom fields and leveraging statuses and their automation is really strong.
01:54 Those get ignored in Monday a lot, but I would say overall across all three, one of the commonalities that I see teams do and we're going to talk about this in just a second and more and more depth is that they'll set up a work management tool and then they'll still communicate an email in Slack,
02:13 or they'll put too much into the system all up front. There's kind of like this kind of bell curve where it's like people are like, "Yeah, we got a work management tool," then they dump all their projects and tasks and stuff into it,
02:24 and then they're like, "This is really overwhelming. We have no idea what we're doing," and so then they'll start avoiding things like the inbox and the my task sections and home screens and things that are really powerful,
02:37 they start getting ignored, and then you build those systems and you figure out how to standardize it, and that's when it's like, "All right, we've got a work management system that's actually working for us and providing lots of value." Yes,
02:49 all of those things, and I think this is our next point, but my biggest one that I see teams not leverage is turning off email notifications and really managing your notifications,
03:03
because when you have a work management tool, it already has notifications built in your inbox. You don't want to be in a technology loop of multiple notifications happening from email and that,
03:14 so you just go in and you turn all, like, "This is my account." There is not a single email notification turned on, because then you're doing double work.
03:25 You're archiving it or deleting it in your email, and you're doing the same thing in your work management system. Just work from your work management system. Take it out of email. All right, so tracking progress and accountability inside of work management tools is one of the huge outside of time savings,
03:42 right? Of course, this correlates to time savings, but within a work management tool, they all provide you with the ability to say, "All right, what are the tasks? Let's organize those tasks into projects.
03:54 Okay, what are the projects? How do we organize those into portfolios or groups or teams or pods, whatever you have inside your organization?
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