The Power of VIP Days for Productivity: Boost Your Biz Development

I was talking to a potential client this week regarding a systems project that she was looking for some help on. She was excited to meet me and hear about how I could help her business but seemed to approach the conversation with a little trepidation. As I dove into her backstory a bit, I realized that a lot of her frustration came from the fact that she had gone through the wringer, trying to find individuals who would improve her systems and automate as much as possible.

I could see it in the way she talked to me, that she was extremely gun-shy and worried about putting more money into it when she had already done so much already.

My heart went out to her… mostly because I “get” it. Most of her previous contractors were hired on a long-term project, either putting pieces of a system together over months and months of work, only to have direction change or priorities shift onto other parts of the business.

I see it time and time again and have for years at this point, which is why I have started to prefer to do my work with Clients “intensely” within a short period of time with a solid deliverable, with a map of what is next, but almost viewing it with smaller deliverables instead of a large project to streamline all their systems.

Enter the VIP Day.

I’m not the only one who sees this, VIP Days are gaining popularity amongst entrepreneurs as an effective way to dedicate an entire day towards advancing their goals. This is especially beneficial for individuals who have to balance the demands of their professional and personal lives and need to optimize their productivity when working. VIP Days provide a tailored approach to this productivity, allowing entrepreneurs to make significant strides in both their personal and professional spheres.

For entrepreneurial women with ADHD, VIP Days are particularly useful as they help blend focus with strategic planning, making decisions on their own systems, and providing the information for the deliverables.. This approach can lead to achieving great success QUICKLY in both personal and professional aspects of their lives.

During a VIP Day, I prioritize tasks and work on areas that need improvement, surgically fixing the parts that are causing the most problems.. The day is structured in a way that ensures every moment is aligned for success, making it easier for individuals to achieve their goals.

In short, a VIP Day can be a game-changer for those looking to make significant progress in their personal and professional lives.

VIP Days are more than a tool for enhanced productivity; they are transformative experiences that equip entrepreneurs with the skills, strategies, and insights needed to navigate their journey more effectively. They represent an investment in yourself, your business, and your future, offering tangible benefits that resonate in both your professional and personal life.

What Are VIP Days?

So, what ARE VIP Days?

Basically, it’s a concentrated effort tailored to you, the client. It’s an opportunity to step away from the daily grind and immerse yourself in a structured and supportive environment designed for intense focus on your most pressing projects and goals.

These days can be varied, depending on the expert that is performing them, they can be about developing a new business strategy, tackling a challenging project, or planning for long-term goals,

A VIP Day is a commitment to making the most progress in the least amount of time. These days are meticulously crafted to align with your specific objectives, ensuring that every minute is optimized for maximum productivity.

Client (Your) Benefits of VIP Days

So, now that we know what VIP days ARE, and I personally have a list a mile long of how much I love them for personal reasons, it’s more important to really outline the benefits for you the client regarding the work that is done during that day.

Most of us are use to long drawn-out projects that have umpteen deliverables that all require signoffs one week before the project is due. We tweak something here, make a change there, and suddenly a 2-month project is going on for 4+ months and you still don’t have a finished product.

Focused VIP experience solves that by A) focusing in on a specific problem to solve B) using your energy effectively to solve the problem and C) giving you a solid deliverable in a very short time frame.

Let’s discuss these benefits

Enhanced Productivity

How would you like a week’s worth of work into a single day’s achievement? Sounds pretty good right? We’ve all heard that multitasking is the enemy of productivity and focus, but rare is it that we can actually follow that advice and solely focus on 1 thing at a time, such is the nature of business… but for the important aspects of your business, like solving where you are bleeding money, or fixing a sales system, or even just planning out the next 3-6 months in a logical way, the focus is paramount.

By zeroing in on key tasks, eliminating distractions, and harnessing your focus, you will experience a significant boost in productivity. The impact is immediate – tasks that seemed daunting are completed, projects move forward, and a sense of accomplishment pervades, propelling your business development in leaps and bounds.

(Read more about ADHD and productivity here: CLICK ME!)

Better Time Management

VIP Days offer more than just a productivity spike; they are a masterclass in time management.

These types of days can help with prioritization and efficiency, skills crucial for any entrepreneur, particularly those managing ADHD. Learning to identify and focus on tasks that offer the most significant impact helps in utilizing your time more effectively, not just during the VIP Day but in your everyday work life. This strategic approach to time management ensures that every hour of your workday is as productive as possible.

Mindset and Self-Care Improvements

The sense of achievement that comes from a successful VIP Day can also be a substantial boost to your mental health and mindset. For many business owners, the constant battle with time and productivity can be more than overwhelming sometimes. The relief you receive from focused support for one day and the amount you can get done in the time, offer a much-needed mental reset, reducing stress, and fostering a sense of control and confidence.

After all, many people start their businesses to reduce stress, create their own schedules, and spend time on their passion. Might as well stop spinning all the plates and remember why you are doing this all in the first place.

Achieving Work/Life Balance

One of the most significant outcomes of a VIP Day is the insight it can provide into achieving a work/life balance.

We can often struggle as entrepreneurs to separate our professional ambitions from our personal lives, which can lead to burnout and reduced productivity very quickly. VIP Intensives exemplify how focused work can lead to more free time and therefore, a better quality of life.

They demonstrate that it is possible to pursue ambitious business goals without sacrificing personal well-being.

Overcoming Challenges

Every entrepreneur’s journey is riddled with unique challenges, and VIP Days are designed to tackle these obstacles head-on.

For women with full schedules and executive function difficulties, challenges like procrastination, time management, and maintaining focus can be particularly daunting and difficult to work through. VIP Days provides targeted strategies and solutions to these issues.

They are a chance to confront and overcome hurdles in a supportive environment, paving the way for smoother, more efficient business operations.

Maximize Productivity

You’ve heard of the phrase “Work smarter, not harder“.

VIP Days are the secret sauce to working extremely smart. Being able to focus on 1 part of your business to analyze, define, and implement a solution within a short period of time is exactly what “working smarter” means.

A well-designed and thought-out VIP Day, which is what I provide for my clients, has a discovery phase, a resolution phase, and next steps for the one who runs the VIP Day and the client in order to make use of every single moment of the full day. (Of course, we have break time built in to let the brain breathe and bathroom breaks. 😉 )

We also have a specific goal to accomplish within that day and all of our actions are designed to accomplish that goal. When you know you have a dedicated day for certain tasks, you can prepare accordingly leading to much more efficient use of time.

Productivity… *Chef’s kiss* The piece de resistance of my work.

Success Stories

The true impact of VIP Days is best illustrated through the success stories of those who have embraced them. Many clients share experiences of breaking the cycle of overwhelm, gaining clarity, and rediscovering their purpose both in their work and personal lives. These narratives are not just testaments to the effectiveness of VIP Days but also serve as inspiration for other entrepreneurs grappling with similar challenges.

Client A. Marketing Agency- This client’s PM system was a self-admitted mess. Their Project Manager couldn’t keep on top of all the projects or operations in their company and they were falling further and further behind in their projects and their clients were getting frustrated.

During our VIP Day, we took a look at their Client Journey, re-organized their heirarchy to flow “smoothly” and updated the custom fields to reflect categories and estimated times for their tasks.

By the end of the VIP Day, they had a functional system, smooth communications, and a much better idea of how long their projects would take.

Time saved? about 2 hours a day PLUS tons of frustration and stress.

Client B Coach and Course-creator They wanted to automate their onboarding process so they don’t need to manually send out emails, send intake forms or invite their clients to every single session. It was taking them hours and many mistakes were happening within their admin department.

During our VIP Day, we mapped out the onboarding process for the clients, built an Airtable Database that collected all of the client information, automatically sent forms and emails as well and set up an external automation tool that notified the team whenever a new questionnaire came in.

Time saved? at least an hour per client.

Looking Ahead

The benefits of a VIP Day extend far beyond the day itself (as you can see per the client stories above).

Like anything related to systems, a little focused time upfront means that you get freedom later. Freedom from stress, freedom from angry clients, freedom from not being able to find what you are looking for, freedom from WASTING hours on things that someone else or SOMETHING else should be doing.

That my friends is why I’m such a fan of giving, and investing in VIP Days.

Frequently Asked Questions

Q: How can VIP Days help if I struggle with focusing for long periods?

A: I structure VIP Days are structured to cater to varying focus levels. By breaking down the day into manageable segments with clear objectives, helps maintain concentration and ensure progress, even for those who find sustained focus challenging.

Q: Are VIP Days only for large-scale projects?

A: Not at all! VIP Days are incredibly versatile and can be customized to suit any scale of project or goal. Whether it’s kick-starting a new venture or tackling a specific project or goal, the day can be tailored to fit your specific needs. For my VIP day clients, you can get your entire ClickUp setup from scratch, or you can plan out a complete launch setup that has been frustrating you.

Public Service Announcement:

Ana, through her business ‘Ana’s Simple Solutions,’ offers these VIP Days as a cornerstone service, particularly to help entrepreneurial women with ADHD. Utilizing ADHD-friendly tools like ClickUp and Airtable, Ana creates an environment where productivity thrives, and goals are met with remarkable efficiency.

Interested in her VIP Days? Connect with Ana HERE or join her email list HERE.

Why you are not achieving your goals

Stop me if this sounds familiar. You’ve been hitting the gym consistently and sticking to your budget like a pro. To your friends, it looks like you’re on the fast track to success, but the truth? You’re far from reaching your personal and professional goals. Frustrating, right? Feel like throwing in the towel or questioning why you started your journey in the first place?

Don’t burn it down… I promise it’s not the answer!

Hold up and read this article I’ll show you why those goals still feel out of reach and how to turn things around before you spiral into doubt and frustration. Do you want to achieve your goals but are frustrated at your lack of progress? Let’s find out the best way to achieve your goals. Get your favorite coffee and pen and let’s start exploring the importance of goal setting and reasons why you may not be following through on them.

In my 20+ years in business, I’ve seen firsthand why people struggle to reach their goals. Often, it’s down to a few key reasons. Understanding these can be your first step to living the life you’ve always wanted.

And hey, if you want more insights like these, join my exclusive newsletter – spots are limited, so don’t miss out!

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What are some common reasons for not achieving your goals?

Common reasons for not achieving your goals include lack of clarity, procrastination, lack of motivation, fear of failure, and not having a plan or strategy in place. It’s important to identify these barriers and take actionable steps to overcome them in order to increase your chances of success.

These could be your Goal-missing Reasons

In the majority of situations, the following issues could be getting in the way of achieving your goals. Especially for those who are ADHD, it can be even more difficult to use the brain energy to motivate yourself to do something every day to achieve those goals. Those of you with neuro-divergence… I feel you (only too well some days). These may resonate even more with you. The good news is, there are tactics that can help us move forward.

Reason #1. You’re Setting Vague Goals

Ever heard “A goal without a plan is just a wish”? That’s what happens when your goals are as clear as mud. Set specific, measurable, and time-bound targets. Ever hear of “SMART goals”?. Well yes, there is a “corporate feel” to that, but there is a reason why they are so popular. It is because they are an easy way to create goals that are clear enough to allow you to achieve them.

Start small, only set 2-3 goals to start out using the SMART method. Remember that the goals themselves don’t ensure your success, but it is the imagined finish line that you use to create your habits and systems in order to achieve your desired outcome.

Need more guidance? Check out my blog on SMART goals.

Reason #2. Procrastination and distraction are Your Middle Names

Hey, friends, no judgment here. We’ve all been there, ignoring that to-do list in favor of taking the dog for a walk binging the latest Netflix “Working Moms” season or a number of other distractions.

It’s time to face those tasks head-on.

3 tips to help overcome procrastination.

• Create a space where you can close the door, turn on ambient music, and leave your phone texts outside. Having a space that is specific for work helps your body and mind understand that it needs to focus.
• Use the Pomodoro method. Set the timer for 25 minutes to work, then take a 5-minute break. I just set it with my Amazon Echo to help me get over the distraction hump
• Eat the Frog – Do your most difficult or the task you are avoiding earlier in the day (or when you have more energy)

Reason #3. You’re Not Crystal Clear on Your Goals

To achieve success, clarity is key. What does success look like to you? Write it down, prioritize, and focus. Struggling with this? I help my clients, like Marissa Romero, who was once in your shoes, find her path through my Strategic Mapping.

I talk through this in my goal setting video you can find here from the beginning of 2023, but still relevant!

Planning for 2023 Digtally

Reason #4: You’re Working Hard, Not Smart

Friends, it’s not about the hours you put in but how you use them. I used to work round the clock with little to show for it. It wasn’t until I learned to work smarter that I saw real progress. Time to rethink your approach for a game-changing effect.

How do you work Smart? Let’s start with keeping things simple:

• Create routines and habits about how and when you work.
• Make your meetings productive by using an agenda
• Work on the difficult tasks when your energy is the highest. Morning? Afternoon? From 1-3 AM?

Reason #5. You’re Going Solo When You Need Support

Still stubbornly doing things your way by yourself? I can relate. I am sometimes relentlessly independent, but sometimes, an outside perspective is what I really need to move forward. Hiring a coach or mentor or joining a group of like-minded women can transform your approach and fast-track your success. There are many ADHD business coaches out there as well as programs for women or business owners to help you get to that next step.

Two I recommend are Tara Wagners Breakthrough Boss or for Agency owners, Juliana Marulanda’s “ScaleTime” Program

Reason #6: Fear of Failure is Holding You Back

Does the thought of failing make you want to run for the hills? Fear of failure is a massive roadblock. But remember, every successful person has failed (probably many many many times). The trick is to learn from these experiences and keep moving forward. Embrace your fears as part of the journey.

This is a mindset block that I only know too well. Fear of failure, Imposter syndrome, etc. Using mantras, meditation and planning are all helpful ways to reduce this. I am a fan of the “Calm” app as it helps me do a quick meditation whenever I feel the “imposter syndrome” peeking it’s head around the corner.

Reason #7: You’re Not Tracking Your Progress

It is essential to reflect on the progress you have made in life and acknowledge your achievements. Taking a moment to celebrate your accomplishments can help boost your confidence and motivate you to keep pushing forward. Remember that success is not just about achieving big goals but also about the small wins along the way. So, take some time to appreciate how far you’ve come.

ClickUp comes with a “progress” feature that’s really helpful to track how close you are to completing project or a task. Using this for goals is also helpful to measure how far you have to go.

Reason #8: Your Goals Don’t Align with Your Values

Here’s a thought: maybe your goals aren’t really what you want?

Sometimes, we chase goals that don’t align with our core values or intentions. Take time to reflect on what really matters to you. Align your goals with your values, and you’ll find the journey much more fulfilling.

Reviewing your values and your goals every 3 months or so helps make sure that you are being honest with how those goals truly fit in your life.

Reason #9: You Lack the Necessary Skills or Knowledge

This one is a hard one for me and some of my close entrepreneurial friends It’s okay not to have all the answers.

Maybe you need to upskill or learn something new to reach your goals. Embrace learning as part of your journey to success. There are plenty of online courses and resources to help you gain the skills you need.

I help my clients focus on their skills and personal upleveling experience as part of our Strategic Mapping and it’s helpful to make sure the goals are achievable.

Reason #10: You’re Not Adapting to Change

In a world that’s constantly changing, flexibility is key. If your strategies aren’t working, be open to adapting your approach. Sometimes, the path to our goals requires us to pivot and try new methods. Stay open to change and be ready to adjust your sails when needed.

As someone who is a huge fan of systems to get things done, this can be exceptionally hard for me and for others that are ADHD. Our lives literally depend on having systems in order to be fully functioning. If we don’t, then the amount of brain energy that it takes to focus and remember every little things can get overwhelming.

Reviewing your goals at a regular cadence will help adjust where needed, while still maintaining the systems you have in place. Think of how to adjust, rather than change course completely.

Establishing a growth mindset when it comes to your goals

It’s a bit of a shocker ⚡ to realize that the biggest obstacle to reaching goals is often ourselves, but not in the way that you would expect.. That’s right, self-sabotage is a real thing and a bit more prevalent than we’d like to admit. It’s a bit of a bitter pill to swallow, acknowledging that we might be our own worst enemies in the pursuit of our dreams.

Keep in mind, there’s also a silver lining in this realization. Knowing that you have the power to change your situation is incredibly empowering. As I like to say, “user error” is the best kind of error there is, because it’s the most easily fixed.

I’ve been exactly where you are now. There are times when I set a goal, get started, and then somehow find ways to trip myself up or be in situations where my life causes me to go another direction.

Whether it was procrastination, fear of failure, or just not planning effectively – I’ve experienced it all. It sometimes feels like a cycle I can’t break.

The game-changer for me was when I started to take intentional steps towards my goals. It wasn’t just about setting targets but also about understanding the patterns of my own behavior that held me back. Yes, seeking help was a big part of this transformation. I talked to coaches, joined support groups, and surrounded myself with people who had been through similar struggles, receiving their honest feedback. Their guidance and the sense of community are still invaluable.

Now, I’m in a place where I can share these insights with you. It’s not just about overcoming obstacles but transforming the way you approach your goals and your life. With the right mindset and willingness to adapt to change, you will give yourself the power to overcome any challenges that come your way.

I want to help you identify those self-sabotage traps and equip you with the tools to avoid them. Remember, understanding where the issue is, is the first step to overcoming your obstacle. Let’s turn those stumbling blocks into stepping stones on your journey to success.

Ready to break through those barriers? Contact me about my Simple Path to Success VIP day.

Not quite ready for that big of a commitment? Join my free newsletter for regular tips and support in a community of like-minded individuals.

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Stay connected for more insights and tips on achieving your goals. Follow me on social media – I share not just business advice but also my journey with ADHD with my family. You can find me on LinkedIn, Facebook and Instagram

Frequently Asked Questions (FAQs)

How can I stay motivated when progress is slow?

Slow progress can be particularly challenging when you have ADHD. Remember, it’s normal for motivation to ebb and flow.

Celebrate Small Wins and revisit your “Why”. Both of these can keep you on track when you start falling off.

What should I do if I feel overwhelmed by my goals?

It always helps to repeat the phrase “What is the next best thing to do?”. In essence, break down your goals into manageable tasks (you can use ClickUp or Airtable to do this!) Also remember that self-care and guarding your energy is extremely helpful when dealing with overwhelm.

How important is it to set deadlines for my goals?

Goal deadlines help to “create a sense of urgency” as well as help prioritize tasks that you have on your plate and a specific time. Being able to understand the steps needed and the amount of time you have to complete them helps use that motivation to propel you forward.

Looking to learn more? 

Check out these blogs:

Mastering Client Communication: Tips for Success

The Ultimate Productivity System: ClickUp & Airtable

Airtable Goal Tracking Made Simple: Achieve your Goals

Airtable and ClickUp Workflow: Streamline Your Processes

Quick… tell me how many of your tech pieces integrate together? How often do you feel like you are constantly opening up new tabs and trying to remember the name of that new software you just bought that’s supposed to “change how you do business?”.

Yes, that is a common occurrence in the field of small business. While we are super lucky we live in a time where there are SO many different types of technology out there that small businesses didn’t have access to 10 years ago, the sheer amount of it can be overwhelming, let alone trying to manage it.

This is why understanding your process and streamlining will optimize your productivity in surprising amounts.

I hear from so many clients that they want an “all in one” tool, and I get that, it feels as though things will be simpler if you can get everything you want or need from one tool

The fact is, that it’s impossible to find one tool that does everything you want and need it to do. Every business is different.

One more time for the people in the back…. EVERY BUSINESS IS DIFFERENT. That means, that there is no one tool that can handle EVERYTHING you want it to. It’s best to find tools that “play nicely” with others, otherwise known as integration

A little process mapping, a little understanding of what your business is actuallly NEEDING to reach it’s goals will go a LONG way to save you money, time, and best of all stress.

So, let’s figure out out how you can revolutionize the way you work with systems that integrate.

What are the benefits of integrating your systems?

You can greatly improve the management of your business workflow and enhance team collaboration by integrating the tech systems you utilize every day in your work. Connecting different systems increases data accuracy and accessibility, and enables better decision-making. It can also boost productivity (yay!) and therefore the effectiveness of your team.

By process mapping, you can start to streamline business processes, project management, and customer relationship management through system integration. While this article isn’t about process mapping specifically, I would be reticent to NOT mention it, as the process steps, the documents and information points involved are all vital parts of your business and need to have easy access wherever they reside.

What does it mean to Streamline Your Processes?

Streamlining your processes means optimizing workflow for maximum efficiency. By mapping out and identifying and eliminating bottlenecks or unnecessary steps, you can save time, reduce errors, and increase productivity.

It also improves collaboration, communication, decision-making, and project completion. Integrating your tech systems, such as Airtable and ClickUp, can be a game-changer for streamlining your processes and optimizing workflow. By connecting these systems, you can reap numerous benefits that will enhance your business management and team collaboration.

The Power of Integration: ClickUp and Airtable

So in the essence of streamlining, I have found through many projects in my corporate and consulting career, that the key pieces of how your business runs is within HOW you do your tasks, where the information lies (WHAT) that the tasks either need to be completed or is the deliverable of that task and also WHERE documents and files live.

The two biggest components of these really are the HOW and the WHAT. (the WHERE is a whole other blog post… but for the sake of brevity, I will shoutout to Google Drive and Dropbox)

The HOW of your business is the steps you need to take in order to get something done. You can also refer to these as TASKS. This is where ClickUp, or any other project management software, steps into the business and not only can you create your tasks lists, but you can also categorize them in a way that makes sense for your brain and your team.

I could go on about the aspects and features of ClickUp that are awesome for business owners, especially ADHD business owners, but I’ll let this blog speak for that at the moment.

The WHAT of your business is the information and details that the HOW of your business creates. This includes links to important websites or software, a client list and all their details, and assets created for clients as WELL as yourself.

This is where I believe the usage of tools like ClickUp starts to get a little convoluted. I have come across so many individuals and clients who keep the WHAT of their tasks inside the HOW. This means, that Designs are uploaded and messages sent in subtasks of a task of a folder of a space. They also use the somewhat limited database functionalities of custom fields to create spreadsheets. While I’m a HUGE fan of custom fields in ClickUp, creating a database that should ideally be created in a tool that can analyze through different views is arduous and clunky.

Let’s be honest, it’s frustrating as heck when you can’t get it to do what you REALLY want.

Let’s let ClickUp be what it is, a PROJECT MANAGEMENT tool with some cool extra functionalities that assist in the HOW things are done.

Airtable is possibly the only tool of its kind in the small business world (yes there are competitors, I see you SmartSuite) but Airtable truly stands out in it’s information management capabilities. It takes the concept of info management to a whole new level, offering a powerful and versatile platform for organizing your business data, links, and graphics.

Unlike ClickUp, which primarily focuses on task lists and project management, Airtable is designed as a dynamic database that allows you to structure and categorize your information in any way that suits your needs. In my humble opinion, there is no comparison when it comes to the ability of housing information, comparing it with other information, and automating based on the information’s criteria.

Imagine having your client list with all of their information, as well as when they purchased from you, how much money they have given you, what types of products/services they have purchased, and the deliverables from those services combined with your current tasks for that client, when the next projects or tasks are due.

All of your information in one place, but with tools that do their specific thing EXTREMELY well.

Pretty dope! (I’m showing my age here, I know. 🧑‍🦳 )

Benefits of Integrating ClickUp and Airtable

So you are starting to understand why it’s important to have tools and systems that do specific things very well, but don’t see how integrating clickUp and Airtable will help, especially if the whole aspect of the integration takes more work.

Firstly, the power of a unified view of projects, tasks and data cannot be overstated. This is a large reason why many clients look for an “all in one” type of software in the first place. In order to have a “second brain” for their business operations, they don’t want to go to multiple places to find it.

Secondly, with an integrated view, none of the information will need to be entered in twice. As someone who spent many years in looking at data and information, I can’t tell you how much DIRTY data is out there (yes, data can be dirty… dirty dirty data…. I digress). When I say dirty, I mean that there are 3 instances of the same information, with different details attached to each one. Although there are many reasons why this can happen, some of it is simply because the information is entered into 2 different systems 2 times.

No offense to you perfectionists out there, but every time information is touched by a human… the higher the chance of that information is wrong.

Automation is the magic sauce that makes my heart happy. I don’t necessarily mean automation BETWEEN the two programs, I mean the automation that is innate to each of the programs. ClickUp has been building on their automations over the last few years allowing for conditional logic, and Airtable has a REALLY decent internal automation system that can be used to send emails, update information between different tabs and a variety of other things.

This allows for simpler automation between the two programs using tools like Zapier because you are only pulling over specific information, not an additional 100 fields. As someone who is up to her knees in automation daily, this makes life MUCH easier in the long run.

Lastly, the increased efficiency and productivity by leveraging the best features of both tools is a huge benefit to the integration of these two tools. For example. I have a use case where I run my CRM out of Airtable (you can check that out here if you are interested in the template for this.) While I have some of my processes automated (calendar appointments turn into leads), I always check it every day to make sure all details are filled in and the leads don’t need to be moved to the next stage. Instead of having each of these as a task in ClickUp to check, I just state “Check CRM and update as needed” to my daily task list. If needed, I can have a video or SOP on how that’s done if/when someday I pass it off to a VA or salesperson.

So let’s just agree to agree. It’s time to matchmake these two tools in your business and get the best of both worlds.

How Does the Integration Work?

Integration by definition means to seamlessly share data or workflows between two software that allow for better and more enhanced functionalities of both tools.

This means that there are really 2 ways to integrate the tools, either to pass information or data between them using APIs (a computerized set of rules and protocols for interacting software applications) or actually using and/or providing the information in 1 tool to the other where it’s needed for the workflow.

This is important to know when integrating Airtable with ClickUp, mostly because a lot of the situations where integration is desired, are really just wanting to see the information in the other tool, not necessarily changing the information.

The simplest and most straightforward way to integrate ClickUp and Airtable is to simply embed an airtable view into ClickUp using the embed code from Airtable.

The second way would be to involve a third-party tool, such as Zapier or Make (formerly Integromat) to transfer vital bits of information needed for specific workflows from one tool to the other.

Continue reading for more information on when this is most applicable.

Streamlining Business Workflow with ClickUp and Airtable Integration

Remember the explanation about the HOW and WHAT of business tasks? This is important to remember when finding the best places and WAYS to integrate two tools together. Because ClickUp provides the ability to embed snapshots of other tools into it’s interface we will be considering that our MAIN point of entry into all of the information and tasks.

Scenarios: Embed Airtable view into ClickUp Task or View for Customization

Many of the requests I have received in my work have been to pull information over from Airtable and make it visable within ClickUp so project managers can assess the completeness of a task or project or know at a glance the completion of said tasks.

This is as simple as adding a view with the Airtable information to the project itself. There are some examples below.

• Group programs – embed an Airtable database of the members, their progress, their payments and how much time they have left as a view in the “activities” that must be completed.
• Content Calendar – While ClickUp has some cool key features, nothing can overshadow airtable’s capabilities to capture all sorts of Content information, making it super-simple to reutilize for different needs in the future. You can have the steps to CREATE the content in ClickUp, and have the team update the airtable with all of the pieces needed for publishing. Embedding the view makes it super-simple to see what is not yet completed.
• CRM – While many businesses utilize a CRM such as Hubspot, Dubsado, or Close, I have found that having a CRM built for you in Airtable not only gives you more power over the aspects you need, it also give you more visibility and ownership to nurture those leads. Also, having a CRM where you can embed the information into ClickUp is almost worth it in itself (interested in my CRM template? Check it out here)
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To find out exactly HOW to embed airtable views into ClickUp, check out my Youtube