How a Real Estate Marketing Agency Saved 20 Hours a Week with a ClickUp and Asana Integration

The Client

The Problem

1. Manual Task Creation and Updates: Staff had to manually create and update tasks in both ClickUp and Asana, leading to duplication of effort and increased risk of errors.

2. Inefficient Communication: The lack of integration resulted in delayed updates and potential miscommunication between PG and their client.

3. Time-Consuming Status Tracking: Keeping track of task statuses, comments, and attachments across two separate systems was time-consuming and prone to oversight.

4. Frequent Back-and-Forth: There was significant back-and-forth communication between PG and their client, making it crucial to have a seamless integration to capture all interactions and updates.

The Solution

• Automatic Task Updates: When a task is created or changed in one system, it's automatically reflected in the other.

• Comments made in either ClickUp or Asana are copied to the other, keeping all conversations in one place. For example:
• When Press Group comments in ClickUp: "PG: New design draft uploaded for review"
  This appears in Asana as: "From ClickUp (John Doe): New design draft uploaded for review"
• When the client comments in Asana: "JC: Please adjust the color scheme"
  This appears in ClickUp as: "From Asana (Jane Smith): Please adjust the color scheme"

• Consistent Task Statuses: We created a system to match task statuses between ClickUp and Asana, so everyone sees the same progress. For instance:
• When a task status changes to "In Progress" in ClickUp, it automatically updates to "Doing" in Asana
• If the client changes a task to "Needs Review" in Asana, it updates to "Client :eyes:" in ClickUp

• Attachment: Any files added to a task in ClickUp at the task or the comment level are automatically added to the same task in Asana.

• Custom Field Mapping: We set up a way to share specific information about communities and task types between the two systems.

Challenges faced and overcome during implementation:

• Handling multiple tags and IDs: We created custom lookup tables in Zapier to map ClickUp's community and task type IDs to their corresponding Asana counterparts.

• Managing multiple attachments: We implemented loops to handle multiple attachments within tasks and comments.

• Prefix system for comments: To avoid infinite loops when “sync-ing” comments, we implemented a prefix system ("PG:" for PG, "JC:" for the client) to distinguish the source of comments.

The Results

• Elimination of Dual System Management: PG employees no longer need to maintain two different project management tools. This has resulted in:
• Substantial time savings, as staff now only interact with their preferred ClickUp system
• Reduced risk of errors and inconsistencies between systems
• Improved focus and productivity, with employees working in a single, familiar environment

• Enhanced Client Collaboration: While using only ClickUp internally, PG can now seamlessly collaborate with their client in Asana, leading to:
• More efficient and transparent communication
• Increased client satisfaction due to real-time updates in their preferred tool

• Scalability for Complex Projects: By streamlining their workflow, PG is better positioned to manage and grow their business, particularly with clients having complex, multi-faceted real estate marketing projects.

The Tech Stack

• ClickUp, PG preferred project management tool

• Asana, JC preferred project management tool

• Zapier for integrating both

Alternative Stack

• We can integrate any Project Management tool like
  
  Monday.com,
  
  Notion,
  
  Airtable or
  
  Hive

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