Embracing Generative AI for Real-Time Learning
Since the rise of ChatGPT and generative AI, our team has been on a mission: to build a project and client delivery system that learns in real-time from our daily interactions. We knew that by integrating AI into our workflows, we could bring about new efficiencies, create more value for our clients, and implement smarter ways of working.The Challenge: Barriers in Our Tech Stack
Despite our ambition, we faced significant hurdles — especially with our previous project management tool. While it served us well in many respects, it became clear that it couldn’t support the level of integration and automation we envisioned. We needed a platform that could:
- Seamlessly capture and organize data from our projects and client communications
- Enable us to build and refine Standard Operating Procedures (SOPs) based on real project history
- Support semi-automated processes that get smarter over time
As a HubSpot agency, we already had access to all our client communications and ran our business on Google Workspace, HubSpot, Dropbox, Figma, Canva, and other AI-forward platforms. But our project management tool was holding us back.
The Solution: ClickUp
Out of frustration — and a desire to move faster — we decided to try ClickUp. The results were immediate and impressive. ClickUp provided the flexibility and AI integration we needed to:
Centralize all project data: We now connect ClickUp with HubSpot, Google Workspace, Dropbox, Figma and Canva so all project files, client communications, and assets are accessible in one place. For example, client onboarding documents from Google Drive are automatically linked to their respective projects in ClickUp, reducing time spent searching for files.
Automate and optimize workflows: Using ClickUp’s automation features, we set up triggers so that when a new client project is created, a standardized set of tasks and SOPs are automatically generated. This ensures consistency and saves hours of manual setup for each new engagement.
Leverage AI for better processes: ClickUp’s AI tools help us summarize meeting notes, generate follow-up tasks, and even draft client communications. For instance, after a client call, ClickUp’s AI Meeting Notetaker transcribes the conversation and suggests action items, which are then converted into tasks with a single click.
Improve project visibility: Custom dashboards in ClickUp allow us to track project progress, deadlines, and resource allocation in real time. This has helped us identify bottlenecks early and reassign work as needed to keep projects on track.
Enhance cross-platform collaboration: Integrations with Figma and Canva mean design assets are always up to date and linked directly to relevant tasks, streamlining feedback and approvals.
The Impact
Since adopting ClickUp, we’ve been able to:
- Reduce manual work and repetitive tasks by applying automations to project setup and task assignments
- Improve project visibility and accountability with real-time dashboards and reporting
- Deliver better results for our clients, faster, by streamlining communication and task management
- Foster a culture of continuous improvement and innovation by leveraging AI to learn from every project
Looking Ahead
Our journey with ClickUp is just beginning. As AI continues to evolve, we’re excited to explore even more ways to optimize our workflows and deliver exceptional value to our clients.
Connect with us to schedule a call.
