From Chaos to ClickUp: My Simple System for Managing Biz Tasks

If you’re running a business (or five) and your to-do list lives on random sticky notes, voice memos, and that one notebook you can never find… welcome. You’re not alone.

I used to feel like I was constantly forgetting something—until I set up a simple system in ClickUp that turned my chaos into clarity.

Now I’m sharing the exact setup I use to organize all my moving parts—without making it more complicated than it needs to be.

🧠 Why ClickUp?

ClickUp is like a digital brain for my business. I use it to track:

  • Client projects
  • Personal tasks
  • Content planning
  • Upcoming launches
  • Even household to-dos (because life doesn’t pause for your business)

It keeps everything in one place so I’m not bouncing between five different apps just to figure out what I need to do today.

🗂️ My ClickUp Setup (Simple but Mighty)

Here’s how I organize things inside ClickUp without getting overwhelmed:

1. Spaces for Each Business

I’ve got a space for:

  • Tasks by Trin
  • Travel with Trin
  • Glammed by Trin
  • Celebrations by Trin
  • And so on...

This keeps each hustle organized without mixing client tasks with blog planning or wedding timelines.

2. Lists for Major Workflows

Within each space, I break it down by function:

  • Content Creation
  • Admin Tasks
  • Client Projects
  • Product Development
  • Marketing & Outreach

Think of these as categories that reflect how your brain works—not just what sounds fancy.

3. Tasks with Clear Due Dates + Status Tags

Every task has:

  • A name that makes sense (“Schedule June Newsletter” vs. “Email thing”)
  • A due date (even if it’s flexible)
  • A status like “To Do,” “In Progress,” or “Waiting on Reply”

If it doesn’t have a due date, it usually doesn’t get done. Period.

4. Recurring Tasks for Sanity-Savers

I automate recurring things like:

  • CEO Hour on Mondays
  • Check finances on Fridays
  • Schedule Instagram content every Tuesday
  • Client onboarding checklists

These keep my week flowing even when life gets a little sideways.

5. The Weekly Dashboard View

I created a custom ClickUp dashboard that pulls tasks from ALL my spaces and shows me:

  • What’s due today
  • What’s overdue
  • This week’s top 3 priorities
  • Any upcoming events or meetings

It’s like having a digital assistant say, “Hey, here’s what you actually need to focus on today.”

✨ Tips to Make It Stick

  • Start small—just one list for now is fine
  • Use templates (ClickUp has tons, or make your own)
  • Check it daily or it won’t serve you
  • Set it up in a way that works for your life—not someone else’s perfect aesthetic

📥 Want My Setup?

I’ve got a ClickUp template bundle designed just for multi-passionate business owners. It’s simple, effective, and ready for you to make your own.

Drop a comment or head to my shop to grab it!

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