<aside> ❓

The Problem

</aside>

At Mimi Paul Collective, the team was running across too many disconnected tools. Band for team communication. Google Sheets for time tracking. Trello for project management. Google Workspace for everything else. Prayers and team meetings happening across different links.

The result was that things got lost, messages disappeared into Band threads hence no proper follow up. Tasks fell through the gaps between trello and Google Workspace, nobody could find what they needed without asking someone else. One of the team members actually said they were spending energy managing tools instead of doing the actual work.

<aside> 🛠

What I Did

</aside>

I proposed a consolidation. One tool. One source of truth.

I migrated the team to ClickUp as the central hub for everything, tasks, files, time tracking, follow ups, project management, and communication. I set up a single recurring Google Meet links for team prayers and meetings so there was no more hunting for links or wrong rooms. I built out the ClickUp workspace to reflect how the team actually worked, clear task ownership, visible deadlines, organised file storage, and a time tracking system that did not require a separate spreadsheet.

• I documented the new system so every team member understood what lived where and why, and ran a brief session to walk the team through the changes.
• I created spaces for each team, we also knew how to message individuals personally. I had links set up for team stand ups, sub team meetings, prayers etc and it was tagged on a central place in ClickUp
• I also ensured that team members understood how to set up tasks, assign tasks, create subtasks, link related pages, comment etc
• We noticed the communication sometimes may be lengthy, so another thing was having Google Chats for more conversations and this still fit into our Google Workspace tools.

<aside> 🙂

The Result

</aside>

The team had one place for everything and everyone knew how to use it. Communication became clean and traceable both on ClickUp and Chats. Time that was previously spent chasing information across five tools went back into actual work. The backend finally matched the way the team operated.