The Best ClickUp Implementation Path for Agencies with Layla Pomper
Key Takeaways
- Separate process design from software configuration - define how work should flow before building it in ClickUp
- Self-implementation works when you have internal capacity and ClickUp experience, but takes significantly longer
- Guided implementation balances cost and speed by providing expert direction while your team does the hands-on work
- Done-for-you implementation is fastest but requires clear process documentation and strong change management
- Set realistic timelines - rushing implementation leads to rework and poor adoption
- Know when to send clients elsewhere rather than forcing a tool or approach that doesn't fit their situation
Gray MacKenzie welcomes Layla Pomper, Founder of ProcessDriven, for a conversation about the different paths agencies can take when implementing ClickUp. Layla has built her business around helping teams get more out of their project management tools, and she brings a practitioner’s perspective on what actually works - and what doesn’t - when rolling out ClickUp at an agency.
The PB&J Method: Separating Process from Software
One of the most valuable frameworks Layla shares is what she calls the PB&J method for separating process design from software configuration. Too many agencies jump straight into building their ClickUp workspace without first defining how their work actually flows. The result is a tool that mirrors their existing chaos rather than improving it.
The PB&J method forces teams to document their processes independently of any tool first. What are the steps? Who is responsible for each handoff? What information needs to move between stages? Once you have clarity on the process itself, you can make intentional decisions about how to configure ClickUp to support it.
This approach also makes it easier to evaluate whether ClickUp is even the right tool for a specific workflow. Sometimes the answer is that a particular process is better served by a different tool or integration. Layla discusses how she helps clients vet their tool choices rather than assuming every workflow belongs in ClickUp.
Three Implementation Paths: Pros and Cons
Layla breaks down the three primary implementation paths for agencies adopting ClickUp, with honest assessments of when each approach makes sense.
Self-implementation is the most affordable option but requires significant internal capacity and ClickUp expertise. Teams that go this route often underestimate the time required, leading to implementations that drag on for months with inconsistent results. The upside is full ownership of the system from day one - the people who built it are the ones using it.
Guided implementation offers a middle path. An experienced consultant provides direction, templates, and best practices while the agency’s team does the hands-on configuration and rollout. This approach works well when the agency has a capable internal champion who needs expert guidance but not someone doing the work for them.
Done-for-you implementation is the fastest path to a fully configured workspace, but it requires strong change management to ensure the team actually adopts what was built. There is a real risk of building a beautiful system that nobody uses because the team did not participate in designing it. Layla emphasizes that even in a DFY engagement, the agency needs to invest time in discovery conversations and training.
Balancing Strategy and Execution
The conversation also explores the tension between high-level strategy and granular tool configuration. Layla shares how ProcessDriven balances these two layers - helping clients think strategically about their operations while also getting into the details of custom fields, automations, and view configurations.
For agencies trying to decide where to invest their time, Layla recommends starting with the strategic layer. Get clarity on your service delivery model, your team structure, and your client journey before worrying about which ClickUp features to enable. The tool should serve the process, not the other way around.
Layla and Gray also discuss the topic of realistic implementation timelines. Both agree that agencies consistently underestimate how long it takes to get a team fully adopted on a new system. Setting expectations upfront - with leadership and with the team - prevents the frustration that comes when a “quick rollout” turns into a multi-month project.
Knowing When to Refer Out
One of the more refreshing parts of the conversation is Layla’s willingness to discuss when she sends clients elsewhere. Not every agency is a fit for every implementation partner, and not every problem is best solved with ClickUp. Layla talks about the signals she watches for - misaligned expectations, lack of internal buy-in, or workflows that are better suited to other tools - and how she handles those conversations honestly.
Resources Mentioned
- Layla Pomper on LinkedIn - Founder of ProcessDriven
- Layla’s YouTube Channel - ClickUp tutorials and process content
- ProcessDriven - ClickUp implementation and process consulting