SMP Media Unified Operations Engine
A practical proposal for shifting from ClickUp to Google Workspace. Anchored to our immutable Job Numbers (26-XXX), uniting Gmail, Drive, Tasks, Calendar, QuickBooks, DaVinci Resolve, and Frame.io into one cohesive workflow.
A Note to Janell: Why We Are Exploring This Shift
Janell, first and foremost: thank you for the immense amount of care, organization, and energy you have poured into structuring our projects in ClickUp. You’ve brought discipline and clarity to a fast-moving, high-volume production pipeline, and that structure has kept our productions running smoothly.
This proposal is not about undoing the order you created—it is about making that order effortless for both of us to maintain every single day.
Over the past several months, we've noticed an ongoing operational friction: software fragmentation and app fatigue. On any given Tuesday, we find ourselves jumping between Gmail (where shoot dates and client notes arrive), ClickUp (where tasks have to be manually duplicated), Google Drive (where assets live), Google Calendar (where shoots are scheduled), QuickBooks (invoicing), Frame.io (video reviews), and Dropbox Sign (contracts).
Because our files, client conversations, and calendar already live natively inside Google, bringing our master tracking, contract signing, and daily to-do items into Google allows us to operate from a single, fast command center without double data entry.
The Daily Tool Switching We Are Eliminating:
The Truthful Comparison: Google Workspace vs. ClickUp
| Operational Capability | ClickUp Reality | Google Workspace Reality | Verdict |
|---|---|---|---|
| Daily Tasking & Email Handoff Capturing client requests from Gmail | Requires manual copying & pasting of email text or forwarding rules into ClickUp task cards. | Native Google Tasks: 1-click drag-and-drop straight from Gmail side-panel. Creates a linked task with direct backlink to the email thread. | Google Wins |
| Asset & Folder Architecture Scripts, exports, logos, and transcripts | Files uploaded to ClickUp cards eat platform storage, often become fragmented, and still require separate Google Drive storage. | Standardized Google Drive Vault: Pre-built 5-folder template. Direct folder and file links directly pasted into the Master Tracker row. | Google Wins |
| Hard Subtask Dependencies "Task B cannot start until Task A is done" | Native System Locks: Automated blocking/waiting-on rules enforce strict sequence across multi-stage dependencies. | Tracked visually via status dropdowns or custom formula flags in Google Sheets, rather than automated system locks. | ClickUp Wins |
| Client Collaboration & Portals Sharing dates, review cuts, and downloads | Clients must be invited as guests to ClickUp (often met with confusion and forgotten passwords). | Living Client Portal Doc: One clean, bookmarkable Google Doc with Smart Chips, Frame.io review cuts, and unlocked master download links. | Google Wins |
| Native Stop-Watch Time Tracking Logging hourly editing time per task | Built-in Timer: Click-to-start timer directly in task cards with billable hour reporting. | Requires simple manual hour entry into a Sheet, or a lightweight third-party timer extension like Toggl. | ClickUp Wins |
| Contracts & SOW Signing Replacing Dropbox Sign ($200+/yr) | Requires separate external subscriptions like Dropbox Sign or DocuSign, with files siloed outside the project tracker. | Native Google Docs eSignature: 100% built-in, legally binding, auto-saves audit-trailed PDFs straight to Drive 02_Contracts. |
Google Wins |
| Performance & Mobile Speed Quick access on location shoots | Heavy web app and mobile app with slower loading dashboards, complex nested menus, and notification fatigue. | Instant Speed: Google Sheets, Docs, and Tasks open instantly on phone or laptop on-set with full offline support. | Google Wins |
The Master Production Tracker
Interactive Google SheetSingle mission control replacing ClickUp. Click any status or filter to test how Peter and Janell operate this sheet.
| Job # | Client / Partner | Project Name | Status | Lead | Filming Dates | QB Deposit | QB Balance | Assets & Review |
|---|
Google Tasks Inside Gmail (The Daily Action Engine)
Interactive SimulationWhat is Google Tasks? A clean, lightweight task panel embedded directly in the right sidebar of Gmail. Click "Add to Tasks" on any email below to see how it links to your daily list with zero copy-pasting.
"Hey Peter! Would you be able to send over the headshots folder when you have a chance? Also need the interview transcripts..."
"Dr. Pennesi has a small window on September 17 from 10AM-11:30AM. Otherwise he travels until mid-October..."
"Hi Peter, October 18th works for me! Janell, can you confirm with Riela so we have it locked?"
Prep HCO remainder invoice (Cut approved by Troy)
Finish RAD edit using AI reframing & send clips
Standardized Google Drive Vault
Asset DirectoryEvery active project uses an identical 5-folder template cloned by Janell upon kickoff. Click any folder below to inspect its contents and purpose.
.drp), documents, audio, and approved final video masters.
End-to-End Project Lifecycle Simulator
Interactive walkthrough showing how Google handles a project from handshake to final billing.
Client Submits Web Form on smpmedia.co
Client completes Google Form on the SMP Media site providing project goals, timeline, billing contacts, and uploading brand assets.
Google Meet & Native Google Docs eSignature
Janell sends a Google Calendar invite with auto-generated Google Meet. SOW drafted in Docs; Google eSignature sends to client. Executed PDF auto-saves to Drive 02_Contracts.
QuickBooks Deposit & Production Green Light
Janell issues 50% deposit invoice in QuickBooks. Once cleared, Column G turns PAID. Peter sees green light and books flights. Janell generates the Living Client Portal Doc.
DaVinci Resolve Backups & Frame.io Reviews
Raw camera footage remains local. Peter exports DaVinci Resolve Project (.drp) backups into Drive 04_Post. Cut v1 uploaded to Frame.io; URL pasted into Master Sheet and Client Portal Doc.
QuickBooks Final Balance & Drive Link Unlocking
Final cut approved. Janell sends QB balance invoice. Once paid, final 4K master links in Drive 05_Deliverables are shared with client. Job status changes to Archived.
The "Living Client Portal" (Google Doc Template)
Client ExperienceClients never have to search for lost email links or forgotten passwords. They bookmark this one interactive Google Doc throughout the entire project.
CE Astellas (Dallas Shoot) — Production Portal
Single Bookmarked Hub for Schedule, Pre-Production & Video Review Cuts
Pre-Production Checklist (Client Uploads):
Video Review Hub (Frame.io Time-Coded Cuts):
Final Approved Deliverables:
Unlocked immediately upon receipt of final QuickBooks balance invoice.
Janell & Peter's Transition Checklist
Anticipated Questions & Operational Clarifications:
1. "What happens to ClickUp subtasks? How do we manage micro-steps in Google Sheets?" ▼
In Google Sheets, each project has one clear row anchored to the Job Number with a "Next Action Item" column. For micro-steps and daily to-do items, you drag incoming emails directly into Google Tasks or write assignable checkboxes ([]) in our weekly sync Google Doc. This eliminates having 40 subtasks for simple video jobs.
2. "Will we lose our historical notes and past project records in ClickUp?" ▼
No. Before canceling ClickUp, we will export all historical workspaces and tasks into a full CSV and PDF backup. We will store that backup archive safely inside our Google Drive root folder (_ARCHIVES / ClickUp_Export_2026) for permanent reference.
3. "How does Dropbox Sign get replaced? Are Google eSignatures legally valid?" ▼
Yes, 100%. Google Docs native eSignatures are ESIGN and UETA legally compliant. You simply click Tools > eSignature in any Google Doc, drop the signature fields, and email it to the client. When signed, Google automatically saves a secure, audit-trailed PDF directly into the project's 02_Contracts folder on Drive.