Backing up your task management app might not seem urgent—until a single mistake puts everything at risk.
Picture this: You start your day, open your task management app—and everything you've been working on is gone. Tasks, conversations, assignments… all vanished. 😳
That’s what happened when a team member accidentally deleted a major project.
Thankfully, we spotted the mistake and recovered it. But in that moment, my heart sank. 😰 I realised how much trust I was putting in a single app—and without a proper backup process, we were one mistake or glitch away from disaster.
So, I decided to find a decent backup strategy—one that wouldn’t blow the budget or take hours to maintain.
🎙In this episode of the Systemize Your Success podcast, I’m sharing how I set up an affordable, set-and-forget backup system to keep our task management data safe.
You’ll learn:
- 🔒 How to easily and affordably back up your Task Management App (Asana, Trello, Clikup, etc).
- 💡 The trick to keeping backup costs low—even with years of information.
- 🛑 The one thing most task management apps miss and how to fix it!
If your business runs on a task management app, don’t leave your systems unprotected.
Find out what I did—and why I finally sleep easier at night!
KEY TAKEAWAYS: Simplifying Task Management Back Up Without Breaking the Bank
- Importance of Backing Up Task Management Apps: Losing access to a task management app can be devastating for a business, as it often contains critical information about projects, tasks, and team communication.
- ProBackup as a Solution: ProBackup is recommended as an effective and user-friendly backup solution for various task management apps. This allows users to back up their data easily and affordably.
- Cost-Effective Data Management: To minimise backup costs, it's advised to store large files (like documents and media) in cloud storage services (e.g., Google Drive) and link them in the task management app, reducing the amount of data that needs to be backed up.
- Notification Features: ProBackup offers notifications for deleted projects or tasks. As a result, users will have peace of mind, allowing them to quickly recover lost data without extensive searching or contacting support.
- Additional Tools for Efficiency: Utilising tools like Fathom for meeting recordings and iDrive for cloud storage can further reduce overall storage costs and streamline data management, ensuring that backups remain affordable and efficient.
BEST MOMENTS: Why Every Business Needs a Task Management Back Up Plan
00:32 – 💬 “Without having access to my task management, literally, I wouldn't really have a business. And so that's pretty terrifying.”
00:52 – 💬 “How to back up your entire task management software to protect your business and to just be able to sleep better at night knowing that actually even if something terrible happens either maliciously or accidentally or the app just goes down and you lose your access to your account for whatever reason, you have a means and a way to access that data and restore it so you can continue functioning as a business.”
09:58 – 💬 “The cost of actually creating a robust, usable backup that's easy to access, easy to restore stuff for me is an absolute no-brainer.”
TIMESTAMPED OVERVIEW
00:00 Cost-Effective Backup Solutions Guide
05:07 Efficient Data Storage Strategy
07:15 ProBackup's Advantage Over Asana Notifications
10:33 Maximise Storage Efficiency Tips
Episode Transcript
Dr Steve Day [00:00:00]:
What would happen if you lost access to your task management app? For me, it would be absolutely devastating. I mean, I literally run my entire business through my Asana. And whether it\'s Zoho or ClickUp or Notion or whatever you\'re using, if you\'re like me and you basically built your business around a piece of software like a task management app, then not having access to that one day would mean I couldn\'t basically do my work and no one would know what they were doing. All of the documentation about how stuff is done is linked and hinged on using Asana. So without having access to my task management, literally, I wouldn\'t really have a business and so that\'s pretty terrifying. And when I realized this, I went on a mission to find a way to back it up easily and affordably to make sure that if I did lose access for any reason that I would be able to function by being able to restore it. And that\'s what today is about. How to back up your entire task management software to protect your business and to just be able to sleep better at night knowing that actually even if something terrible happens either maliciously or accidentally or the app just goes down and you lose your access to your account for whatever reason that you have a means in a way to access that data and restore it so you can continue functioning as a business.
Dr Steve Day [00:01:15]:
And do stick around to the end because I\'m going to share with you some top tips of keeping the cost of doing this to an absolute minimum. When you start looking at backup solutions, they often get really expensive, but there are smart ways to use your task management app to keep your cost down to an absolute minimum and make sure you\'re using the right pieces of software backing up the right things. I\'ll explain all as we go through, but do stick around to the end because the difference could be hundreds if not thousands of dollars or pounds each year by doing this right compared to doing this wrong. And if you\'re already convinced and simply wanna get on with this, the app that we use is ProBackup.io and if you head over to sys.academy/tools that\'s sys.academy/tools, you can get a seven day free trial and 30% off your first three months and it\'s an app that we use and love and it\'s super simple. I\'ll get more into it as we get into this episode. And if you\'re trying to build a business that says you rather than you being a slate it, then hit subscribe because this podcast is full of interviews, top tips, app reviews, and a lot more besides to help you create a business that gives you lasting freedom. To my realization that I needed to actually sort out a backup for my task management app happened when one of my staff members deleted a project. They actually did it by accident, and we were able to recover it because they received an email to say, hey, you\'ve deleted this project.
Dr Steve Day [00:02:36]:
Was that actually intentional? However, I, as a business owner, didn\'t get notified and only found out because actually the person discussed it with me in a meeting. And And it suddenly made me think like what happens if somebody goes rogue and starts deleting stuff and I don\'t realize? How would I actually ever recover it? I spoke to Asana backup about this and actually you can recover it through them if you know the project ID. Well, I don\'t keep a record of all my product product IDs. It\'s not something I think about on a daily basis. So I just want an easy solution. I don\'t have to go and figure out which projects were missing or when they were deleted. I wanna get notified. I wanna know what\'s going on with one of the core apps in my business.
Dr Steve Day [00:03:15]:
I don\'t wanna have to leave it to chance. And then my thoughts progressed, like, what happens if I just lose access to my account like I have done with other things like Google, for example, I talked about in a previous episode when I talked about backing up your cloud storage using iDrive and how, accidentally, I managed to delete my main account and lose access to everything. And that was devastating. But it would be equally devastating if I lost access to my task management app. It\'s like literally this is where everything I do in the business, what all the staff do, how work is delegated, how we communicate, how we organize all of our projects and manage our work. Like, it\'s literally everything is inside our task management app. So losing it would be totally devastating. That led me on a journey to find a decent backup solution that wasn\'t too expensive and was just easy to use.
Dr Steve Day [00:03:58]:
And I landed on an app called Pro Backup. But there are a couple of key things you need to realize before jumping in that will enable you to keep your cost down to an absolute minimum. I\'m gonna get into those in a second. The reasons I love ProBackup are a, it\'s just super easy to use. It covers a bunch of apps. So whatever app you\'re using for your task management, whether it\'s ClickUp, Asana, Basecamp, Trello, Podio, Notion, all those and more are covered by the app as well as some other things beside. And it also covers Google Workspace, but for the reasons I\'m gonna explain in a minute, it\'s not a great solution for backing up your Google because it will cost you an absolute fortune. So when you\'re looking at backing up your task management app, whether it\'s using pro backup or something else, typically they charge you per gigabyte.
Dr Steve Day [00:04:42]:
The amount of data you store in it will determine how much it\'s gonna cost you. And for me, I\'m able to back up my entire asana, which has been built up over the past nine years of recording this. It\'s got thousands and thousands of tasks and hundreds of projects in there, but the actual data use is really small. And the reason being is that we save all of our operation manuals, all of our templates, all of our images, all of our videos, etcetera in our cloud storage and then have a link in each task to open that document up. That means the actual data stored in the task management app itself is minimized. All of the actual, like, the big bulky stuff is stored in the cloud, in our cloud storage, and for all of our meetings. So for Google Meets or Microsoft or Zoom, we actually save all those for free using Fathom, which I\'ve also talked about in a previous episode, which is a cool AI note taking app that gives you unlimited storage for free. So all the bulky stuff isn\'t actually saved in the task management app itself.
Dr Steve Day [00:05:38]:
We can access it by the links that we put in there. So we save the documents, say, in our Google Cloud, then we get the shell link and then put it into the specific task or wherever it needs to be in the task management app so people can click on it, open it, and then they can actually access it. But that means the actual amount of data stored in our task management app, so for us, it\'s Asana, is minimized. This means we can back up the entirety of our task manager with very little cost. So if you\'re savvy about where you save stuff, you can keep your cost to an absolute minimum. The other reasons I love ProBackup are it is super easy to set up. Literally, you just sign up for an account. You can get a free trial for seven days just to check it out and see how it works.
Dr Steve Day [00:06:15]:
It takes seconds just to link your account, so you just log in to, for me, Asana while you\'re in the app. It links them together and then starts backing everything up in the background. It happens completely in the background without having to do anything. So once it\'s set up, it\'s literally set and forget, and you don\'t have to worry about it. It backs everything up daily. You can like gradually restore stuff so tasks or projects that get deleted either by accident or maliciously. You\'ve got access to them and you\'ve got history going back as well. The version I use now costs around $23 per month and you can check it out again if you go to sys.academy/tools and you\'ll get 30% off your first three months as well using our affiliate link.
Dr Steve Day [00:06:50]:
And one of the additional key features you get is you get notified when things are deleted, which is that one annoying thing with Asana that it doesn\'t do. It doesn\'t tell me as a business owner when something deleted, but I can actually set up a notification within ProBackup to let me know that\'s happened. And that\'s all the reassurance I need to know that actually, if something disappears, which shouldn\'t have disappeared, that I\'ll be notified of it, notified of it, and I can go back into ProBackup and find it super easy without having to go and contact Asana support and remember or try and figure out what a product ID was or search for it or the back and forth we\'ve had to do in the past to actually find stuff. It\'s super easy. It can be done directly through the app in ProBackup and you\'ve also get an extra license so you can get a team member to go and do that sort of stuff for you. If you pay for the more advanced versions of it, you get some additional features like a longer backup history, you can invite more people, and you can also do things like backup Google Drive. However, as I said before, ProBackup, like most other backup solutions for this type of software, are really expensive. I have terabytes of data in my Google Drive.
Dr Steve Day [00:07:53]:
And so backing that up onto something like ProBackup would cost thousands and thousands of dollars every year. That\'s why I use iDrive to back up my cloud storage. I\'ve talked about iDrive in a previous episode, so go and check it out, and you\'ll find the link to our iDrive on our sys dot academy forward slash tools page as well if you wanna go and check that out. IDrive is super cheap. It\'s like $20 a year for about 10 terabytes of data, which is probably more than you need. And just to give you the full picture of how we keep the cost of our backups at absolute minimum, we now use a Fathom as in Fathom notetaker app to record all of our meetings and that stores unlimited meetings for free. So that was a big chunk of the storage we actually used to save in Google Drive. We now actually save it in Fathom for free and therefore we keep the entire map of data that we\'re using down to an absolute minimum.
Dr Steve Day [00:08:44]:
So overall backup costs are totally affordable no matter really how many meetings we record or how much data we\'ve got saved. The only things I really don\'t like about ProBackup are they doesn\'t cover my particular CRM. We use Go high level CRM, and I wish it was actually able to back up that. And I\'ve put a request in, so hopefully, sometime in the future, they\'ll do that. That\'s really the only thing I don\'t like about it. Because it just sort of sits there and does its thing in the background, I\'ve got no other complaints about it. It seems to do what it\'s meant to do. I can restore stuff from it.
Dr Steve Day [00:09:11]:
I can go in and have a look at what\'s been happening, and, basically, it means I can just sleep well at night. So that\'s it. Before you go, just think for a second. Like, what would happen if your entire task management app suddenly disappeared and you couldn\'t log into it? Or if some key projects were deleted, you didn\'t realize, and then you couldn\'t restore them later for whatever reason? Like, the cost of actually creating a robust usable backup that\'s easy to access, easy to restore stuff for me is an absolute no brainer. It just allows me to sleep easier at night knowing that the core stuff in my business is actually protected. So that\'s it. The key takeaways from today are get ProBackup to back up your task management app, but don\'t save files and folders and upload stuff into task management app to keep the data in there to an absolute minimum. Instead, save all that stuff to something like Google or Microsoft where the cost of the storage is far far less than using sort of backup apps.
Dr Steve Day [00:10:08]:
And you can keep the cost of that backup of your cloud storage to absolute minimum by using iDrive which costs like $20 per year for 10 terabytes which is basically nothing. Lastly, if you use Fathom to record all of your meetings, you\'ll keep your overall storage down to an absolute minimum so the cost of everything is just less. And if you\'re interested in checking it out, remember you can get a seven day free trial and 30% off your first three months if head over to assist.academy/tools and use our affiliate link. Doing that helps to support our podcast and helps us to bring more brilliant episodes to help you out in the future. And if you found this episode interesting, please do hit subscribe so you don\'t miss out on future app reviews, on interviews, and other top tips and frameworks for making your business more efficient to making your life more peaceful and for giving you more freedom. Thank you very much for listening. I know how valuable your time is, so I hugely appreciate you spent that time listening to this. And please do share this episode with anyone you know who\'s using a task management app so they can benefit from having the peace of mind of knowing it\'s backed up.
Dr Steve Day [00:11:11]:
Thank you very much.
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ABOUT THE HOST
Steve used to be a slave to his business, but moving to Sweden in 2015 forced him to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve has been investing in property since 2002, has a degree in computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants.
Most business owners feel overwhelmed because they don’t know how to create systems or get the right help.
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How I Nearly Lost It All: My Personal Lesson in Data Loss Prevention (and Why I Now Use iDrive)
Protect Your Business: Backup Essentials and Unlimited Zoom Cloud Storage for Free