Optiwatt, a leading energy management and technical services provider, partnered with UpSys to escape organizational chaos and unify their operations. Previously spread across five different tools, Optiwatt’s team achieved real-time visibility, standardized processes, and effortless collaboration—both internally and with external partners—within just three months using ClickUp.
No More Missed Requests: Optiwatt’s Journey to Flawless Collaboration
Optiwatt
10/09/20252 min read
Executive Summary
The Challenge
- Information was scattered across Excel, OneNote, Slack, SharePoint, and email, making it difficult to find what was needed.
- There was no visibility into project progress or clear team responsibilities.
- Coordination between field and office teams frequently broke down.
- Collaboration with external partners was complex and unstructured.
- A lack of standardization meant every project was managed differently, leading to daily lost time, missed client requests, and a constant risk of errors.
Before: Scattered tools
The Solution
- Process Audit & Needs Mapping: We conducted a deep analysis of Optiwatt’s workflows, user roles, and real needs to design a minimalist, effective ClickUp architecture.
- Custom Structure: We built three main spaces (Operations, Tech, Admin), with parent tasks for client sites and sub-tasks for site actions. Linked databases for clients, sites, and vendors ensured everything was connected.
- Agile Batch Planning: Weekly planning, simplified estimation points, and ready-to-use templates for recurring processes streamlined operations.
- External Collaboration: Secure, automated client forms and permission management for partners ensured everyone saw only what they needed.
After: Centralized in ClickUp
The Results
- All information is now centralized in ClickUp—Optiwatt has a single source of truth for all projects and clients.
- Real-time visibility: Gantt and board views provide instant insight into workload, priorities, and progress.
- Automated ticketing and ready-to-use templates eliminate missed steps and speed up planning.
- Seamless collaboration: Internal teams and external partners work together effortlessly, with secure, structured access.
- Team autonomy: 90% of Optiwatt’s users are fully operational in ClickUp, supported by ongoing documentation and continuous improvement.
What Optiwatt Has to Say
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