With ClickUp, you can optimize the management of your projects, however, most teams don't use it to its full potential. In this article, we will see together five best practices to take full advantage of all ClickUp's benefits.
#1: Prioritize your tasks
Prioritizing tasks helps to stay on track and make the most of your resources. Here are some tips to organize your tasks in ClickUp:
List actions and conditions
Create a list of all the tasks you need to accomplish, with instructions and deadlines. With this overview, you have a clearer view of what needs to be done, by whom, and by when. It's essential to have the full picture of all your in-progress, scheduled, and yet-to-start tasks in a single place outside your head. This might sound dispensable, but prioritizing and managing tasks effectively in our heads is an illusion. It's feasible for small, one-person projects, but it'd be a saga for most projects.
Sort tasks by priority
Assign each task a priority level. This helps you determine which tasks need to be done first and which can wait. Distinguish between important and urgent tasks. An important task that's not urgent must be on your task list. You must schedule the task, but you don't need to execute it right away. On the other hand, you must perform urgent and important tasks today or in the next few hours. But they aren't necessarily important tasks, so you might delegate them for someone else to execute them.
Visualize tasks in calendar mode
Use the ClickUp calendar to schedule your tasks. With this tool, you can visualize the workload of each team member and the deadlines to be met for each task on your list. Visualizing your calendar is highly effective in figuring out whether you can take on more tasks. And if you've already hit your maximum workload, you will need the extra help.
Link related tasks
Take advantage of ClickUp's dependency feature to link related tasks. This way, you can see at a glance which tasks are related. This helps you plan in which order to execute them to facilitate everyone's work. Create relationships between your tasks and your team in ClickUp to navigate across each task and check the status with ease. Additionally, you can use ClickUp to set dependencies for tasks and ultimately establish the order of their execution.
#2: Collaborate efficiently
Successful collaboration depends on good information sharing, and ClickUp helps improve information distribution among collaborators. To make the most of it, here are some best practices for ClickUp:
Choose Subtasks or Checklists as Needed
ClickUp subtasks and checklists are essential tools that help teams stay organized. They provide clarity on what needs to be done, who is responsible, and when tasks should be completed. They also allow for the breakdown of complex tasks, making it easier for collaborators to understand their roles and responsibilities. The choice between subtasks and checklists depends on the complexity of the task at hand. If the task is simple and can be done in one sitting, a checklist in the task description might suffice. However, for more complex tasks that require multiple steps or involve different people, subtasks are a better choice.
Pro Tip: Subtasks in ClickUp are essentially tasks within a task. They have almost all the functionality of a task, but they are nested within the overall task you're working on. This allows you to assign specific subtasks to different people, set due dates, track time, and even have whole comment conversations within that subtask.
Grouping your sub-tasks into parent tasks can help you see complex projects more clearly.
Prefer Assigning Comments to Mentions
The assignment function in ClickUp is a powerful tool for distributing work among team members. When you assign a task to a collaborator, they receive a notification, which helps to ensure that the task is completed on time.
The difference between “assignment” and “mention” is significant. Assignment establishes the responsibility of each member with regard to a task, while mention is more useful for inviting collaborators to pay attention to a particular comment. By using each tool appropriately, you can avoid multiplying communication channels and repeating the same instructions.
Assigning feedback to your team members will give them a sense of accountability.
Update task labels for efficient tracking
Task labels in ClickUp are a powerful tool to organize and filter tasks. They help you group tasks thematically and easily find the information you need. According to ClickUp's Tags Overview, tags can be used to add additional context to tasks, making it easier to filter and find related tasks. You can create tags for different project stages, task types, or any other categorization that suits your workflow. Remember to use consistent naming conventions for your tags to maintain clarity.
Adapt your statuses to your team
Creating statuses that are tailored to your operational process is a key feature of ClickUp. According to ClickUp's Custom Statuses Guide, custom statuses allow you to define the stages of your workflow and track task progress accurately. For example, a task can be reassigned from the project manager to the editor when it goes from the "filming" status to the "editing" status. This way, you can see at a glance where each task is and, for example, automatically reassign responsibility based on progress.
Make ClickUp the center of your document repository
ClickUp offers robust document management features. You can share your documents directly in ClickUp, either by uploading your files or via ClickUp Docs. This creates a shared document repository, making it easier for your team to find and collaborate on documents. ClickUp's Docs Feature allows you to create beautiful docs, wikis, and more, then connect them to workflows to execute on ideas with your team. You can also organize your docs for easy access and searchability, and securely share them with anyone. When working with images, you can pin comments to them, making it easier to collaborate on visual content.
#3: Customize your views and workflows
Customizing your overview views and workflows in ClickUp is a crucial step to optimize your productivity and ensure that you have access to the information you need, when you need it. With proper customization, you streamline your workflow process and make it easier for each person to manage their work.
Adapt your views to your usage
One of the first things to do when customizing your views and workflows in ClickUp is to choose the right columns in your list views. This allows you to see the most relevant information for your current task or project. You can choose from a set of predefined columns or create your own columns using custom fields. ClickUp offers a variety of view options, including list, board, calendar, and Gantt, each designed to cater to different work styles and preferences.
Harness the power of filters and grouping
Another important aspect of customizing views and workflows in ClickUp is using grouping and filters. By grouping your tasks or projects according to certain criteria, such as by team member or due date, you can quickly and easily see which tasks are the most urgent or important. Filters, on the other hand, allow you to simplify your display to show only tasks that meet certain attributes: you can choose to only see overdue tasks or only those assigned to you. ClickUp's powerful filtering system allows you to create custom filters that can be saved and applied across different views, making it easier to manage large volumes of tasks.
ClickUp lets you choose to group tasks by status, assignment or priority.
Create the custom fields you need
In addition to choosing the right columns and using grouping and filters, you can create fields that correspond to your field of work for a given task. For example, if you need to track the budget of a particular task, you can associate a "budget" field with that task. This new field can then be reused for each task that requires your budget tracking. This way, you can see at a glance how much money has been allocated to each task and manage your resources more efficiently. ClickUp's custom fields feature allows you to create and manage custom fields that are unique to your workflow, providing you with the flexibility to tailor your workspace to your specific needs.
Utilize ClickUp's Whiteboard feature for workflow diagrams
ClickUp's Whiteboard feature is a powerful tool for creating workflow diagrams. It allows you to visualize your workflows and processes, making it easier to understand and optimize them. You can create shapes, connect them, and use the Text feature to label each appropriately. This feature is particularly useful for teams that need to collaborate on visualizing systems and processes.
Leverage ClickUp's automation feature to streamline workflows
ClickUp's automation feature is another powerful tool that can help you streamline your workflows. With automation, you can set up triggers and actions to automate repetitive tasks, saving you time and reducing the risk of errors. For example, you can set up an automation to automatically change the status of a task to "In Progress" when it is assigned to someone, or to send a notification when a task is overdue.
By implementing these best practices, you can fully leverage the capabilities of ClickUp to enhance your productivity and efficiency. Remember, the key to successful customization is understanding your team's needs and workflows, and then adapting ClickUp's features to meet those needs.
#4 Make use of Integrations
One of the main features of ClickUp is its integration capability. Integrating ClickUp with your applications allows you to automate, group, and visualize what you need to do as easily as possible. ClickUp offers a wide range of integrations, including but not limited to Slack, GitHub, GitLab, HubSpot, Everhour, Toggl, Harvest, Google Drive, OneDrive, Dropbox, Outlook, Google Calendar, Figma, Vimeo, YouTube, Loom, Zoom, Bitbucket, and many more.
Why integrate ClickUp with your applications?
When you combine ClickUp with other applications, you can streamline your workflows and projects, and enhance collaboration. For instance, integrating ClickUp with Slack allows you to create and manage ClickUp tasks without leaving the conversation. You can automatically unfurl every ClickUp link you post with rich information and actions.
ClickUp offers native integrations
ClickUp offers native integrations built by ClickUp, loved by everyone. For example, integrating ClickUp with GitHub allows you to create branches and pull requests straight from ClickUp! You can automatically (or manually) display commits, pushes, and pull requests directly in ClickUp.
Automation with ClickUp Integrations
Automation is a key benefit of exploiting integrations in ClickUp. For example, integrating ClickUp with Google Calendar allows you to sync ClickUp with your Google Calendar to automatically make changes to and from in real-time. This automation can save you a lot of time and help you stay focused on what matters.
Integrations for Enhanced Communication
Integrations can also enhance communication within your team. For instance, integrating ClickUp with Zoom allows you to host meetings anywhere in the world right from within a task! You get notified to join a meeting in progress and receive the meeting details with a recording link afterwards.
Note: Always ensure that the integrations you choose align with your workflow and enhance your productivity. Not all integrations will be beneficial for your specific needs, so it's important to choose wisely.
Automation tools expand the possibilities
In addition to the native integrations, ClickUp also offers a wide range of automation capabilities that can help streamline your workflow and increase productivity. These automation tools can be used to automate a variety of routine tasks, such as task assignment, status updates, and more.
For example, you can use Zapier of Make.com, which are third automation tools, to track the completion of tasks recorded in ClickUp in order to automatically trigger billing actions in Salesforce. This is one of the many possible applications of integration. Zapier connects your apps and automates your workflows, moving info between your web apps automatically, so you can focus on your most important work.
This type of ClickUp integration is an excellent way to increase productivity and streamline your work. Indeed, less manual effort means more time for important and stimulating tasks. By automating routine tasks, you can reduce the risk of human error, ensure consistency, and free up time for more strategic, high-value activities.
In short, by connecting ClickUp to the applications you use every day, you can automate routine tasks, stay organized, and focus on what matters. Whether you're a freelancer, a team leader, or a busy professional, ClickUp integrations can help you work smarter. By leveraging the power of automation and integration, you can transform your workflow, enhance team collaboration, and ultimately drive better results.
Please note that while automation can greatly enhance efficiency and productivity, it's important to use it judiciously. Not all tasks are suitable for automation, and human oversight is still crucial to ensure quality and accuracy. Therefore, it's essential to strike a balance between automation and manual work.
#5 Stay (in)formed
As a ClickUp user, you have access to a multitude of support resources that can help you get the most out of the platform. Whether you are a new or experienced ClickUp user, these resources can provide you with valuable information and advice, and help you overcome any difficulties you may encounter.
Explore ClickUp tutorials and guides.
ClickUp offers a series of tutorials and guides in English that can help you discover the platform's features and best practices. These resources are designed to provide step-by-step instructions and helpful tips on how to use ClickUp to its fullest potential. ClickUp's unique Hierarchy helps you create the perfect structure that scales with your needs. Each level of ClickUp gives you more flexibility and control to organize everything from small teams to enterprise companies. ClickUp's Everything view makes it easy to find anything you're looking for, no matter where it lives in the Hierarchy. It's your bird's-eye view for all tasks across every level of your organization that can be filtered, sorted, and saved for any need.
Stay up to date with new features.
ClickUp is a constantly evolving platform, and the team regularly releases new features and updates. With ClickUp 3.0 under the hood, It is important to stay up to date with these changes as they can help you work more efficiently. To stay informed, you can follow ClickUp on social media, visit the ClickUp website, or subscribe to the ClickUp newsletter. This way, you will always be up-to-date with the latest features and updates of ClickUp. ClickUp integrates with over 1,000 of your favorite tools. Sync your team calendars, messaging apps, cloud storage, and more to keep all of your tools in one place. Streamline teamwork with powerful collaboration features that make it easy to work together on any type of project.
Take advantage of ClickUp support.
Use the ClickUp Help Center. If you have any questions or issues with ClickUp, the platform's Help Center is an excellent resource. The Help Center contains a wealth of information and support resources, including guides, FAQs, and contact information for the ClickUp support team. It's a one-stop-shop for all your ClickUp queries, ensuring you get the most out of this powerful tool.
UpSys can help you with ClickUp
If these resources are not sufficient or if you require customized assistance, you can contact UpSys for a one-hour coaching session on ClickUp. UpSys offers a quick and personalized solution to your ClickUp challenges. In under an hour, they can help you boost your productivity on ClickUp dramatically, enabling you to focus on what truly matters for your business. Their expert guidance, recommendations, and best practices will help you maximize the platform's potential.
We have seen earlier that ClickUp is a powerful application that can help you stay organized and productive, especially if you follow a few best practices. In summary, to make the most of ClickUp and efficiently accomplish your projects:
- Create a clear structure for your tasks and projects.
- Use the collaboration possibilities that are available to work asynchronously.
- Adapt the tool's display to your specific needs.
- Take advantage of integrations to streamline your workflow.
- Consult ClickUp's information to master the tool and its updates.
By applying these best practices, you can make the most of ClickUp's capabilities and achieve your goals more effectively.