A multi-team product organization faced fragmented workflows, tool overlap, and inconsistent processes across squads. UpSys led a migration to ClickUp, unifying project management, simplifying agile processes, and integrating communication and support tools. The result was a streamlined, collaborative environment with improved visibility, automation, and adoption.
Client Case Study
Agile Project Management & Collaboration
Profession Culture
10/8/20252 min read
Executive Summary
The Challenge
- Multiple teams used separate systems (mainly Jira), resulting in siloed workflows and lack of unified oversight.
- Agile processes were complex and inconsistent, with unclear pipelines, duplicate tracking, and manual backlog management.
- Communication and support were scattered, with no integration between project management, support tickets, and team chat.
- Teams struggled with tool complexity, low adoption, and insufficient training, risking inconsistent use and missed information.
The Solution
- Unified Platform Migration: UpSys migrated all teams from Jira to ClickUp, consolidating workflows and mapping existing processes to a single, user-friendly platform.
- Process Simplification & Standardization: Designed a clear agile system in ClickUp, with standardized templates for bugs, user stories, and epics, and a simplified status pipeline. Automations ensured consistent ticket creation and information capture.
- Integration with Communication & Support: Connected ClickUp with Freshdesk (for support tickets) and Microsoft Teams (for communication), automating the conversion of client requests into actionable tasks and client notifications on resolution.
- Training & Change Management: Delivered a mix of theoretical and hands-on training, ongoing support, and Q&A sessions to ensure confident adoption. Emphasized starting simple and iterating based on feedback.
- Continuous Improvement: Established regular feedback loops and reviews, encouraging teams to suggest improvements and adapt workflows as needs evolved.
The Results
- All teams now collaborate on a single platform, eliminating silos and tool overlap.
- Agile processes are standardized, with a 30% reduction in ticket duplication and 50% faster backlog triage.
- Automated integrations reduced manual work, with support requests automatically converted to tasks and clients notified instantly on resolution.
- Team adoption increased, with over 90% of users actively managing work in ClickUp after training.
- Ongoing feedback and iteration ensure the system evolves with team needs, supporting continuous improvement and high satisfaction.
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