A leading energy management and technical services provider partnered with UpSys to move from organizational chaos—spread across five different tools—to a unified, streamlined ClickUp system. In just three months, the team gained real-time visibility, standardized processes, and effortless collaboration, both internally and with external partners.
Client Case Study
Digital Transformation & Tool Migration
Optiwatt
10/9/20252 min read
Executive Summary
The Challenge
- Information scattered across Excel, OneNote, Slack, SharePoint, and email.
- No visibility on project progress or team responsibilities.
- Coordination breakdown between field and office teams.
- Collaboration with external partners was complex and unstructured.
- No standardization—every project was managed differently, leading to daily lost time, missed client requests, and constant risk of errors.
The Solution
- Process Audit & Needs Mapping: Deep analysis of workflows, user roles, and real needs to design a minimalist, effective ClickUp architecture.
- Custom Structure: 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.
- Agile Batch Planning: Weekly planning, simplified estimation points, and ready-to-use templates for recurring processes.
- External Collaboration: Secure, automated client forms and permission management for partners—ensuring everyone sees only what they need.
The Results
- All information centralized—one source of truth for all projects and clients.
- Real-time visibility: Gantt and board views show workload, priorities, and progress at a glance.
- 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 users fully operational in ClickUp, with ongoing support and documentation for continuous improvement.
Client Testimonial
The team is truly efficient and organized. It’s life-changing for us—everything is simpler and clearer. Our team started using ClickUp naturally
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