How to Use ClickUp

To run your business like a well-oiled machine, you need great project management tools. And ClickUp is my FAVORITE project management tool, like ever! Here’s everything you need to know about how to use ClickUp to manage your business like a pro.

How to Use ClickUp

The Basics

ClickUp is my favorite project management system ever because it’s SO CUSTOMIZABLE. You can organize it however you want to – no, really.

Clickup is divided into overarching topics called “spaces.” Within each space, you have folders, within each folder you have lists, and each list contains different tasks.

In every list, you’ll add what Clickup calls “statuses” to categorize all of your tasks. If you're looking at your list in board view, it’s organized in order of the process – as your tasks move to the right, they’re closer to being finished (yay!).

You can organize every single space differently to match whatever works best for your brain. Let’s say you’re a service provider with different clients. You could have a space for each client with totally different views, statuses, lists, and tasks.

Organization

ClickUp is so powerful because it’s super customizable. You can get as granular or as “big picture” as you’d like without getting lost along the way. I have different spaces for content creation, my programs, SOPs (standard operating procedures), and more. Then, I have folders of lists in each of those spaces dedicated to different program components or content planning. 

Each space can be totally customized, so you can cater to the needs of each different project or client.

Views

ClickUp has a TON of different view options so that it can work best with your brain. From Trello-style boards and Asana-style lists to mind maps or Gantt charts, ClickUp can pretty much do it all.

My favorite view is usually the calendar view. I use the calendar view to plan out my content ideas, schedule launches, and organize sponsorships.

I also LOVE the “Everything” view. You can see EVERY SINGLE THING happening in ClickUp all at once. You can narrow the view to be things assigned only to you. Assigning due dates to tasks helps keep my team and I on track. Checking a calendar view of all of the to-do’s I have coming up helps keep me organized!

Creating Tasks

You organize specific to-do items in ClickUp using “tasks.” Tasks are SUPER customizable, and they are a really powerful part of learning how to use ClickUp.

Each task can be put in a separate status to help you keep track of its progress. You can track time on individual tasks, assign them to team members, set due dates, etc.

You can also build out “subtasks” within each task! Maybe the larger task is finalizing a sales page. You could create subtasks for creating graphics, writing copy, proofreading, or whatever else needs to happen! Then, you can assign those tasks to different team members. It’s a great way to organize the steps in a larger project.

You can also store a LOT of information within a task. No more asking yourself where you wrote down that idea… you can store them all in ClickUp tasks and never lose them again.

Automations

The MOST POWERFUL aspect of ClickUp in my opinion is using their automations. I’m a big believer that you should spend your time doing only the things you HAVE to do in your biz, and automations are an easy way to start.

I have an automation set up to tag my assistant every time I finish a podcast episode. Once I move that episode to “ready for editing,” it removes me from the task, assigns it to her, and tags her in a comment to let her know it’s ready. The possibilities with automations are endless and I LOVE them.

Forms

ClickUp forms are like Google Forms on steroids – and they’re integrated straight into ClickUp! You can use forms to collect information from clients, get feedback on a course, grab details for services you offer, or something else!

Forms combined with automations make them a no-brainer. Instead of having to go back and check each day, you can set up an automation for ClickUp to tag you anytime someone completes the form. You can also tell it exactly where you want it to dump that information so it’s easiest for you to use.

And there’s a basic overview of how to use ClickUp! If you want a more in-depth tutorial, I have a course about that!

And if you want to give ClickUp a try, you can start out for free right here!