ClickUP Mistakes

Getting started and moving from one type of Project Management System to another can lead to some mistakes.

Here are 4 mistakes that I see often when working with clients that have started their ClickUp journey


Mistake 1 – showing progress in the task 

When people have come from using platforms like Trello is using these statuses within ClickUp as holders. And what I mean by holders is like having a to-do list and using your status as Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, and Sunday status is in ClickUp or follow the Agile Project method. And by that, it follows a method of progress through a task. So for example, the really basic Agile method is to-do, doing, done. Some content methods are idea, recording, recorded, captioned, edited, checked, scheduled and closed. So it’s all about the progress of a task, not necessarily when you’re going to do the task, how you’re going to do the task, and methods like that. So what a lot of people do is they use the status is as the holders, and then they can’t progress a task, because they’re, they’re using the holders, these statuses as holders, so you can’t track progress. So one of the things and it’s really easy to switch up to turn your board into List View. And create dropdowns for the different holders that you require. So if you are wanting to use a list as a to-do list, then create a drop-down Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, and Sunday. And then what I always suggest, is don’t change your status straightaway. Because you’ll get all mixed up. Once you’ve created the drop-down, go through and change, change the drop-down box to whichever status that you’ve got them allocated to. So obviously, if it’s days of the week, just the Monday stay as to the Monday dropdown. And then once you’ve changed everything in the drop-downs, then go into the status is in the vertical hierarchy. And then you can change that to whichever progress method you want. So ever it’s to do, doing, done. And it just, therefore, makes all your tasks throughout your board. So much easier to manage because you know where they’re progressing, rather than where they’re being held. And, for example, you could use dropdowns for helping with your social media content. So you could have a drop-down, which is purely like which platform you’re going to be on. And so those drop-down menus can be really handy. Rather than using the mistake.


Mistake 2 – Different workspaces cause inconsistency 

Every person has their own workspace. This is not going to help you because nothing is going to be centralized. Each of the different boards is going to have different things on those boards that are not going to interact with each other. Because they’re separate workspaces. And so even though you can go into the different workspaces, it really becomes configured, and really complicated. Because everyone’s got their different spaces. What you can do is within one workspace have all the people come in as guests and users. And from there, you can create different folders. And each of those folders, can have different things. This means then everything is centralized. And you can see what’s going on in all the different areas rather than having to work on multiple different workspaces. They’ll have multiple different boards, multiple different layouts, multiple different statuses, multiple different columns, or customizable features, which will get really complicated. And you won’t necessarily be notified of things over there. If you want to get everything onto one workspace, there are two ways that you can do that. If you get hold of ClickUp contact support, they can help you get that moved over. One of the other things that you can do is if you turn those boards into public shareable boards, you can then share them as a template over into the main account. And then get rid of that other workspace once everything’s been moved over and organized as you like


Mistake 3 – Stop turning it all on

Turning on every feature within ClickUp. Having all these options turned in can become overwhelming. One of those things is setting up a space, then setting up a folder, and then setting up your lists. One of the beautiful features is that click up houses has multiple views, and a lot of people have the habit of turning on all the different views when they go to add in a new list. And in doing that, you’ve just got this long line of different views, and you’ve got no way to know which views best. So make sure when you get started that you turn on only the views you’re going to use. For me, I always suggest having a list , board and calendar. And then if you need to have an embed view, at a basic level of the business, those are the primary ones you’re going to need. And if you do need to add a view later on down in the lodge, you can go into the settings of that folder or list it in your vertical hierarchy. And then you can add the views that you then need. So one of the beauties is is just because you didn’t turn it on doesn’t mean you can’t turn it off or turn it back on when you need it.


Mistake 4 – Using both vertical and horizontal Hierarchy at the same time 

The difference between your vertical hierarchy and your horizontal hierarchy. So in these terms, what I mean by this is your Vertical hierarchy, which is down the side, which has your space, your folders and your lists. And then your horizontal hierarchy is your tasks. So that’s going to be the name of your task. And then any of the customizable fields that you want to add to that. These are sometimes assigned a start date due to date priority a drop-down and label a cost though that’s your horizontal hierarchy. So those are your two hierarchies, what I sometimes see is people’s double hierarchy. What can happen it that each assignee has their own list within the vertical. But then they’re also assigned to things within this horizontal hierarchy. So again, they’re double hierarchy and overcomplicating the process, when actually, if you step back and look at the process as a whole, this would look at different departments in your business. So for example, finance, content, projects, client works, if you’ve got like one to one work, you’ve got one to one boards. And those would be like the different areas of your business. And then everything else is denoted in your horizontal hierarchy. And again, it’s really quick and easy to get those switched over, have a look at the data that you’re doing in these little individual ones, and get them into an overarching list assigning people where they need to be assigned. So those then fall into there to-do list. And at any time, when you’re setting up your view, everyone has a different view based on their login. So they can actually ask to view that hierarchy in a list form and only see their assigned tasks, for example, or Fred could see in a calendar view and only see everyone’s tasks because they want to keep an eye on everyone. And then terms of their view to know what they need to do. So that vertical versus horizontal needs to be made really clear and easy to use.


Want Tech tips straight to your inbox? Want to find out the latest new?

On the email list you will get all this with a dash of humour as well as all my, lots of ideas and so much more