ClickUp

What is ClickUp?

ClickUp is a cloud-based project management tool for team collaboration.

Why are we using ClickUp?

Many of DVS' projects are managed across tools that are disconnected, such as Google Sheets, Airtable, and Trello. Some of these tools require permission to be accessed, posing a challenge for teams to find and build on existing content.

ClickUp has been proposed by the Communications team to manage tasks, files, and timelines all in one place.

How is ClickUp different from other project management tools?

Unlike Asana or Monday, ClickUp offers a free forever tier for unlimited free plan members. Although this tier comes with some limitations, the basic features it includes meets the team's needs.

How ClickUp compares to our existing tools for project management

• Google Sheets
  • Pros:
    • Already exists within Google Suite
    • Team members are familiar with it
  • Cons:
    • Sometimes the files are difficult to find
    • Team members may not have access to them
    • Doesn't offer calendar or Kanban view
• Airtable
  • Pros:
    • Very similar to Google Suite so has low learning curve
    • Offers multiple views such as calendar and Kanban
  • Cons:
    • Not designed for task management
    • Doesn't have unlimited free tier users (limit up to 5 who can edit)
• Trello
  • Pros:
    • A highly visual and easy to use tool
    • Free to use for teams
  • Cons:
    • Not ideal at showing how multiple projects interact
    • Does not offer additional views such as calendar or table

Quick start guide

The six hierarchy levels

When you use ClickUp, it helps to learn about how the app organizes itself through their six hierarchy levels.

We first start with Workspaces, which contain the entire organization. You can think of it as an office space.

Next are Spaces. Consider them as departments in an office. They gather all the relevant resources and information in one place. Folders further organize what's in a space. Although optional, they are helpful in managing projects.

Lists organize similar tasks. Tasks relate to a specific action that needs to be done. Subtasks can help to further break down tasks.

Views in ClickUp

ClickUp offers many views. Here the more commonly used ones:

• List view: List view is a required task view provided for every Space, Folder, and List in ClickUp. It's the most flexible view in terms of grouping, sorting, and filtering.

• Board view: This view lets you visualize tasks by status in a pipeline for drag-and-drop usability. This allows you to easily move tasks through your workflow.

• Calendar view: ClickUp's Calendar view is your place for planning, scheduling, and resource management. Sync your Google Calendar and more!

• Team view: This is great for project managers to keep their team on track!

• Gantt view: Plan out projects, manage time spent, and dictate deadlines. You can even track Milestones and export your Gantt as a PDF!

• Timeline view: Visualize your schedule linearly with flexible organization - perfect for things like roadmaps, planning, and resource management! Easily group by assignee to see tasks per person and show how booked a person is each day. Group by priority to see tasks overlapping and quickly slide things around. You can even group tasks by tags, custom fields, and more!

Helpful tips

• The free tier does not allow you set recurring tasks. Instead, you can bulk import tasks from a CSV instead of creating them individually.
• You can save your views after you set specific filters.
• Use the Desktop version instead of the Browser app. Desktop is much faster! Download it here.