ClickUp features – Everything you need to know
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“Save you time for every use. Guaranteed.”
It’s a strong claim from ClickUp, but based on my experience using the software to manage projects for multiple clients at once, it’s not far off.
I’ve been using ClickUp for the past couple of years to work more productively, utilize less additional apps, and gain greater insight into how I complete tasks. These are the qualities that have proven to be the most beneficial to me.
1. Dashboards from ClickUp
Lists, Kanban boards, calendars, and timelines are among the 15+ views offered in ClickUp. You have options for how you want to visualize your to-do list. Dashboards, on the other hand, provide a bird’s-eye view by allowing you to add several lists, documents, and embeds as widgets to a single page. You’ll utilize dashboards if you wish to:
• Combine data from multiple sources into a single perspective
• Gather data and filter away information that isn’t required for a certain use case.
• Provide need-to-know information to clients or internal stakeholders while restricting access to additional details and features.
Dashboards can be used to display internal information or a managerial assessment of work accomplished, time spent, and deals concluded, for example. Customers could use a customer portal to track project progress, communicate with you, or add tasks to your to-do list. Alternatively, you may keep frequently used linked tasks, documents, and resources in a single mini-workspace.
Note: When creating a client dashboard, be sure to include an automated task notification. That way, you won’t be surprised by overdue notices for work your client added without your knowledge.
This is the dashboard template I use for my small-scale referral scheme, which I duplicate and update.
To create a dashboard, go to the Dashboards page and choose a template for your use case or create one from scratch. Click +Add Widget and scroll through the tabs until you find the one you need (or create a custom one with a text block, chart, or chatbox). Add as many widgets as you need, then drag and drop them into the appropriate locations.
2. Time estimates and tracking with ClickUp
ClickUp’s time estimations and tracking help me boost accountability and reassess procedures and pricing.
You may calculate the average, total, or range of a column by hovering at the bottom of a list-view column and selecting the appropriate action—a feature I particularly like. I can easily get a sense of real time spent and average time per task if I have a list of similar tasks, then compare it to my estimates.
The averages for the Time Estimate and Time Tracked columns can be seen.
ClickUp also features a function that allows you to estimate time for each assignee, which is useful for collaborations. It can be viewed in the same way as ordinary time estimates (in either the List or Task view), and it will show you who is approaching or has reached their workload capacity, which is helpful for avoiding burnout. (You must be on the Business plan and enable these features to utilize them.)
3. Relationships with ClickUp
What is the most underappreciated ClickUp feature? Relationships, without a doubt.
The connections function, which is available when browsing individual activities, connects similar tasks and documents, making ClickUp workspace navigation easier and faster. Important information does not go through the cracks since it is always visible, when and when you need it.
When I have a task on my to-do list that is related to a client call, I can use ClickUp Docs to capture notes from the conversation and then link the task and document together using a relationship. That way, I can quickly access the document from the task and vice versa without having to go through the process of manually searching for it. It also helps to put whatever you’re looking at into context.
Relationships between tasks and documents connect pertinent data.
4. click up targets
I use the objectives component of ClickUp primarily for tracking my revenue, like many other users do. But it excels at achieving a variety of goals. For instance, some users keep tabs on the quantity of sales calls and the deals that follow. Others employ it to cultivate positive habits, such as the remembrance to schedule weekly professional development activities.
What my (loose) weekly targets would look like for a normal monthly income goal.
Click Add New Goal in the Goals tab to add a new objective. Set your primary aim and outline targets by following the directions (smaller tasks to reach the main goal, such as earning a certain amount or completing a certain number of repetitions).
You even have the choice to link targets to lists and activities as you proceed with the instructions. Your aims and goals will consequently update automatically each time you update the task status. I would have saved a ton of time updating things manually if I had known this sooner.
5. ClickUp templates
Many people, including myself, use ClickUp’s Docs function to describe standard operating procedures (SOPs). That functions perfectly well, but I also advise utilizing templates.
You can make templates for any process that needs to be repeated in order to save time and maintain consistency. Everything in ClickUp, including folders, lists, views, checklists, subtasks, and more, may be turned into a template. What benefits do they provide over using ClickUp Docs alone? Consider that you have a SOP that describes how you onboard new clients. That’s fantastic for documentation, but it doesn’t relieve you of much preparation work. You could skip the setup phase and move straight to the actual onboarding and work with a ready-to-use, interactive template that is tailored to your workflow.
The majority of the business processes I frequently utilize have reusable, personalized templates. To qualify clients, set up projects, create and optimize material, and close contracts, for instance, I use folder templates that contain all the activities and subtasks I need to do. All I have to do to get started on a new project is to use the template.
For my little referral program, I even have a template for an affiliate marketing list. It is integrated into the dashboard I previously showed you after a few short changes for each referral partner.
A list I created to keep track of referrals
6. ClickUp task tray
The task tray has changed my life even though I’ve only recently started using it. Before, I used the QuickSwitch hotkey a lot (k), but switching between tasks still took a lot of time.
I now keep a task tray with all of my weekly priorities. Each task has a Minimize Task button in the top-right corner. The ClickUp equivalent of minimizing or pinning a tab in your browser, it adds the task you were viewing to a row at the bottom-right of the screen when clicked. It’s not in your way, yet you can still get it quickly.
For the week, I have three tasks in my ClickUp task tray (on the left).
After then, you may simply take jobs out of the tray as you complete them.
Win-win situation. I can easily check my to-do list and receive a great little snapshot of how my workweek is going.
Note: Don’t place all of the tasks, big and small, for the week in the task tray. I make an effort to limit it to five or less. Too many tabs will make it difficult to find what you need right away, which defeats the purpose of the task tray.