How to Run Better Conference Calls with ClickUp
ClickUp helps you transform scattered conference calls into organized, action-driven meetings that keep every participant aligned and accountable.
This how-to guide walks you through a complete workflow, from choosing conference calling software to tracking every follow-up task in one workspace.
Why Use ClickUp to Organize Conference Calls
Modern teams juggle multiple tools for video, chat, notes, and tasks. Without a clear system, calls become unstructured and next steps fall through the cracks.
By pairing your preferred conference calling software with ClickUp, you can:
- Prepare agendas and share context before the meeting
- Capture decisions and action items in real time
- Assign follow-up work with owners and due dates
- Track progress across remote and hybrid teams
The original comparison of conference calling tools on the ClickUp blog highlights many great apps. This guide focuses on building a practical workflow around them.
Step 1: Choose Your Conference Calling Software
Before setting up your workspace, decide which app you will use to host calls on a consistent basis. The source page reviewed tools based on:
- Audio and video quality
- Screen sharing and recording features
- Ease of joining for guests
- Security and compliance layers
- Pricing and free tiers
Common options include Zoom, Microsoft Teams, Google Meet, Webex, and other dedicated platforms. Pick one that matches your team size, budget, and technical requirements.
Connect Your App with ClickUp
After choosing your primary calling platform, connect it to ClickUp using any available integrations or embeds. The goal is to make it simple for teammates to join calls directly from their work hub.
Depending on your stack, you might:
- Add meeting links to tasks, docs, or calendar events
- Use browser extensions or integrations to create tasks from calls
- Store recurring meeting URLs in templates or documents
Step 2: Plan Every Conference Call in ClickUp
Good calls start with strong preparation. Use ClickUp to design a repeatable process so no one asks, “What are we meeting about?” five minutes after joining.
Create a ClickUp Space for Meetings
Set up a dedicated Space or Folder for meetings and conference calls. Inside it, create Lists to group different meeting types, such as:
- Weekly team standups
- Client status calls
- Project kickoffs
- Retrospectives and reviews
This structure keeps historical notes and decisions accessible for everyone.
Use ClickUp Tasks as Meeting Records
For each conference call, create a new task. That task becomes the single source of truth for:
- Meeting title and purpose
- Date, time, and time zone
- Conference calling link
- Participants and stakeholders
Include these elements in every task:
- Clear objective: One or two sentences on the outcome you want.
- Agenda checklist: Add subtasks or checklist items in the order you will cover them.
- Attachments: Add files, slides, or reference docs participants should review in advance.
- Assignees: Assign the task to the meeting owner or facilitator.
Build ClickUp Meeting Templates
Save time by creating task templates for recurring conference calls. A template can include:
- Standard agenda sections
- Default custom fields (e.g., meeting type, client, project)
- Pre-filled description with prompts for notes and decisions
- Placeholder for the conference calling link
Using ClickUp templates ensures every meeting follows the same proven structure.
Step 3: Run Conference Calls with ClickUp at the Center
Once planning is in place, use ClickUp live during your conference calls to keep people focused and aligned.
Share the ClickUp Agenda at the Start
At the beginning of the call, paste the meeting task link into chat so everyone can follow along. Then:
- Review the objective so participants know the target outcome
- Walk through the agenda checklist line by line
- Confirm time boxes for each section
This simple step sets expectations and keeps conversations on track.
Capture Notes and Decisions in ClickUp
Designate a note-taker or rotate the role. During the conference call:
- Record key discussion points under a “Notes” heading in the task
- List explicit decisions under a “Decisions” heading
- Mention owners by name when capturing commitments
Having everything written in ClickUp reduces misunderstandings after the meeting ends.
Turn Talking Points into Action Items
The biggest value of combining conference calling software with ClickUp is turning conversations into trackable work. As you talk, immediately create action items by:
- Adding subtasks or linked tasks for each follow-up
- Assigning each item to an owner
- Setting realistic due dates
- Tagging tasks with labels for project, client, or priority
By the time the call ends, you already have a clear backlog of next steps tied to the meeting record.
Step 4: Follow Up After the Call with ClickUp
Post-meeting follow-up turns insights into outcomes. Use your meeting task as the hub for communication and accountability.
Send a Summary Using ClickUp Data
Right after the conference call, send attendees a brief summary built from the ClickUp task. Include:
- Objective and context
- Key decisions made
- List of action items with owners and deadlines
- Link back to the meeting task for full notes
You can paste this summary into email, chat, or your client portal while maintaining ClickUp as the source of truth.
Monitor Progress on Meeting Action Items
To ensure follow-ups do not get lost, use views in ClickUp dedicated to meeting work. For example:
- List view: See all tasks created from conference calls, filtered by assignee or due date.
- Board view: Move items across stages like “Planned,” “In Progress,” and “Done.”
- Calendar view: Visualize deadlines created during calls.
These views make it easy to prepare for the next recurring meeting by reviewing open items from the previous one.
Step 5: Improve Your Conference Calling Process with ClickUp
As your team runs more meetings, refine your system to get better results from every call.
Analyze Which Calls Create the Most Work
Use filters and custom fields in ClickUp to understand how conference calls impact your workload. Track data like:
- Number of tasks created per meeting type
- Average completion time for follow-ups
- Which clients or projects generate the most action items
This visibility helps you optimize meeting length, frequency, and scope.
Standardize Best Practices in ClickUp
When you discover effective patterns, capture them directly in your workspace. You can:
- Update templates with improved agenda structures
- Add checklists for pre-call and post-call steps
- Create documentation inside your workspace describing how to run effective calls
If you want expert help building streamlined workflows, you can also consult specialists such as Consultevo to design custom processes around your tools.
Bringing It All Together with ClickUp
Conference calling software is essential, but without an organized system around it, you risk wasting time on unstructured discussions. By using ClickUp as the backbone of your meeting workflow, you gain:
- Clear agendas and expectations before every call
- Centralized notes, decisions, and files
- Instantly trackable action items with owners and due dates
- Historical context for future conversations and handoffs
Combine your preferred conference calling platform with a well-designed ClickUp setup, and your meetings will shift from chaotic conversations to repeatable, results-driven sessions that keep your entire team aligned.
Need Help With ClickUp?
If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.
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