How to Build a Content Production Workflow in ClickUp

ClickUp can power your entire content production workflow, from idea capture to published article and performance review. This step-by-step guide shows you how to translate the best practices from the original content production process into a practical system you can use every day.

Step 1: Map Your Content Production Stages in ClickUp

Before you open ClickUp, define your content lifecycle. Clear stages help you avoid bottlenecks and confusion later.

Define Your Core Content Stages

List the stages each piece of content passes through. For example:

• Idea / Pitch
• Approved
• Outline
• In Writing
• Editing
• Design & Multimedia
• SEO Review
• Ready to Publish
• Published
• Performance Review

Adjust these stages to fit your team, but keep them simple enough that everyone understands what comes next.

Create a Space and Folder in ClickUp

Now mirror those stages in ClickUp:

1. Create a dedicated Space for Marketing or Content.
2. Inside that Space, create a Folder called “Content Production” or similar.
3. Within the Folder, create a List for your primary channel, such as “Blog Content” or “Video Content.”

These levels give you a clean structure so all content tasks live in one organized system.

Step 2: Build a Content Pipeline Board in ClickUp

With your structure in place, you can turn ClickUp into a visual content pipeline.

Set Up Statuses that Match Your Stages

Each status should represent one stage in your content production process. To configure:

1. Open your content List.
2. Go to List settings > Statuses.
3. Add or rename statuses to match your stages, such as “Idea,” “Outline,” “Writing,” “Editing,” and “Published.”

Use a clear end status like “Published” or “Complete” so reporting and workload views stay accurate.

Create a Board View for the Content Pipeline

Next, add a visual board so your team can see progress at a glance:

1. Click + View in your List.
2. Select Board.
3. Group tasks by Status.

Now each piece of content appears as a card that moves from left to right as work progresses. This is your central content pipeline in ClickUp.

Step 3: Design a Reusable ClickUp Task Template for Content

A strong task template ensures every new article follows the same quality checklist and saves time.

Create a Master Content Task

Start with one task that includes all the details you need for a single content piece:

1. In your content List, click New Task.
2. Name it something like “Content Template – Do Not Delete.”
3. Open the task and add sections in the description, such as:
   • Target audience
   • Primary topic and angle
   • Search intent
   • Key points or outline
   • Internal and external links
   • Call to action

This becomes your blueprint for every future content item.

Add Custom Fields for Key Content Data

Custom Fields help your team track important details consistently. From the task or List level:

1. Click + Add Custom Field.
2. Add fields such as:
   • Content Type (blog, video, social)
   • Owner / Writer
   • Editor
   • Publish Date
   • Priority
   • Target Keyword

These fields make it easier to filter, sort, and report on your content pipeline in ClickUp.

Turn the Task into a Template

Once your master task is ready:

1. Open the task menu (three dots).
2. Choose Save as Template.
3. Give the template a clear name, such as “Blog Post – Standard.”
4. Include description, subtasks, Custom Fields, and checklists.

Now your team can instantly spin up fully structured content tasks.

Step 4: Capture and Qualify Ideas in ClickUp

The best content workflows start with a steady stream of high-quality ideas. Use ClickUp to centralize and qualify them.

Use a Dedicated Ideas List or View

Set up a place where anyone can add ideas:

• Create a separate List called “Content Ideas,” or
• Create a Board View filtered to show only tasks with status “Idea.”

Each idea can be a task with a short description, relevant tags, and any quick research notes.

Score and Prioritize Ideas

Use Custom Fields to score ideas by:

• Estimated impact or traffic potential
• Effort level
• Strategic fit with your goals

During planning sessions, sort by these fields and move the best tasks from “Idea” to “Approved.” This keeps your ClickUp pipeline filled with content that matters.

Step 5: Plan Your Editorial Calendar with ClickUp

Once ideas are approved, turn your ClickUp workspace into an editorial calendar.

Assign Owners and Deadlines

For each approved content task:

1. Assign a task owner (writer or producer).
2. Add start and due dates that match your production timeline.
3. Assign additional team members for editing, design, or SEO review.

Use watchers or comments to keep stakeholders informed without creating extra meetings.

Use Calendar View for Scheduling

To visualize your publishing schedule:

1. Click + View and choose Calendar.
2. Group by Assignee or Status if needed.
3. Drag and drop tasks to adjust publish dates.

The Calendar View makes it easy to avoid content gaps, prevent overlaps, and maintain a consistent publishing cadence.

Step 6: Manage Collaboration and Handoffs in ClickUp

Content production requires smooth collaboration among writers, editors, designers, and strategists. ClickUp can coordinate those handoffs.

Use Subtasks and Checklists for Clear Handoffs

In your content template, include subtasks such as:

• Create outline
• Draft content
• Edit and fact-check
• Add visuals and graphics
• Optimize for SEO
• Schedule and publish

Assign each subtask to the right person and set due dates so everyone knows exactly when their part begins.

Centralize Files, Briefs, and Comments

Attach everything your team needs directly to the task:

• Upload content briefs and research documents.
• Attach design assets or link to design tools.
• Use comments to provide feedback and approvals.

By keeping all context in one ClickUp task, you reduce miscommunication and speed up reviews.

Step 7: Track Published Content and Performance

After content goes live, use ClickUp to track status and performance over time.

Mark Content as Published

When a piece is live:

1. Change the task status to “Published” or your equivalent.
2. Store the final URL in a Custom Field or the description.
3. Tag the task with the channel, such as “Blog,” “YouTube,” or “Podcast.”

This creates a searchable archive of your entire content library.

Review Results and Iterate

Block time to review how your published items perform. You can:

• Add a Custom Field for key metrics (traffic, leads, conversions).
• Use a Table View to compare performance by topic or content type.
• Create follow-up tasks for updates, repurposing, or optimization.

Continuous review helps your ClickUp workflow stay aligned with real outcomes, not just output volume.

Step 8: Improve and Scale Your ClickUp Content System

As your team grows, refine your setup so ClickUp continues to support your goals.

Standardize Best Practices

Document your process in a “How We Create Content” task or doc and link it from your main content List. Include:

• How to create tasks from templates
• When to change statuses
• Who approves each stage
• How to use Custom Fields consistently

Training new team members becomes faster when everything is clearly documented inside ClickUp.

Use Automation Where It Makes Sense

As your system stabilizes, you can automate repetitive actions, such as:

• Auto-assigning editors when status changes to “Editing”
• Auto-adding checklists for SEO review
• Sending notifications when due dates approach

Use automations carefully so they support your workflow without creating noise.

Next Steps and Additional Resources

You now have a blueprint for turning ClickUp into a complete content production hub. Start with a simple pipeline, refine your templates, and gradually introduce advanced views and automations.

For strategic support in planning and optimizing digital workflows, including content systems, visit Consultevo. To explore more detailed best practices behind this approach, review the original guide on the ClickUp content production process.

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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