How to Use ClickUp for Smarter Task Prioritization

ClickUp helps you organize work, compare tasks, and choose what to do next using proven prioritization methods. This how-to guide walks you step-by-step through turning vague task lists into clear, ranked action plans.

The process below is based on the prioritization techniques and examples outlined in the original prioritization tools guide at ClickUp’s blog on prioritization tools. You will learn how to translate each framework into a practical workflow.

Step 1: Prepare Your Workspace in ClickUp

Before you prioritize, set up a simple structure so every task has a home and clear details.

Create a List for Prioritization in ClickUp

1. Open your ClickUp Workspace.
2. Create a new Space or choose an existing one for your project.
3. Add a new Folder (optional) if you want to group multiple projects.
4. Create a new List named something like Prioritized Backlog or Roadmap.

This List will host tasks that you will score, rank, and schedule.

Add Essential Fields for Prioritization

In ClickUp, Custom Fields let you record the data you need for different prioritization methods. Add fields such as:

• Effort (Number) – hours or complexity score.
• Impact (Number) – benefit or expected outcome.
• Priority (Dropdown) – e.g., High, Medium, Low.
• Cost (Number) – budget estimate.
• Risk (Dropdown or Number) – low/medium/high or a numeric scale.

These fields will support methods like RICE, ICE, value vs. effort, and more.

Step 2: Capture and Clarify Tasks in ClickUp

Prioritization only works if tasks are well-defined. Add all candidate tasks to your List in ClickUp and make them specific.

How to Add and Structure Tasks

1. Create a separate task for each idea, feature, or activity.
2. Use clear titles, such as Launch signup A/B test instead of Optimize signup.
3. Fill in the Description with context, requirements, and links.
4. Assign an owner and due date if known.
5. Complete all Custom Fields you created earlier.

Short, well-structured tasks make it easier to compare options objectively.

Step 3: Apply ClickUp to the Eisenhower Matrix

The Eisenhower Matrix classifies tasks by urgency and importance. You can model this directly inside ClickUp.

Configure an Eisenhower View in ClickUp

1. Add two dropdown Custom Fields: Urgency (High/Low) and Importance (High/Low).
2. Tag each task with the correct urgency and importance.
3. Create a Board View in ClickUp.
4. Group tasks by a combined field or use filters to simulate four quadrants:

• Urgent & Important – do now.
• Important, Not Urgent – schedule.
• Urgent, Not Important – delegate.
• Not Urgent, Not Important – delete or deprioritize.

Use this view during daily planning to drag tasks between quadrants and re-evaluate what truly matters.

Step 4: Use ClickUp for Value vs. Effort Decisions

The value vs. effort model helps you choose high-impact, low-effort tasks first. ClickUp supports this with number fields and filters.

Set Up Value vs. Effort Scoring in ClickUp

1. Use the Impact field to represent value on a consistent scale (for example, 1–5).
2. Use the Effort field to represent complexity or time cost (also 1–5).
3. Create a formula Custom Field Value/Effort Ratio if available, or sort by Impact and Effort manually.

Then:

• Filter for tasks with high Impact and low Effort.
• Mark these as top priorities using the Priority field or a dedicated tag.
• Schedule them earlier in your roadmap.

This mirrors the prioritization grid described in the source article while making it interactive inside ClickUp.

Step 5: Implement RICE Scoring in ClickUp

The RICE framework (Reach, Impact, Confidence, Effort) is ideal for product roadmaps. You can model RICE calculations directly in ClickUp.

Create RICE Fields in ClickUp

1. Add number Custom Fields for Reach, Impact, Confidence, and Effort.
2. Define consistent scales, for example:

• Reach: number of users affected per period.
• Impact: 0.25 (minimal) to 3 (massive).
• Confidence: percentage from 0–100.
• Effort: person-months or a 1–10 scale.

Calculate RICE Score in ClickUp

If your ClickUp plan supports Formula fields, add a field named RICE Score and use:

RICE Score = (Reach * Impact * Confidence) / Effort

Otherwise, calculate the score externally and store it in a Number field.

Then:

• Open a Table View in ClickUp.
• Sort tasks by RICE Score in descending order.
• Discuss the top items in sprint or roadmap planning sessions.

This mirrors the structured scoring process described in the ClickUp prioritization tools guide while keeping all data in one place.

Step 6: Apply ICE Scoring and MoSCoW in ClickUp

For faster decisions, ICE (Impact, Confidence, Ease) and MoSCoW (Must, Should, Could, Won’t) are lighter alternatives you can run in ClickUp.

How to Use ICE Scoring in ClickUp

1. Add three number fields: Impact, Confidence, Ease.
2. Score each task on a simple scale (1–10).
3. Add a Formula field ICE Score with Impact * Confidence * Ease, or calculate manually.
4. Sort tasks by ICE Score to quickly see easy wins and clear priorities.

How to Use MoSCoW Categories in ClickUp

1. Add a dropdown Custom Field called MoSCoW.
2. Set options: Must Have, Should Have, Could Have, Won’t Have.
3. During planning, assign each task a category based on stakeholder discussions.
4. Filter your List to view Must Have items first.

This aligns with the prioritization methods described in the source material, while staying fully inside ClickUp task views.

Step 7: Visualize Priorities with ClickUp Views

After scoring tasks, use multiple views in ClickUp to make priorities obvious to everyone on the team.

Recommended ClickUp Views for Prioritization

• List View – see tasks with fields like RICE, ICE, and Priority for quick editing.
• Table View – compare numeric scores, sort columns, and update in bulk.
• Board View – group by Status, MoSCoW, or Priority to visualize flow.
• Calendar View – check whether scheduled work matches your priority scores.

Use saved filters (for example, tasks with RICE Score > a certain threshold) to keep key work visible.

Step 8: Run Prioritization Rituals in ClickUp

Prioritization is not a one-time event. Use recurring sessions in ClickUp to keep your backlog aligned with current goals.

How to Maintain a Living Priority Backlog

1. Create a recurring task called Backlog Prioritization in ClickUp.
2. Attach your List view and any relevant Docs that explain your scoring rules.
3. Invite stakeholders as watchers or assignees.
4. During each session, re-score tasks based on new data and adjust rankings.

Over time, ClickUp becomes your single source of truth for what to do next and why.

Step 9: Connect ClickUp With Broader Strategy

Prioritization works best when tied to clear business objectives. Consider linking your ClickUp tasks and Lists to higher-level strategy.

Align ClickUp Priorities With Goals

• Map each high-priority task to a goal or OKR.
• Use tags or fields to reference strategic themes (e.g., activation, retention, revenue).
• Review whether your top-scored tasks directly advance those themes.

For additional strategy and implementation support around workflows, AI, and operations, you can explore consulting resources such as Consultevo alongside your ClickUp setup.

Next Steps: Master Prioritization With ClickUp

By combining a solid task structure with frameworks like Eisenhower, value vs. effort, RICE, ICE, and MoSCoW, you can turn ClickUp into a powerful prioritization hub.

To deepen your understanding of each method and see more examples of when to use each one, review the full guide on prioritization strategies in the official ClickUp prioritization tools article. Then, translate those ideas into your own Lists, Custom Fields, and Views to build a repeatable system that keeps your team focused on the most important work.

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