How to Prioritize Projects in ClickUp

ClickUp gives teams a clear way to decide what to work on first, so you always move the highest-value work forward instead of reacting to the loudest request. This step-by-step guide shows you how to build a complete project prioritization system using ClickUp features and proven frameworks.

Why Use ClickUp for Project Prioritization

Without structure, teams chase urgent tasks, miss deadlines, and lose sight of strategy. A dedicated prioritization workflow in ClickUp helps you:

• Compare projects consistently with shared criteria
• Balance urgent work with long-term initiatives
• Make trade-offs visible to stakeholders
• Align projects with goals and capacity

The source framework for this guide is drawn from the project prioritization strategies explained in the ClickUp project prioritization article.

Step 1: Set Up a ClickUp Space for Prioritization

Start by creating a dedicated structure so every project lives in one place and can be compared objectively.

1. Create a new Space in ClickUp for your portfolio or department (for example, “Product Portfolio” or “Marketing Projects”).

2. Within that Space, add a Folder named “Project Intake & Priority.”

3. Create a List called “Active Projects” and another called “Backlog.”

This layout gives you a clear funnel from new ideas to prioritized, active projects.

Step 2: Create Custom Fields for ClickUp Scoring

To prioritize projects, you need quantifiable criteria. ClickUp Custom Fields let you score work in a standardized way.

Pick Your Scoring Criteria in ClickUp

Use simple, repeatable criteria. Based on common methods like RICE and value vs. effort, add Custom Fields such as:

• Business Value (Dropdown: Low, Medium, High, Critical)
• Effort (Number or Dropdown: Story points or t-shirt sizes)
• Reach or Impact (Number or Dropdown)
• Risk Reduction / Opportunity Enablement (Number)
• Time Sensitivity (Dropdown or Number)
• Dependencies (Text or Relationship field)

Build a Priority Score Field in ClickUp

Once the base fields exist, add one more Custom Field:

• Priority Score (Number)

Use a simple formula approach inspired by RICE or weighted scoring:

• For RICE-style scoring: (Reach x Impact x Confidence) / Effort
• For weighted scoring: assign weights to each criterion and add them together.

In ClickUp, you can either maintain the score manually or use a Formula Custom Field (if available in your plan) to calculate the score automatically from other fields.

Step 3: Capture New Work with a ClickUp Intake Form

Unstructured requests are a major cause of chaos. A standardized intake form in ClickUp ensures that every idea has the data you need for scoring.

1. From your “Backlog” List, create a new ClickUp Form view.

2. Include required fields mapped to your Custom Fields, such as:

   • Project name
   • Owner or requester
   • Business Value
   • Effort estimate
   • Target date or time sensitivity
   • Dependencies and affected teams

3. Share the form with stakeholders so all requests enter the same pipeline.

Now every new project automatically lands in the Backlog with key prioritization data attached.

Step 4: Apply ClickUp Views for Priority Clarity

Different leaders need different perspectives. Use multiple ClickUp views over the same data to keep everyone aligned.

Use List View in ClickUp for Scoring Sessions

List view is ideal for structured prioritization meetings.

• Show columns for Business Value, Effort, Impact, and Priority Score.
• Sort by Priority Score descending to see top projects first.
• Use filters to see only items missing required fields before the meeting.

Update fields live in the meeting so you always leave with a ranked, agreed list.

Use Board View in ClickUp for Priority Bands

Board view helps you turn raw scores into meaningful buckets, such as:

• Must-Do (top strategic priorities)
• Should-Do (important but flexible)
• Could-Do (nice-to-have, opportunistic)
• Won’t-Do (logged but not planned)

Create a Status or Dropdown Custom Field for these bands, then group your ClickUp Board view by that field. Drag projects between columns as decisions are made.

Use Timeline and Gantt in ClickUp for Capacity Planning

Once priorities are set, you need to confirm whether the schedule and resources can support them.

• Switch to Timeline or Gantt view in ClickUp.
• Set start and due dates based on priority and dependencies.
• Assign owners and check for overlapping work on the same people or teams.

This avoids approving high-priority projects that cannot realistically be delivered on time.

Step 5: Use ClickUp Goals to Connect Priorities to Strategy

Project prioritization is powerful when it clearly supports company objectives. ClickUp Goals let you trace work from tasks to outcomes.

1. Create ClickUp Goals that represent strategic outcomes, such as revenue targets, customer satisfaction improvements, or product milestones.

2. Add Key Results or targets, then link high-priority projects as task targets.

3. Review Goal progress during your prioritization meetings to ensure your top projects still align with strategy.

If a project does not support any active Goal, question whether it deserves a high Priority Score.

Step 6: Run a Recurring ClickUp Prioritization Ritual

Prioritization is not a one-time event. Use ClickUp to maintain a regular cadence.

Set a Recurring Review Task in ClickUp

Create a recurring task like “Portfolio Prioritization Review” with a weekly or biweekly schedule.

• Attach your prioritization checklist as a ClickUp Checklist.
• Link views (List, Board, Gantt) in the task description.
• Tag stakeholders so they are automatically invited.

Agenda for the ClickUp Review Meeting

During each session, use your ClickUp views to drive the conversation:

1. Validate scoring for new backlog items.
2. Re-score items if assumptions (value, effort, timing) have changed.
3. Review progress on active high-priority projects.
4. Remove or downgrade work that no longer aligns with current Goals.
5. Rebalance timelines and owners in Gantt or Timeline view.

End the meeting by confirming which projects are in the Must-Do column for the next period.

Step 7: Communicate Priority Changes with ClickUp Automation

Once you change priorities, the team must know right away. ClickUp automation reduces manual follow-up.

• Create an automation to post a comment or send a notification when a project’s Priority band changes.
• Use automations to add watchers when a project moves into Must-Do.
• Trigger status updates or subtasks when a high-priority project is approved.

This keeps everyone informed of shifting priorities without extra meetings.

Step 8: Improve Your ClickUp Prioritization Over Time

As you complete more projects, refine your process using ClickUp dashboards and reporting.

• Track cycle time and lead time for high-priority projects.
• Compare estimated vs. actual effort to improve scoring accuracy.
• Monitor Goal attainment to see which types of projects deliver the most value.

Use what you learn to adjust weights in your Priority Score and update your intake Form questions.

Next Steps

Now you have a practical, repeatable method for prioritizing projects with ClickUp using scoring, views, automations, and Goals. If you want expert help designing an advanced prioritization framework or integrating data from other tools, consider working with specialists like Consultevo to extend your ClickUp setup.

Implement these steps, adapt the scoring model to your organization, and use ClickUp as a single source of truth so everyone always knows what matters most right now.

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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