How to Improve Your Editing Workflow with ClickUp

ClickUp can streamline how you plan, draft, edit, and ship polished content by combining project management, writing workflows, and editing checklists in one place.

This how-to guide adapts ideas from tools like Hemingway and other editing apps, including the ones described in the Hemingway App alternatives overview, and shows you how to turn them into repeatable processes inside your workspace.

Why Build an Editing System in ClickUp

Traditional editing tools highlight problems in your writing but often live outside your content workflow. By moving your process into ClickUp, you can:

• Keep briefs, drafts, edits, and approvals together
• Standardize style and tone across your team
• Assign and track editing work with clear owners
• Measure performance and improve over time

Instead of jumping between multiple apps, you create a single source of truth for every content asset.

Step 1: Set Up a ClickUp Workspace for Content

Start by creating the structure that will hold your writing and editing work.

Create a Content Space in ClickUp

1. Create a new Space and name it something like “Content & Editing”.
2. Choose content-friendly views, such as List, Board, and Docs.
3. Set basic permissions so writers, editors, and stakeholders have access.

Build Lists for Each Stage

Organize work by phase so your team sees where each piece stands at a glance.

• Ideas & Research: Capture topics, keywords, and references.
• Drafting: Store in-progress articles, blogs, and guides.
• Editing & QA: Run clarity, style, and SEO checks.
• Ready to Publish: Final sign-off and scheduling.

This structure makes it easy to move tasks through each stage of your ClickUp workflow.

Step 2: Create a Reusable ClickUp Task Template

A strong task template lets every writer move through the same editing steps, similar to how specialized apps guide you through readability and style improvements.

Design the Task Layout in ClickUp

1. Create a new task called “Content Template”.
2. Add sections to the description: Brief, Draft, Editing Notes, and Final Version.
3. Turn that task into a template so your team can reuse it.

Add Custom Fields for Editing

Use custom fields to capture key details for each piece of content.

• Content Type: Blog, landing page, email, script, or documentation.
• Target Audience: Who the piece is written for.
• Primary Goal: Educate, convert, nurture, or support.
• Status: Draft, In Review, Editing, Approved, or Published.
• Readability Target: The reading level or style you want to hit.

These fields help editors quickly understand what each task in ClickUp should achieve.

Step 3: Build a ClickUp Editing Checklist

Many editing tools focus on specific aspects of writing such as clarity, grammar, or SEO. You can mirror those ideas with a checklist directly inside your tasks.

Create a Checklist Modeled on Editing Apps

Inside your content template task in ClickUp, add a checklist called “Editing Workflow” with items like:

• Check sentence length and remove unnecessary words
• Simplify complex phrases and jargon
• Ensure consistent voice and tone
• Confirm headings are descriptive and scannable
• Verify links and references work correctly
• Check for grammar, spelling, and punctuation errors
• Run a final readability and clarity pass

This replicates the core guidance of clarity-focused tools while keeping everything inside your project management system.

Use Subtasks for Multi-Step Reviews

For larger projects, add subtasks in ClickUp such as:

• Editor review
• Subject matter expert review
• Legal or compliance review
• SEO review and optimization

Assign each subtask to the appropriate reviewer with due dates so responsibilities are clear.

Step 4: Manage Drafts and Revisions in ClickUp Docs

Instead of scattering drafts across several tools, keep writing centralized.

Draft Inside ClickUp Docs

1. Create a Doc linked to your content task.
2. Use headings, bullet points, and callouts for structure.
3. Mention teammates with comments where you need input.

Docs support collaborative editing, making it easier to review and refine content together.

Track Revisions and Feedback

Use comments and task activity in ClickUp to keep a record of what changed and why. Best practices include:

• Threaded comments on specific sentences or paragraphs
• Resolving comments once edits are applied
• Using task statuses to signal when a piece is ready for the next stage

Because the Doc is attached to a task, editors always know which version is current.

Step 5: Automate Your Editing Workflow in ClickUp

Automation turns manual steps into a smooth, predictable process.

Set Up Simple Automations

Consider adding automations in ClickUp such as:

• When status changes to “In Review”, assign the task to the editor.
• When status changes to “Approved”, move the task to the publishing list.
• When due date is approaching, send reminders to responsible owners.

These rules ensure that handoffs happen reliably and on time.

Use Templates for Repetitive Content Types

If you publish similar content regularly, create separate ClickUp templates, for example:

• “Blog Post with SEO Review” template
• “Product Update Announcement” template
• “Knowledge Base Article” template

Each template can include its own editing checklist, subtasks, and fields tailored to that content type.

Step 6: Report on Editing Performance in ClickUp

Once your workflow is running, you can measure how well your editing system works.

Create Dashboards for Editors

Use ClickUp dashboards to track:

• Number of tasks in each editing stage
• Average time spent in “In Review” status
• Workload by writer and editor
• Volume of content published per week or month

This helps you identify bottlenecks and refine your process.

Review and Improve Your Process

On a regular basis, use your ClickUp reports to answer questions like:

• Which stages take the longest?
• Are edits frequently requested for the same issues?
• Do we need clearer guidelines or checklists?

Iterate on your templates, checklists, and automations based on what the data tells you.

Extend Your ClickUp Workflow with External Resources

You may still want to draw inspiration from other tools and expert resources, then bring the resulting insights back into your workspace.

• Adapt ideas from the Hemingway-style alternatives list into your own checklists.
• Use specialized SEO or analytics tools, then store decisions and action items in your tasks.
• Explore strategic optimization guides from providers like Consultevo and document your improvement plans directly inside your projects.

By consolidating strategy, execution, and editing into ClickUp, your team gains both clarity and control over every piece of content.

Next Steps: Make ClickUp Your Editing Hub

To turn this guide into action, start with one content type and build a simple workflow: a Space, a small set of lists, a single template, and a short checklist. As you refine that flow, expand it to other formats and teams.

With a focused structure, clear checklists, and light automation, ClickUp becomes more than a place to store tasks—it becomes the backbone of a reliable, scalable editing system.

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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