How to Manage Architecture Projects in ClickUp

ClickUp gives architecture firms a central place to organize work, standardize processes, and keep every project on time and on budget. This how-to guide walks you through setting up an architecture workspace, managing resources, and using visual tools to track projects from early concepts to construction administration.

Why Architects Should Use ClickUp for Project Management

Architecture projects move through many phases, involve large teams, and require meticulous tracking of drawings, approvals, and deadlines. Using ClickUp, you can:

• Consolidate email threads, drawings, and RFIs into one hub
• Standardize workflows across all projects and studios
• Improve real-time collaboration between design, engineering, and clients
• Track time, budget, and resources across phases
• Visualize schedules with Gantt charts, boards, and calendars

The platform replaces siloed tools with a single, customizable system tailored to architecture workflows.

Step 1: Set Up an Architecture Workspace in ClickUp

Start by structuring your workspace so every project follows the same framework.

Create Spaces for Studios or Offices in ClickUp

Use Spaces to mirror how your practice is organized:

• One Space per office location or studio (e.g., Commercial, Residential)
• Optional Space for internal operations (e.g., Marketing, HR)

Each Space becomes a container for projects, templates, and shared views relevant to that team.

Add Folders for Project Types in ClickUp

Inside each Space, create Folders for major project types or sectors:

• Healthcare
• Education
• Hospitality
• Multifamily residential

This keeps project Lists organized and makes it easy to report by sector.

Create Project Lists with Standard Statuses

Within each Folder, create a List for each active project. Then define a standard set of task statuses to represent your phases, such as:

• Pre-design
• Schematic Design
• Design Development
• Construction Documents
• Bidding / Negotiation
• Construction Administration
• Closeout

These statuses give you consistent tracking across every architecture project.

Step 2: Use ClickUp Views to Track Architectural Work

Different stakeholders need different perspectives on the same information. Views in ClickUp let you present the same project data several ways.

Visualize Timelines with ClickUp Gantt View

The Gantt View provides a critical path timeline of each project:

1. Add tasks for key milestones, such as permit submission or 50% CDs.
2. Set start and due dates for each task.
3. Link dependencies (e.g., design review must finish before CDs begin).
4. Adjust timelines as scope or approvals change.

This helps you see slippage early and rebalance workloads.

Manage Workflow with ClickUp Board View

Board View is ideal for studios that like visual Kanban-style management:

• Create columns based on project phase or approval stage.
• Drag tasks through columns as work progresses.
• Filter by assignee, phase, or discipline (e.g., interiors, landscape).

Boards make it easy to see bottlenecks, such as drawings stuck in review.

Review Deadlines in ClickUp Calendar View

Calendar View lets you track and align key dates:

• View submittals, client meetings, and site visits on a single calendar.
• Assign start and end dates for drawing packages.
• Share calendar views with partners or consultants.

This ensures that internal milestones line up with client expectations and permitting schedules.

Step 3: Standardize Architecture Workflows with ClickUp Templates

Architects repeat many of the same steps across projects. Templates in ClickUp help you avoid reinventing workflows.

Build a Project Template in ClickUp

Create a master List that represents your ideal project structure, then turn it into a template:

1. Add tasks for each phase (e.g., programming, code research, zoning studies).
2. Include subtasks for typical deliverables (e.g., floor plans, elevations, 3D models).
3. Add custom fields for project number, client, site address, and building type.
4. Tag tasks for disciplines or consultants.

When a new project is won, apply the template so all required steps and fields are ready.

Use Docs in ClickUp to Capture Standards

ClickUp Docs can store standards and reference material alongside work:

• Design guidelines and QA checklists
• CAD/BIM standards and naming conventions
• Client briefing templates
• Meeting notes and decisions

Link Docs directly to project tasks so designers always work from the latest standards.

Step 4: Collaborate with Teams and Clients in ClickUp

Architecture projects depend on tight collaboration among architects, consultants, and owners. ClickUp centralizes communication.

Use Task Comments in ClickUp for Design Feedback

Keep design discussions tied to specific deliverables:

• Upload drawings, screenshots, or models to tasks.
• @mention teammates to request review or clarification.
• Use threaded comments to track decisions and revisions.

This minimizes scattered feedback across email and messaging apps.

Share Views and Dashboards in ClickUp with Stakeholders

When appropriate, give clients or consultants limited access to project information:

• Share read-only Views for schedules and milestones.
• Provide dashboards that summarize progress, issues, and upcoming deadlines.
• Control permissions to protect internal discussions and financial data.

Transparent access builds trust and reduces status-reporting overhead.

Step 5: Track Resources and Budgets in ClickUp

Keeping projects profitable is as important as great design. Use ClickUp to monitor time and resources.

Monitor Team Workload in ClickUp

Workload or similar resource views show who is overloaded and who has capacity:

• Assign estimated hours to tasks.
• Filter by role (e.g., project architect, intern, visualization).
• Redistribute tasks when timelines shift or new projects launch.

This helps you avoid burnout while meeting deadlines.

Track Time and Fees in ClickUp

Set up fields or integrate time tracking to compare actual effort to fee:

• Log time for major phases like design development and CDs.
• Flag scope changes that may require additional services.
• Review data to refine future proposals and staffing plans.

Over time, this creates a feedback loop that strengthens your pricing and forecasting.

Step 6: Analyze Performance and Improve with ClickUp

Use reporting tools to understand how architecture projects are performing across your portfolio.

Build Dashboards in ClickUp for Firm-wide Insight

Create dashboards that surface key metrics:

• Active projects by phase and sector
• Upcoming key milestones
• Open RFIs or critical issues
• Time logged versus budget per project

Share dashboards with leadership to support data-informed decisions about staffing and new pursuits.

Refine Templates and Processes in ClickUp

After each project, review what worked and what did not:

• Adjust your project templates to add missing steps.
• Update Docs with lessons learned and best practices.
• Refine custom fields to capture more useful data.

Continuous improvement turns ClickUp into a living operations manual for your architecture firm.

Additional Resources

To see a detailed breakdown of how project management software supports architecture teams, review the original resource on the ClickUp blog: project management software for architects.

If you need expert help implementing systems, workflow automation, or AI for your firm, you can also explore consulting resources at Consultevo.

By setting up a clear structure, leveraging templates, and using visual views, your team can use ClickUp to deliver architecture projects more efficiently, collaborate better, and protect profitability from concept through construction.

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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