How to Run Meetings in ClickUp

ClickUp makes it easy to replace scattered Google Sheets meeting agendas with one organized workspace where notes, action items, and follow-ups stay connected to your projects.

This how-to guide walks you through setting up structured agendas in ClickUp so your meetings are shorter, clearer, and easier to track.

Why Move Your Meeting Agendas to ClickUp

Many teams outgrow basic Google Sheets meeting agenda templates. They need a system that does more than store text. ClickUp gives you a flexible, connected space for every meeting.

Using ClickUp instead of static spreadsheets helps you:

• Turn talking points into tasks immediately
• Assign owners and due dates during the meeting
• Track decisions and action items over time
• Keep recurring meetings consistent and structured
• Link agendas to documents, goals, and projects

The source article on Google Sheets meeting agenda templates at ClickUp’s blog shows how common agenda formats work. The steps below show how to translate those concepts into a powerful ClickUp workflow.

Step 1: Choose a ClickUp Space for Meetings

Start by deciding where your meeting information should live in ClickUp.

1. Create or pick a Space dedicated to operations, team management, or projects.

2. Add a Folder inside the Space called something like “Team Meetings” or “Client Meetings.”

3. Create separate Lists for each recurring meeting type, for example:

   • Weekly Team Sync
   • Client Status Meeting
   • 1:1s
   • Sprint Planning

This structure mirrors how you might have separate tabs or files in Google Sheets, but ClickUp keeps everything connected to related work.

Step 2: Build a Reusable ClickUp Meeting Agenda Template

Next, convert your favorite Google Sheets agenda layout into a reusable template in ClickUp. You can do this using tasks or Docs.

Option A: Use a ClickUp Task as the Agenda

Using a single task per meeting is ideal when you want to tie agenda items directly to action items and assignees.

1. Open the List for your meeting type.

2. Create a new task named something like “Weekly Team Meeting – Template.”

3. Add a description that includes key agenda sections, for example:

   • Meeting details (date, time, attendees)
   • Wins and updates
   • Metrics review
   • Discussion topics
   • Roadblocks and risks
   • Action items and owners

4. Use headings, bullet points, and dividers in the task description to mirror your spreadsheet layout.

5. Save this task as a task template in ClickUp so you can reuse it for every meeting.

Option B: Use a ClickUp Doc as the Agenda

If you prefer a more document-like experience, a ClickUp Doc gives you more formatting flexibility while still staying inside the same workspace.

1. In your meeting List, create a new ClickUp Doc.

2. Set up a structure similar to your Google Sheets agenda template with clear sections:

   • Purpose and objectives
   • Agenda overview
   • Notes by topic
   • Decisions made
   • Action items

3. Turn this into a Doc template so each new meeting can start from the same framework.

Whether you choose tasks or Docs, ClickUp lets you keep a consistent format across all of your meetings.

Step 3: Add Fields to Capture Key Meeting Data in ClickUp

To replace columns from a Google Sheets meeting agenda, use Custom Fields in ClickUp.

1. Open the List where you store your meetings.

2. Add Custom Fields that reflect what you used in Sheets. Common examples include:

   • Date (date field)
   • Meeting type (dropdown)
   • Owner or facilitator (assignee or text)
   • Client or team (text, dropdown, or label)
   • Priority (label or dropdown)

3. If you track metrics or KPIs in your agenda, add number fields for those values.

These ClickUp fields make it easy to sort, filter, and report on meetings over time, something that is harder to manage in a simple Google Sheets file.

Step 4: Create a Recurring ClickUp Meeting Agenda

Recurring meetings are where ClickUp shines compared to manual spreadsheets.

1. Take the task or Doc template you created earlier.

2. For tasks, set up a recurring schedule (weekly, bi-weekly, monthly, etc.).

3. Use a naming pattern that includes the date, such as “Weekly Team Meeting – [Date].”

4. Automatically assign the meeting to the facilitator or meeting owner.

5. Link your recurring meeting task to relevant projects, Lists, or Docs in ClickUp.

Every time the recurrence creates a new task, you get a fresh agenda with your sections ready to fill in, without copying and pasting from a Google Sheets template.

Step 5: Capture Notes and Decisions Live in ClickUp

During the meeting, use ClickUp to capture everything in real time.

Using Tasks for Real-Time Notes

• Open the current meeting task.

• Type discussion notes directly in the description under each agenda section.

• Use rich text formatting for clarity: bold headers, bullets, and numbered lists.

• Tag teammates with @mentions when they raise important points or own follow-ups.

Using ClickUp Docs for Collaborative Note-Taking

• Open the Doc linked to your meeting.

• Allow attendees to edit or comment during the session.

• Use headings, tables, and callout blocks to highlight decisions and next steps.

Because everything lives in ClickUp, you do not need to switch between a Google Sheets tab, chat tool, and project manager. Notes stay alongside tasks and projects.

Step 6: Turn Agenda Items into Tasks in ClickUp

The biggest advantage over spreadsheet-based agendas is how easily you can turn discussion points into trackable tasks.

1. Review each topic or note captured during the meeting.

2. For each action item, create a new task in ClickUp directly from the meeting task or Doc.

3. Assign the task to the right owner.

4. Set a due date and priority.

5. Add links back to the meeting where the action item was discussed.

This creates a clear chain from agenda to execution, something difficult to maintain using only a Google Sheets meeting agenda template.

Step 7: Track Follow-Ups and History in ClickUp

Over time, your ClickUp meeting Lists and Docs become a searchable archive.

• Use filters and views to see past meetings by date, client, or meeting type.

• Open older meeting tasks or Docs to review decisions and outcomes.

• Check linked tasks to see which action items were completed or delayed.

• Use Dashboards to visualize meeting volume, workload from meetings, and overall completion rates.

This structured history is difficult to maintain with multiple Google Sheets files, especially for growing teams.

Advanced Tips for Better Meetings in ClickUp

Standardize Meeting Formats with ClickUp Templates

Create different template types in ClickUp for:

• Team standups
• Client onboarding calls
• Retrospectives
• Leadership reviews

Each template can include pre-filled sections, Custom Fields, and automation rules so your team follows the same process every time.

Use Views to Replace Static Google Sheets Layouts

Instead of a single spreadsheet view, ClickUp lets you switch between multiple views of the same meeting data:

• List view for a structured log of all meetings
• Calendar view for meeting schedules
• Table view for a spreadsheet-style look and feel
• Board view to track meetings by status (planned, completed, follow-up needed)

This gives you the familiarity of a Google Sheets table while taking advantage of ClickUp’s flexibility.

Connect Your ClickUp Meeting System to Other Resources

To get even more value from your new meeting setup, connect it to related tools and guidance.

• Explore additional process optimization tips and implementation support at Consultevo.

• Review the original Google Sheets agenda examples on the ClickUp blog and adapt them directly into your ClickUp templates.

Start Running Better Meetings in ClickUp

Moving from Google Sheets meeting agenda templates to ClickUp gives you more than a cleaner document. You gain a connected system where agendas, notes, owners, and follow-ups all live in one place.

By choosing a clear meeting Space, building consistent templates, adding Custom Fields, and turning agenda items into tasks, you create a reliable meeting workflow that scales with your team.

Use these steps to set up your own meeting framework in ClickUp today and keep every discussion focused, documented, and actionable.

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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