How to Define Brand Voice in ClickUp
Building a clear, consistent brand voice in ClickUp helps every writer, marketer, and stakeholder create messages that sound like the same company, no matter who hits publish.
This how-to guide walks you step-by-step through planning, documenting, and managing brand voice using the brand voice principles demonstrated in the ClickUp brand voice examples article.
Step 1: Research Your Audience Before Setting Up ClickUp Spaces
Before you formalize anything in ClickUp, you need a clear picture of how your audience thinks, talks, and makes decisions.
Gather the Right Customer Inputs
Collect data from multiple sources so your brand voice is grounded in real customer language.
- Customer interviews and transcripts
- Support tickets and chat logs
- Sales call notes and recordings
- Social media comments and reviews
- Survey responses and NPS feedback
Identify Patterns in Language and Tone
Look for repeating words, phrases, and emotional cues.
- How formal or casual customers sound
- What frustrates them most
- What excites or motivates them
- How they describe their goals and pain points
Summarize these patterns in a short document. You will store and refine this inside ClickUp later as part of your brand voice source of truth.
Step 2: Turn Insights Into Brand Voice Pillars in ClickUp
The source article outlines brand voice through clear attributes backed by examples. You can mirror this structure directly in ClickUp so everyone understands how to write on-brand.
Create a Brand Voice Doc in ClickUp
Use a single document as your hub for brand voice guidelines.
- Create a dedicated Space or Folder for Marketing or Brand.
- Add a new Doc and name it “Brand Voice Guidelines”.
- Include a short intro that explains why brand voice matters and who should use the doc.
Define 3–5 Brand Voice Pillars
Each pillar should describe how your brand sounds, with clear do’s and don’ts.
- Voice attribute: A single word or short phrase (for example, “Helpful, not pushy”).
- Description: 2–4 sentences describing what this attribute means.
- Do this: Bulleted examples of language that matches the voice.
- Not this: Bulleted examples of phrases you want writers to avoid.
Lay this out in tables or bullet lists inside your ClickUp Doc so it is easy to skim.
Step 3: Add ClickUp Brand Voice Examples for Each Channel
The brand voice examples on the source page show how tone shifts across websites, social posts, product copy, and emails while staying aligned. You can recreate that approach in ClickUp.
Organize Examples by Content Type in ClickUp
Inside your Brand Voice Guidelines Doc, add sections for key channels:
- Website and landing pages
- Blog and thought leadership
- Product UI copy and in-app messages
- Email sequences and newsletters
- Social media posts
- Help center and support macros
Under each section, paste or draft on-brand examples, then annotate them.
- Highlight phrases that strongly reflect a voice pillar.
- Add comments explaining why certain sentences work.
- Note where the tone is slightly adjusted for the audience or channel.
Create a Reusable ClickUp Examples Library
To make examples easy to find, add a second Doc called “Brand Voice Examples Library.”
- Group examples by use case (for example, “Launch email,” “Feature announcement,” “Upgrade prompt”).
- Label each example with tags like “Playful,” “Direct,” or “Reassuring.”
- Link back to the related section in your main Brand Voice Guidelines Doc.
Writers can duplicate or adapt these examples directly inside ClickUp for faster, more consistent content creation.
Step 4: Build a Brand Voice Checklist in ClickUp Tasks
A checklist ensures brand voice rules are applied during drafting and review, not just documented. ClickUp is ideal for turning your rules into actionable steps.
Create a Brand Voice Task Template in ClickUp
Set up a task template to use for any content that needs review.
- Create a task called “Brand Voice Review Template.”
- Add a checklist titled “Voice and Tone Checks.”
- Include a few focused, yes-or-no items, such as:
- Does the piece reflect all required brand voice pillars?
- Is the tone appropriate for this audience and channel?
- Are any banned words or phrases removed?
- Does the copy sound like one coherent brand, not multiple authors?
Save this as a reusable template so every new content task in ClickUp can include the same checklist.
Add Custom Fields for Brand Voice Alignment
To keep consistency visible at a glance, add custom fields to your content List.
- Dropdown: “Primary Voice Pillar” with options that match your brand attributes.
- Checkbox: “Brand Voice Approved.”
- Text field: “Notes on Tone” for special considerations.
This makes it easier for managers to filter tasks and confirm which assets are fully aligned with your guidelines.
Step 5: Use ClickUp Workflows for Brand Voice Approval
The brand voice article shows how crucial it is to keep messaging unified over time. ClickUp workflows help enforce that standard through structured approvals.
Design a Simple Brand Content Workflow
Use statuses that mirror the stages where voice decisions are made.
- Drafting
- Internal Review
- Brand Voice Review
- Stakeholder Approval
- Ready to Publish
Assign the Brand Voice Review step to a designated owner who deeply understands your guidelines.
Collaborate Inside ClickUp Comments
Instead of giving voice feedback in scattered channels, keep everything inside the task.
- Use threaded comments to discuss tone changes.
- Attach revised drafts and track versions.
- Resolve comments once voice issues are fixed.
This creates a transparent review history so new team members can quickly learn how the brand sounds in practice.
Step 6: Train Your Team on Brand Voice Using ClickUp Docs
Training is essential if you want everyone to apply brand voice consistently, not just the core marketing team.
Build a Brand Voice Onboarding Doc in ClickUp
Create a short training Doc that links to all your core resources.
- Overview of your brand voice pillars
- Links to the Brand Voice Guidelines and Examples Library Docs
- Quick-reference “do and don’t” tables
- Links to content task templates that already include voice checklists
Share this Doc with new hires and freelance contributors so they can ramp up quickly.
Run Periodic Brand Voice Audits in ClickUp
Use recurring tasks in ClickUp to audit existing content.
- Review a sample of recent blog posts, emails, and product updates.
- Rate each piece against your voice pillars.
- Identify patterns where tone drifts from your guidelines.
- Add subtasks for any content that needs rewrites.
Over time, this keeps your voice aligned with the strategy described in the original brand voice examples article.
Step 7: Connect Brand Voice With Broader Content Strategy
Brand voice is only one part of a unified content system. Tools and services that specialize in planning and optimization can help you go further.
For advanced content workflows, SEO strategy, and AI-assisted optimization that complement your ClickUp setup, explore resources from Consultevo. Pairing strong voice guidelines with a structured content strategy ensures every asset supports your business goals.
Next Steps: Operationalize Brand Voice in ClickUp
To put all of this into action, follow these steps:
- Centralize your brand voice pillars and examples in ClickUp Docs.
- Build task templates with voice checklists and custom fields.
- Set up workflows that include a dedicated Brand Voice Review stage.
- Train your team with onboarding Docs and recurring audits.
By treating brand voice as an operational system inside ClickUp—not just a one-off document—you ensure every message feels consistent, recognizable, and aligned with the strategy showcased in the ClickUp brand voice examples.
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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