How to Use ClickUp for Team Writing Projects

ClickUp helps teams plan, write, and refine content together in one workspace, making collaborative writing faster, clearer, and easier to manage.

This how-to guide walks you through setting up a complete collaborative writing workflow, based strictly on the features and practices highlighted in the ClickUp collaborative writing tools guide.

Step 1: Plan Your Content Workflow in ClickUp

Before writing begins, you need a clear structure to keep every article and contributor organized.

Create a ClickUp Space for Content

1. Create a new Space dedicated to content or marketing.

2. Name it something like Content Team or Editorial.

3. Choose folders such as Blogs, Ebooks, and Website Copy to group related work.

This gives your team one central location for every draft, outline, and asset.

Build a ClickUp List for Each Writing Pipeline

1. Inside your Space, create a List for each content type (for example, Blog Articles).

2. Add task statuses that match your writing stages, such as:

   • Idea

   • Outline

   • Drafting

   • Editing

   • Approved

   • Published

3. Use the Board view to drag tasks through each stage and see the full pipeline at a glance.

By mapping your workflow clearly, ClickUp becomes the single source of truth for where every piece of content stands.

Step 2: Capture Ideas and Briefs in ClickUp Tasks

Each piece of content should live in its own task so you can track owners, deadlines, and progress.

Add a Task for Every Writing Piece

1. Create a new task for each article or asset.

2. Use the task title for the working headline or topic idea.

3. Set the due date and assignee so responsibility is clear.

Use Custom Fields for Key Writing Details

Customize each task with fields that matter to your team, such as:

• Content type (blog, white paper, case study)

• Target audience and stage of the funnel

• Primary keyword and supporting terms

• Priority or campaign tag

These details help writers, editors, and stakeholders instantly understand the purpose of the task without digging through long briefs.

Step 3: Draft Content in ClickUp Docs

Centralizing all drafts in ClickUp Docs keeps writing, comments, and tasks connected in one place.

Create a ClickUp Doc from the Task

1. Open the content task.

2. Attach a Doc directly from the task so the document and work item stay linked.

3. Name the Doc clearly (for example, Blog Name – First Draft).

You can also organize Docs in folders, but starting from the task ensures nothing gets lost.

Use ClickUp Formatting and Templates

Structure every draft for clarity and consistency:

• Apply headings, bullet points, and numbered lists.

• Insert tables for outlines, content calendars, or research summaries.

• Build or reuse templates for blog posts, briefs, and editorial outlines.

Templates keep tone and structure aligned across your entire writing team.

Step 4: Collaborate in Real Time With ClickUp

Strong collaborative writing relies on transparent communication between authors, editors, and stakeholders.

Comment and Mention Teammates in Docs

1. Select text and leave comments directly in the Doc when you need revisions or clarification.

2. Use @mentions to notify specific teammates about edits, questions, or approvals.

3. Resolve comments as changes are made to keep the document clean.

This style of feedback is faster and more precise than emailing back-and-forth versions.

Use ClickUp Chat and Task Comments

Keep project discussions where work is happening:

• Use task comments for decisions and updates tied to a single article.

• Use Chat views or dedicated communication tasks for broader campaign discussion.

• Attach reference files, brand guidelines, and assets to the task or Doc.

Because ClickUp links tasks, Docs, and conversations, everyone can see the complete context behind each change.

Step 5: Manage Reviews and Approvals in ClickUp

Clear review stages help you publish on time and maintain quality across all content.

Set Up ClickUp Statuses for Editing

1. Use statuses like In Review, Needs Revision, and Approved.

2. Move tasks into the correct status as drafts move through copy edits and stakeholder approval.

3. Filter by status to see which pieces are blocked or waiting for feedback.

Automate Reminders for Editors and Approvers

Based on the workflows described in the ClickUp blog, you can streamline your review process:

• Automatically assign tasks to an editor once the status changes to Editing.

• Trigger notifications to approvers when content is ready for sign-off.

• Use due dates and reminders to keep reviews on schedule.

These automation patterns cut down on manual follow-up, so your team can focus on improving the content itself.

Step 6: Track Publishing and Performance in ClickUp

After approval, you still need to publish and measure results to close the loop.

Use ClickUp Views for Editorial Calendars

Turn your List into a full editorial calendar by switching to views like:

• Calendar view to see publish dates by week or month.

• Gantt view to visualize writing timelines and dependencies.

• Table view to scan fields such as URL, channel, and owner.

This lets content leads quickly spot overloads, gaps, or collisions in the publishing schedule.

Log Links and Performance Data

1. Add the final URL and channel (blog, social, email) to each task.

2. Include metrics like views, conversions, or engagement as custom fields once they are available.

3. Review these metrics regularly to refine upcoming topics and priorities.

Over time, ClickUp becomes not only a writing hub but a light-weight content performance tracker.

Step 7: Improve Your Workflow With ClickUp Integrations

Integrations allow you to connect existing tools directly into your workspace.

Connect Documents and Communication Apps

Based on the practices described in the original ClickUp article, teams commonly:

• Connect cloud storage apps to attach reference files to tasks.

• Integrate with communication tools to receive task notifications where discussions happen.

• Use time tracking or workload tools to balance writing assignments.

This keeps all related information available without leaving the ClickUp environment.

Get More From ClickUp for Content Teams

Using ClickUp for collaborative writing centralizes tasks, Docs, comments, and approvals in a single platform, reducing version confusion and speeding up publishing.

If you want expert help designing or improving a ClickUp content workflow, you can work with implementation and optimization specialists such as Consultevo to refine your setup.

To explore more details and examples of collaborative writing features, review the original guide on collaborative writing tools in ClickUp and adapt the ideas to your own editorial process.

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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