How to Build a Content Creation Checklist in ClickUp

ClickUp makes it easy to turn a scattered content process into a reliable, repeatable workflow. This how-to guide walks you step by step through building a complete content creation checklist so your team never misses a task, deadline, or approval.

Using a structured checklist workflow helps you move from rough ideas to published content faster, with fewer mistakes and clearer ownership at every stage.

Step 1: Plan Your Process Before Setting Up ClickUp

Before you open ClickUp, map the big picture of your content production process. This helps you build a system that matches how your team really works.

Outline the stages each piece of content goes through, for example:

• Ideation and topic selection
• Research and outlining
• Drafting and editing
• Design and media creation
• Approvals and stakeholder reviews
• Publishing and promotion
• Post-publication optimization and updates

For each stage, list the specific tasks required, who is responsible, and what “done” looks like. This will become the foundation of your ClickUp checklist structure.

Step 2: Create a Content Space and Folder in ClickUp

Next, log in to ClickUp and create a dedicated Space for all of your content work. Keeping everything in one Space makes it easier to standardize processes and reporting.

1. Create a new Space named something like “Content” or “Marketing Content”.
2. Inside the Space, create a Folder for your main channel, such as “Blog Content”, “Email Campaigns”, or “Video Production”.
3. Within that Folder, create separate Lists to organize different types of work. For example:
   • Editorial Calendar
   • Long-Form Articles
   • Landing Pages
   • Social Media Content

This simple hierarchy inside ClickUp keeps individual pieces of content organized while still rolling up into one overall content environment.

Step 3: Build a Reusable ClickUp Content Template

Now you can turn your process into a reusable task template inside ClickUp. This is where your content creation checklist really comes to life.

1. Open the appropriate List (for example, “Long-Form Articles”).
2. Create a new task called something like “Content Template – Do Not Delete”.
3. Inside that task, add checklists for each stage of your workflow, such as:
   • Pre-Writing Checklist
   • Writing and Editing Checklist
   • Design and Media Checklist
   • Publishing Checklist
   • Post-Publish Optimization Checklist

Within each checklist, break work into small, clear steps. For example, a pre-writing checklist may include:

• Define primary and secondary keywords
• Confirm target reader persona
• Review competing content
• Outline H1, H2, and H3 structure

When your base task is ready, save it as a Task Template in ClickUp so your team can reuse it for every new piece of content.

Step 4: Add Custom Fields in ClickUp for Key Content Data

To keep critical details visible at a glance, configure custom fields in your ClickUp content Lists. This helps with filtering, reporting, and alignment between marketing, SEO, and stakeholders.

Useful custom fields include:

• Content Type (dropdown: blog, ebook, video, email, social, etc.)
• Funnel Stage (awareness, consideration, decision, retention)
• Primary Keyword
• Publishing Channel
• Author or writer
• Designer or media owner
• Due Date and Publish Date

With these custom fields, you can switch between views in ClickUp and instantly see what is in progress, what is blocked, and what is coming next.

Step 5: Turn Statuses into a ClickUp Production Pipeline

Statuses in ClickUp represent where each content item sits in your pipeline. Clear, consistent statuses make it easy for everyone to know what needs attention right now.

Common status stages for content work are:

• Backlog or Ideas
• In Research
• In Writing
• In Editing
• In Design
• In Review
• Scheduled
• Published
• Update Needed or Refresh

Configure these as custom statuses in the List settings. As work moves from idea to publication, team members simply drag tasks between statuses in a Board view or update the status field from the task.

Step 6: Use ClickUp Views for Editorial Planning

ClickUp offers multiple views to manage the same information. Different views support different roles on your content team.

Helpful views for content operations include:

• List View for detailed task management and sorting by custom fields.
• Board View (Kanban) for tracking progress by status.
• Calendar View for a visual editorial calendar based on publish dates.
• Timeline or Gantt View to map out larger campaigns and dependencies.

Set up and save these views in your ClickUp Space or Folder so every team member can quickly find the perspective they need.

Step 7: Set Up ClickUp Automations for Repetitive Steps

Automations in ClickUp reduce manual work and prevent bottlenecks in your content workflow. Based on the checklist structure from the source article, you can automate repetitive steps like handoffs and notifications.

Practical automation ideas include:

• When a task moves to “In Review”, automatically assign it to the editor.
• When the final checklist item is complete, move the task to “Scheduled” and set a publish date.
• When a publish date changes, notify the writer, editor, and designer.
• After a task is moved to “Published”, create a follow-up task for performance review after a set period.

Automations keep your ClickUp content system consistent without forcing team members to remember every small step.

Step 8: Manage Collaboration and Approvals in ClickUp

Collaboration features in ClickUp help you gather feedback, track changes, and maintain accountability inside each task.

Use these features for smooth approvals:

• Assigned Comments to request specific changes from writers, editors, or designers.
• Proofing for reviewing visual assets and giving time-stamped feedback.
• Mentioning stakeholders in comments to pull in subject matter experts or managers.
• Attachments for drafts, briefs, and final assets so everything related to one content piece stays centralized.

This keeps feedback out of scattered email threads and ensures all discussion around a piece of content is captured directly in ClickUp.

Step 9: Monitor Performance and Iteration Tasks with ClickUp

Once content is live, you can use ClickUp to manage follow-up and optimization work. The source checklist emphasizes continuous improvement, and you can reflect that in your tasks.

Create recurring tasks or checklist items for:

• Monitoring traffic and engagement metrics
• Refreshing outdated content or data
• Adding internal links to new and existing articles
• Testing new titles, CTAs, or visuals

By tracking these in ClickUp, your content program stays active and improves over time instead of becoming a one-and-done effort.

Step 10: Document Your ClickUp Content Workflow for the Team

Finally, document how your ClickUp content system works so new team members can onboard quickly and existing teammates use it consistently.

Your documentation should include:

• Definitions for each status in the workflow
• How to use the main task template and checklists
• Guidelines for naming tasks and filling custom fields
• Which views to use for daily, weekly, and monthly planning
• When and how automations trigger handoffs or notifications

You can store this documentation in a ClickUp Doc linked to your content Space, or in a central process library on your website.

Learn More About Building Content Systems

To see the original checklist that inspired this how-to workflow, review the full guide on the ClickUp blog at this content creation checklist article. It breaks down each stage of content production in detail.

If you want expert help designing scalable systems that connect project management, SEO, and analytics, explore the consulting services at Consultevo. You can adapt those strategic principles directly into your ClickUp setup for a more efficient content engine.

By following the steps above, you turn ClickUp into a structured, repeatable content machine that aligns your team, protects deadlines, and keeps every piece of content moving from idea to high-performing asset.

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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