How to Use ClickUp for Project Success

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How to Use ClickUp for Project Management

ClickUp is an all-in-one productivity platform you can use to replace tools like Height for managing tasks, docs, sprints, and workflows in one place. This how-to guide walks you through the practical steps to set up your workspace, build views, and collaborate effectively.

The steps and best practices below are based on capabilities highlighted in the comparison of Height alternatives, including flexible views, task management, automation, and collaboration features.

Step 1: Set Up Your ClickUp Workspace

Before you create tasks and views, take a moment to structure your ClickUp workspace so it mirrors how your team actually works.

Plan Your ClickUp Hierarchy

ClickUp uses a layered hierarchy that lets you scale from simple to complex setups. Plan this before creating anything:

  • Workspace: Your overall company or organization.
  • Spaces: Major departments or product areas (e.g., Marketing, Product, Engineering).
  • Folders: Big initiatives, programs, or client groups.
  • Lists: Specific projects, sprints, or workstreams.
  • Tasks & Subtasks: Actionable work items.

Decide which teams need their own Space and which projects will live as Lists. This makes navigation and reporting much easier later.

Create a New Space in ClickUp

  1. Open your workspace and click the option to create a new Space.
  2. Name the Space after a team or function, such as Product Development or Client Projects.
  3. Select color and icon so teammates can quickly recognize it.
  4. Choose default features you want enabled, such as Docs, Sprints, or specific views.
  5. Assign members and permissions for that Space.

Repeat this for each major area of your business so your ClickUp layout stays intuitive.

Step 2: Build Lists and Tasks in ClickUp

Once Spaces are ready, you can create project structures and start tracking work in ClickUp.

Create Lists for Projects or Sprints

  1. Inside a Space, create a Folder if you want to group multiple related projects.
  2. Within the Folder (or Space), click to add a new List.
  3. Name the List to match a project, release, or sprint, such as Website Redesign or Sprint 14.
  4. Set List-level default views like Board, List, or Gantt.
  5. Customize List settings such as due date ranges, priorities, or custom fields.

Lists act as the container for all tasks tied to that piece of work.

Add Tasks and Subtasks in ClickUp

  1. Inside a List, click New Task.
  2. Give the task a clear, action-based title.
  3. Add a description with requirements, links, or checklists.
  4. Assign the task to one or more owners.
  5. Set a due date or date range.
  6. Use subtasks to break larger work into smaller, trackable steps.

Use tags and custom fields to capture attributes like platform, complexity, or client. This enables more powerful filtering and reporting later in ClickUp.

Step 3: Choose the Right ClickUp Views

One of the strongest benefits of ClickUp is its flexible views that let each user see work the way they prefer while staying connected to the same underlying tasks.

Use Board and List Views in ClickUp

Two of the most useful views for replacing Height-style workflows are Board and List views.

  • Board View: Ideal for Kanban-style pipelines such as product development, bug triage, or content production. Drag tasks between status columns to reflect progress.
  • List View: Great for detailed planning and backlogs. Sort and group by assignee, priority, or custom fields to see workload distribution.

To add a view:

  1. Open the List or Folder where you want the view.
  2. Click Add View and choose Board or List.
  3. Configure filters (e.g., by status, assignee, or tag).
  4. Save the view and set sharing preferences.

Visual Planning with ClickUp Gantt and Calendar

For timeline management, ClickUp offers Gantt and Calendar views to help you schedule work and understand dependencies.

  • Gantt View: Visualize tasks across a timeline, link dependencies, and adjust durations by dragging bars.
  • Calendar View: See tasks by due date to plan weekly or monthly workloads.

Use these views for launch planning, campaign timelines, or any work where dates and dependencies matter.

Step 4: Organize Workflows with ClickUp Statuses & Custom Fields

To replace niche workflow tools, you need clear stages and structured data. ClickUp workflow customization lets you model how work actually flows in your team.

Customize Task Statuses in ClickUp

  1. Open a Space, Folder, or List and go to its settings.
  2. Select Status settings.
  3. Choose a workflow type (e.g., Simple, Custom).
  4. Add stages like Backlog, Ready, In Progress, In Review, Done.
  5. Set colors that visually differentiate each stage.

These statuses will show in Board, List, and Gantt views so everyone sees consistent progress states across ClickUp.

Use Custom Fields for Better Reporting

Custom fields let you capture key data beyond standard properties. Examples include:

  • Effort estimate (points or hours)
  • Channel (web, mobile, email)
  • Impact or priority score
  • Client or product line

To add them:

  1. Open a List and click to manage Custom Fields.
  2. Choose a field type (dropdown, number, text, formula, etc.).
  3. Name the field and set options where relevant.
  4. Apply the field to the List or broader location.

With consistent custom fields, you can filter and group work in ClickUp to answer questions about throughput, workload, and priorities.

Step 5: Collaborate in ClickUp Docs, Comments, and Whiteboards

To fully replace multiple tools, you can centralize documents and collaboration inside ClickUp so context never gets lost.

Create ClickUp Docs for Requirements and Specs

Docs let you keep all documentation in the same workspace as your tasks:

  1. Open the Space or Folder where the document belongs.
  2. Create a new Doc.
  3. Outline requirements, product specs, meeting notes, or processes.
  4. Use headings, tables, and callouts to structure content.
  5. Link relevant tasks directly in the Doc for quick navigation.

Because Docs live alongside tasks, your team can go from reading requirements to acting on tasks in seconds.

Use Comments and Whiteboards in ClickUp

To keep conversations tied to work:

  • Use task comments to clarify requirements, share updates, or ask questions.
  • Mention teammates with @ mentions so the right people are notified.
  • Attach files or embed media directly in the task.
  • Use Whiteboards to diagram user flows, roadmaps, or feature architectures.

This keeps feedback looped into the same ClickUp items you track, instead of spread across chats and emails.

Step 6: Automate Repetitive Work in ClickUp

Many teams move from tools like Height to ClickUp to reduce manual steps and save time through automation.

Set Up ClickUp Automations

  1. Open the List or Space where you want to add an automation.
  2. Go to Automations.
  3. Choose a template such as When status changes, then assign to user.
  4. Customize triggers (status changes, field updates, due dates).
  5. Configure actions like updating fields, posting comments, or moving tasks.

Start with a few high-impact automations, such as automatically assigning work when it enters In Progress or posting a comment when due dates change.

Step 7: Report and Optimize with ClickUp Dashboards

To keep stakeholders aligned and understand performance, use dashboards to summarize work across Spaces and Lists in ClickUp.

Create a ClickUp Dashboard

  1. From your main workspace, create a new Dashboard.
  2. Add widgets such as task lists, pie charts, line charts, or workload views.
  3. Filter by Space, List, assignee, or status to focus on the right data.
  4. Pin important dashboards for quick access from your sidebar.
  5. Share dashboards with leadership or clients as needed.

Dashboards turn your ClickUp data into insights you can use to rebalance work and improve delivery.

Learn More and Compare Tools

If you want to see how this platform stacks up against specialized project tools, review the detailed comparison with Height and other options on the Height app alternatives page. It outlines capabilities across views, docs, automation, and more so you can confirm the right fit for your team.

For expert help implementing a scalable setup that aligns with your processes and growth plans, you can also explore consulting resources like Consultevo to get support with configuration, workflows, and adoption.

By following these steps, you can turn ClickUp into a centralized workspace that replaces scattered tools, standardizes workflows, and gives your teams a single source of truth for projects and operations.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

Get Help

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