How to Run a Complete Ideation Workshop in ClickUp

Using ClickUp with an AI-powered Ideation Workshop Planner lets you guide teams from a fuzzy problem to clear, prioritized solutions in a single, structured flow. This how-to article walks you through every step so you can launch repeatable, high-quality workshops without building the process from scratch.

The instructions below are based on the Ideation Workshop Planner AI Agent template available on the official ClickUp site. You will learn how to set up, run, and customize the experience for your team or clients.

What You Need Before You Start in ClickUp

Before launching your first session, make sure the basics are in place so the ClickUp workflow runs smoothly.

An active ClickUp workspace with access to AI features
Permission to install and use AI Agents or templates
A problem or opportunity statement your team wants to explore
Stakeholders who can join the workshop live or async

Once these are ready, you can move into configuration and facilitation.

Step 1: Access the Ideation Workshop Planner in ClickUp

The Ideation Workshop Planner is an AI Agent configuration designed specifically for product, UX, and strategy teams. To get started:

Open your workspace and go to the AI section or AI Agents area in ClickUp.
Search for the Ideation Workshop Planner template or AI Agent.
Open the configuration page provided by ClickUp to review its capabilities.
Confirm that the Agent is enabled and can be launched from your preferred space, folder, or list.

You can review the official template overview directly on the ClickUp website at this Ideation Workshop Planner page.

Step 2: Understand What the ClickUp AI Agent Does

The Ideation Workshop Planner AI Agent acts like a structured facilitator. Inside ClickUp, it guides you through a repeatable set of workshop stages that typically include:

Clarifying the problem: Transform broad issues into a tight problem statement.
Exploring context: Capture assumptions, constraints, user needs, and success metrics.
Generating ideas: Help participants quickly produce many solution concepts.
Grouping ideas: Cluster similar ideas so patterns and themes emerge.
Prioritizing: Move ideas into a short list using clear criteria.
Planning next steps: Turn winning ideas into actionable tasks in ClickUp.

The Agent keeps the workshop aligned, time-boxed, and outcome-focused so your team can move from discussion to decision efficiently.

Step 3: Configure the ClickUp AI Agent for Your Team

Before running a live session, configure the Agent so it matches your domain, vocabulary, and workflow inside ClickUp.

Adjust the Problem Framing Flow in ClickUp

In the Agent settings:

Define the type of problems it should focus on (for example, product usability, growth experiments, or process improvements).
Customize the questions it asks to clarify goals, risks, and success metrics.
Add any mandatory fields your team always needs to capture.

Customize Idea Evaluation Criteria in ClickUp

Next, adapt how the Agent evaluates and ranks solutions:

Choose primary criteria such as impact, effort, risk, or alignment with strategy.
Set rating scales so the AI can score ideas consistently.
Map the output to fields on ClickUp tasks (such as priority or custom scoring fields).

Connect Outputs to ClickUp Tasks

Finally, decide how the Agent will create structure in your workspace:

Choose the target list or space where new tasks will be created.
Set default task types, assignees, or tags for validated ideas.
Turn on automations that notify owners or add the tasks to roadmaps.

With these settings in place, every workshop can generate consistent, ready-to-execute action items in ClickUp.

Step 4: Prepare Your Ideation Session in ClickUp

Use the AI Agent to design the session flow inside ClickUp before you invite participants.

Define the workshop objective. Provide the Agent with a clear statement of what success looks like.
Set a timebox. Specify how long you want to spend on each segment (problem, ideas, prioritization).
Share pre-work. Ask participants to review data, research, or user feedback stored in ClickUp docs or tasks.
Prepare a workspace view. Create a dedicated list, board, or doc where ideas and decisions will be captured.

The Agent can generate an agenda and step-by-step run-of-show that you can distribute ahead of time.

Step 5: Run the Ideation Workshop in ClickUp

When it is time to run the workshop, launch the Agent and follow its prompts inside ClickUp.

Guide the Problem and Context Phase

Start by letting the Agent ask your group structured questions:

Who is affected by the problem?
What does success look like?
What constraints must be respected?
What data or insights do we already have?

Document answers directly in ClickUp so everything is captured in a single place.

Facilitate Idea Generation in ClickUp

Next, move into ideation:

Prompt participants to propose as many ideas as possible in a short window.
Let the AI Agent summarize, rephrase, and expand on promising thoughts.
Use ClickUp fields or tags to quickly categorize ideas by theme or type.

The Agent can propose additional variants, combine similar suggestions, and help prevent the group from getting stuck.

Prioritize and Select Solutions

After ideas are collected, use the Agent to narrow them down:

Score each idea against the criteria you configured in ClickUp.
Ask the AI to surface the top concepts and explain its reasoning.
Invite the team to challenge, refine, or reorder the shortlist.

By the end of this phase, you should have a small set of validated ideas ready to move into delivery.

Step 6: Turn Ideas into Action in ClickUp

The last step is to translate selected ideas into concrete work items.

Instruct the Agent to create tasks for each chosen idea in your target ClickUp list.
Ask it to include clear descriptions, acceptance criteria, and links back to workshop notes.
Apply owners, due dates, and priorities so nothing is lost after the meeting ends.

Because the flow is AI-driven, you can easily repeat this pattern for new problems and keep all workshop outputs connected to broader roadmaps in ClickUp.

Tips for Better Workshops with ClickUp

Reuse the template. Save your customized Agent configuration so future workshops stay consistent.
Keep sessions focused. Run separate workshops in ClickUp for distinct problems rather than crowding too many topics into one meeting.
Mix sync and async. Allow asynchronous contributions before and after the live session to include more voices.
Measure outcomes. Track which ideas from ClickUp workshops reach production or implementation to refine your criteria.

Where to Learn More

For more advanced workflow design and optimization around tools like ClickUp, you can explore additional resources at Consultevo. To review the exact Ideation Workshop Planner AI Agent configuration and feature list, visit the official ClickUp page at clickup.com/p/ai-agents/ideation-workshop-planner.

By combining a structured AI facilitator with the flexibility of ClickUp, you can run ideation workshops that are faster, more inclusive, and directly connected to execution.

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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