How to Run Better Meetings in ClickUp

ClickUp makes it easy to plan, run, and follow up on meetings so your team stops wasting time and starts capturing clear decisions and action items in one place.

This how-to guide walks you step-by-step through building effective meeting agendas, using templates, and automating follow-ups.

Why Use ClickUp for Meeting Agendas

Before you build your first agenda, it helps to understand why a dedicated workspace is better than scattered documents or chat threads.

With ClickUp you can:

• Standardize every meeting with reusable agenda templates
• Keep notes, decisions, and action items linked to tasks
• Track owners, deadlines, and priorities for follow-up work
• Collaborate live in Docs, comments, and chat views

The result is fewer unproductive meetings and better visibility into what actually needs to get done.

Prepare Your Workspace in ClickUp

Start by creating a simple structure so all meeting-related information is easy to find.

Step 1: Create a Meeting Space in ClickUp

1. Open your workspace and create a new Space called something like Team Meetings or Company Meetings.

2. Inside the Space, add separate Folders for recurring meeting types, such as:

   • Weekly Team Sync
   • 1:1s
   • Project Check-Ins
   • Client Reviews

3. Within each Folder, create Lists to organize individual meetings by month, quarter, or project.

This basic structure keeps every agenda and follow-up task organized in ClickUp for fast retrieval.

Step 2: Add Custom Fields for Meetings

To make every meeting task more useful, configure Custom Fields in ClickUp to track key details:

• Date & Time (Date field)
• Meeting Type (Dropdown)
• Owner / Facilitator (Assignee or Text)
• Status (Not Started, In Progress, Completed, Canceled)
• Location (Text or URL for video link)

These fields help you filter and report on meetings later.

Create a Reusable ClickUp Meeting Agenda Template

The fastest way to streamline your process is to build a standard agenda you can apply to any new meeting.

Step 3: Use a ClickUp Doc for the Agenda Layout

1. Inside the relevant List, create a new Doc and name it Standard Meeting Agenda.

2. Outline your preferred structure, for example:

   • Meeting details (date, time, attendees, goals)
   • Old business / previous action items
   • Main discussion topics
   • Decisions made
   • New action items & owners
   • Parking lot / items for next time

3. Use headings, bullet points, and checklists to keep the agenda skimmable and actionable.

A consistent layout makes it easy for everyone to know what to expect and how to prepare.

Step 4: Save the Agenda as a ClickUp Template

1. Open your agenda Doc in ClickUp.

2. Use the template options to save the Doc as a Template so your team can reuse it for every similar meeting.

3. Give the template a clear name, like Weekly Team Meeting Agenda – ClickUp Template.

4. Add a helpful description so teammates know when and how to use it.

Once saved, the template is available across your workspace, so anyone can spin up a complete agenda in seconds.

Set Up a Meeting Task in ClickUp

Now connect the agenda Doc to a task so you can track owners, date, and follow-up work together.

Step 5: Create the Meeting Task

1. In the right List, create a new task for your upcoming meeting.

2. Include a descriptive title, such as Weekly Product Team Sync – May 5.

3. Fill in the Custom Fields: date, time, location, status, and facilitator.

4. Assign the task to the meeting owner and add attendees as watchers or extra assignees as needed.

This task becomes the single hub for everything related to that specific meeting.

Step 6: Attach Your ClickUp Agenda Doc

1. Open the meeting task and add the agenda Doc in the task’s Docs section or as an attachment.

2. Apply your saved agenda template so the structure is ready instantly.

3. Share the task link with attendees in your calendar invite or chat tool.

Attendees now know exactly where to review the agenda and add topics before the meeting starts.

Use ClickUp AI to Improve Meeting Agendas

If ClickUp AI is enabled in your workspace, you can quickly refine and enhance your meeting content.

Step 7: Draft or Polish the Agenda with ClickUp AI

• Highlight rough notes inside your agenda Doc and ask ClickUp AI to convert them into clear, organized bullet points.

• Ask ClickUp AI to generate suggested talking points based on a meeting goal or topic.

• Use AI to shorten, clarify, or rephrase long sections so your agenda is concise.

This keeps agendas readable and helps facilitators focus on outcomes instead of formatting.

Step 8: Summarize Meetings Automatically

After your meeting, use ClickUp AI to:

• Generate a short summary of what was discussed
• Highlight key decisions in a separate section
• Extract action items and convert them into checklist items or tasks

These summaries can be pasted into the task comments or shared with anyone who missed the session.

Capture Actions and Follow-Ups in ClickUp

An effective meeting only matters if someone follows through. Use task features to turn ideas into work.

Step 9: Convert Notes into Tasks

1. While taking notes in the agenda Doc, list each action item on its own line.

2. Turn important items into tasks or subtasks directly from the Doc or from the meeting task.

3. Assign each action with a due date, priority, and relevant Custom Fields.

This links every action item to a responsible owner and keeps it visible in your usual task views.

Step 10: Track Progress After the Meeting

After the meeting ends, use ClickUp views to monitor follow-up work:

• List or Table view to scan all action items from recent meetings
• Board view to move follow-ups through statuses like To Do, In Progress, and Done
• Calendar view to see due dates for all meeting-related tasks

You can also filter by Custom Fields such as Meeting Type or Owner to check how each team or project is progressing.

Advanced Tips for Meeting Management in ClickUp

Once the basics are in place, add a few optimizations to save even more time.

Automate Recurring Meetings

For weekly or monthly sessions, create a recurring meeting task in ClickUp:

• Set the repeat schedule (weekly, bi-weekly, monthly)
• Reuse the same agenda template for each recurrence
• Automatically assign the same owner and attendees

This reduces setup work and ensures every recurring meeting stays consistent.

Link ClickUp to Your Calendar

Connect your preferred calendar so meeting tasks appear next to your other commitments. Add the meeting task link to the calendar description so everyone can open the agenda quickly.

Use Tags for Faster Filtering

Apply tags like client, internal, planning, or retrospective to categorize meetings in ClickUp. This makes it easy to filter for only the sessions you care about when reviewing your schedule or reporting.

Learn More About ClickUp Meeting Features

To go deeper into meeting agenda examples and additional tools, read the original guide on the ClickUp blog: meeting agenda software article.

If you need expert help optimizing your workspace and processes, you can also review consulting services at Consultevo for implementation support.

By combining templates, Docs, tasks, and AI, ClickUp gives you a complete system to design structured agendas, run focused discussions, and keep every follow-up on track.

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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