Run Better Meetings in ClickUp

ClickUp helps you plan, run, and follow up on meetings in one organized workspace so your team can stay aligned and accountable.

This how-to guide walks you through using tasks, Docs, views, and automation features to turn every meeting into clear action items.

Why use ClickUp for meetings?

Managing meetings in separate tools often leads to scattered notes, unclear owners, and lost follow-up items. Using ClickUp gives you:

• A single place to store agendas, notes, and decisions
• Action items directly connected to tasks and due dates
• Consistent templates so every meeting follows the same structure
• Visibility for stakeholders who could not attend the meeting

By centralizing this work, you can move from talking about work to tracking and finishing it.

Set up your ClickUp meeting structure

Start by deciding where your meetings will live in your Workspace. A simple approach is to dedicate a Space or Folder to recurring meetings.

1. Create a Space or Folder for meetings, such as “Team Meetings”.
2. Add separate Lists for different recurring sessions, like “Weekly Sync”, “Project Review”, or “1:1 Meetings”.
3. Use tasks inside each List to represent individual meeting events.

This structure keeps every agenda and set of notes easy to find and track over time.

Create a ClickUp meeting agenda task

Each meeting should have a task that acts as your central hub for preparation, notes, and action items.

1. Create a new task in the relevant List and name it with the meeting title and date.
2. Set the due date to the meeting date and time to keep your calendar aligned.
3. Assign attendees so they can quickly find details and contribute.
4. Add custom fields (optional) for meeting type, priority, or department.

You can use the task description or attach a Doc to hold the full agenda and notes.

Build a ClickUp Doc for agendas and notes

Docs give you a flexible canvas for structured agendas and meeting records that grow over time.

1. Open your meeting task and click Doc to create a linked document.
2. Name the Doc using a clear convention, such as “Weekly Sync Agenda & Notes”.
3. Use headings for each section, for example:

• Purpose and goals
• Discussion topics
• Decisions made
• Action items

You can keep one Doc per recurring meeting series and add a new dated section for each session to maintain a running history.

Use ClickUp templates for recurring meetings

Templates save time and keep your process consistent across sessions and teams.

1. Set up a meeting task with your ideal structure, including:

• Standard title format
• Default assignees or watchers
• Custom fields
• Attached Doc with your preferred agenda format

2. Click the task options menu and choose to create a task template.
3. Give the template a clear name, such as “Weekly Team Meeting Template”.
4. Decide which parts to include in the template (dates, assignees, custom fields, and Docs).

Next time you create a meeting, apply the template and update only the date, specific agenda items, and attendees.

Prepare your ClickUp agenda before the meeting

Preparation should happen inside the same task or Doc so nothing gets lost.

1. Collect topics by asking team members to add bullet points under the agenda section of the Doc.
2. Prioritize items using numbering or a simple label such as “Must discuss”, “If time allows”, or “Parking lot”.
3. Attach supporting materials to the task, such as related tasks, Docs, files, or links.
4. Mention owners with @ mentions to clarify who is leading each agenda item.

Encourage contributors to add questions and context ahead of time so the meeting can stay focused on decisions, not status updates.

Run your meeting from ClickUp

When it is time to meet, keep the meeting task and its Doc open and use them as your live workspace.

1. Start with objectives at the top of the Doc to remind everyone of the purpose.
2. Follow the agenda item by item, marking completed topics as you go.
3. Capture notes in real time so participants stay present without worrying about separate note tools.
4. Record decisions clearly in a dedicated section labeled “Decisions”.

Because everything is tied to a ClickUp task, it is easy to see the full context after the meeting ends.

Turn discussion into ClickUp action items

Action items are the most important outcome of any meeting, and they should become trackable tasks immediately.

1. For each action item, create a new task or subtask from the meeting task.
2. Give each task a clear title, such as “Draft Q2 roadmap proposal”.
3. Assign an owner and set a realistic due date.
4. Link the task back to the meeting by leaving a comment or using relationships so the history remains connected.

You can also use checklists inside the meeting task for very small follow-ups, but use full tasks for anything that needs visibility or multiple steps.

Use ClickUp views to track meeting follow-ups

Different views help you see the impact of meetings across projects and teams.

• List view shows all meeting tasks and their statuses in a single place.
• Calendar view displays meeting dates so you can avoid conflicts and spot busy weeks.
• Board view helps you move meetings through stages like “Scheduled”, “Completed”, and “Needs Follow-Up”.
• Dashboard widgets can surface metrics like open action items from recent meetings.

Combine these views to keep leaders and stakeholders aligned on what was discussed and what still needs attention.

Improve recurring meetings with ClickUp automation

Once your process feels solid, use automation to reduce manual work and make sure no meeting is missed.

• Create recurring meeting tasks on a schedule so your weekly or monthly sessions always appear with the right template.
• Trigger status changes automatically after the due date so you can see which meetings happened or were missed.
• Send notifications or comments as reminders for attendees before the session.

Automation keeps your calendar, tasks, and participants in sync without repetitive setup.

Share and collaborate in ClickUp meetings

Sharing options let you include the right people while limiting access where necessary.

• Invite internal teammates as members or guests to collaborate on Docs and tasks.
• Use comments for clarifying questions and follow-ups before and after the meeting.
• Leverage permissions so external partners can see only the meetings that affect them.

Because all collaboration happens in one place, you reduce confusion and version issues that come with shared documents in separate tools.

Learn more about meetings in ClickUp

For full product details and additional examples, read the official guide on how to use ClickUp for meetings and agendas on the ClickUp Help Center.

If you need help designing a broader workspace strategy or optimizing how your team uses ClickUp alongside other tools, you can explore consulting resources at Consultevo.

By following the steps in this guide and adjusting them to your team’s needs, you can turn every meeting into documented decisions, clear owners, and visible progress inside ClickUp.

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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