How to Use ClickUp Priority Lists

ClickUp makes it simple to organize your work so you always know what to do next, what can wait, and what should be dropped from your day entirely. This how-to guide walks you step by step through creating and using effective priority lists based on proven productivity methods.

Why Use ClickUp for Task Prioritization

When your to-do list is overflowing, it is easy to feel busy but never truly productive. A structured priority system in ClickUp helps you:

Separate critical work from low-value tasks
Reduce daily decision fatigue
Stay focused on goals instead of reacting to noise
Delegate and schedule with clarity

The approach below is inspired by the classic priority matrix method, adapted into a practical list format you can manage inside your workspace.

Step 1: Prepare Your ClickUp Workspace

Before building a priority list, set up a clean place to capture tasks. You can do this in a dedicated Space, Folder, or List.

Create a new List for your priorities (for example, “Today’s Priorities”).
Make sure each task has a clear name that starts with a verb, such as “Draft report” or “Email client”.
Use due dates and assignees where appropriate so the list can guide your daily work.

A tidy, centralized List prevents you from scattering work across multiple tools and makes the following priority method easier to apply.

Step 2: Understand the 1-3-5 Priority Structure in ClickUp

A simple way to apply a priority list in ClickUp is to use the 1-3-5 method for any given day:

1 big task – the main outcome you must complete
3 medium tasks – important items that move projects forward
5 small tasks – quick wins, admin, or supporting work

This prevents you from overloading your schedule and encourages realistic planning. At the end of the day, you will know whether you made progress on the work that matters most, not just the easiest items.

Step 3: Capture All Tasks in ClickUp

Start by getting every potential task into a single List so you can make decisions in one place.

In your priority List, add tasks for everything you think you need to do today or this week.
Do not judge or organize them yet; simply capture them quickly.
Include both professional work and any personal items that could affect your day.

Having a complete inventory helps you avoid missing commitments and gives you the full picture before you assign priorities.

Step 4: Classify Tasks into Priority Levels in ClickUp

Now transform your brain dump into a focused plan. You can do this visually with a custom field, tags, or separate groups inside your List.

Use ClickUp to Mark Your 1 Big Task

Review your List and identify the single task that, if completed today, would make the biggest positive impact.
Mark it clearly (for example, add a “BIG-1” label or move it to the top of the List).
Ensure the task is specific and achievable in the time you have available.

This big task is your main focus. It should not be an endless project but a concrete step, such as completing a draft, delivering a presentation, or closing a key issue.

Create ClickUp Sections for 3 Medium Tasks

Choose three tasks that support important projects or goals.
These tasks should require some effort but be smaller than your big task.
Group or tag them as “MEDIUM” so they stand out on your List view.

Medium tasks are the bridge between long-term goals and daily action. They may not be urgent but are vital for steady progress.

Organize ClickUp for 5 Small Tasks

Select up to five quick tasks you can complete in a short burst of time, often in under 15 minutes.
Label them as “SMALL” or place them at the bottom of the List under a “Quick Tasks” heading.
Use these to fill small gaps in your schedule without losing focus.

Small tasks keep your day moving, but they should not replace your big and medium tasks. If you consistently complete only small tasks, adjust your schedule to protect longer focus blocks.

Step 5: Schedule and Sequence Work in ClickUp

Once your priority levels are set, schedule your day inside the platform.

Drag and drop tasks to arrange them in the order you plan to work on them.
Assign realistic due times or time blocks to the big and medium tasks.
Group small tasks around meetings, breaks, or low-energy periods.

Consider working in focused time blocks with short breaks between them. Protect your time for deep work by turning off distractions while you handle your highest-value items.

Step 6: Execute and Update Your ClickUp Priority List

A priority list works best when you keep it current. As you move through the day:

Mark tasks complete as soon as they are done
Re-evaluate if emergencies appear and adjust the 1-3-5 mix
Move unfinished work to tomorrow’s List rather than letting it vanish

At the end of the day, review your results:

Did you complete the big task?
Which medium tasks moved your projects forward?
Did you spend too much time on small items?

Use what you learn to plan the next day with a fresh 1-3-5 structure.

Step 7: Use ClickUp to Say No and Defer Work

Another benefit of a clear priority list is the ability to decide what you will not do today.

Move low-impact tasks to a separate “Backlog” List
Delegate tasks that do not require your unique skills
Delete tasks that no longer align with your goals

If a task does not fit into your 1-3-5 plan and has minimal long-term value, consciously defer it instead of letting it clutter your day. This helps you protect attention for the work that truly matters.

Advanced Tips: Enhance Your ClickUp Workflow

Once you are comfortable with the basic priority list, you can layer on more advanced features.

Combine ClickUp Priority Lists with Goals

Align your daily big and medium tasks with larger objectives. Link tasks to overarching goals so you can see how each item contributes to outcomes like revenue, product delivery, or learning.

Use Templates for Recurring Priority Lists in ClickUp

If you follow the 1-3-5 method every workday, create a reusable template List or task structure. This saves setup time and keeps your process consistent.

Review Weekly and Adjust Your ClickUp System

Set aside time once a week to audit your Lists:

Archive or close completed tasks
Promote backlog items into the next week’s 1-3-5 plan
Refine labels, tags, or custom fields for clarity

Periodic review ensures your workspace stays lean and relevant rather than turning into another source of overload.

Resources to Improve Your Priority Method

For a deeper look at the priority list concept and how it fits into modern productivity strategies, you can read the original guide at this ClickUp priority list article. It explores different frameworks, examples, and tips for teams and individuals.

If you are implementing this system across a team or large organization and want expert help with setup and process design, consider consulting specialists such as Consultevo, who focus on optimization and workflow improvements.

Start Using ClickUp Priority Lists Today

A well-built priority list turns a chaotic workload into a clear, focused plan. By capturing tasks in one place, assigning them to a 1-3-5 structure, and reviewing your progress daily, you create a sustainable system for meaningful productivity.

Adopt this method in your workspace, refine it as you learn what works best for you, and use your priority list every day to stay on track with the work that matters most.

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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