How to Run a Product Design Process in ClickUp

ClickUp can power your entire product design process from first idea to launch-ready solution. This step-by-step guide shows you how to set up stages, manage stakeholders, and keep every design task organized in one workspace.

By the end, you will know how to translate a real product design framework into clear Lists, tasks, and workflows you can reuse for every project.

Step 1: Plan Your Design Workflow in ClickUp

Before building anything, outline your product design stages and how they will live inside ClickUp. A common workflow includes five core phases:

• Empathize with users
• Define the problem
• Ideate solutions
• Prototype the best ideas
• Test and iterate

Turn this into a structure you can manage in your workspace.

Map Product Design Stages to ClickUp Spaces

Create a dedicated Space for product design or product development. Inside this Space, create one Folder for each product or major initiative. These Folders will hold Lists that map to specific phases of the design lifecycle.

• Space: Product Team or Product Design
• Folders: Mobile App, Web Platform, New Feature, etc.
• Lists: Empathize, Define, Ideate, Prototype, Test

This structure keeps every artifact connected to the right product and phase.

Use ClickUp Views for Each Design Discipline

Within each List, set up multiple Views tailored to team roles:

• Board View for designers to manage tasks by status
• List View for product managers to see priorities and owners
• Calendar View for user interviews, design reviews, and launch dates
• Doc or Whiteboard-style collaboration (via Docs and tasks) for brainstorms

Each View reflects the same data but supports different workflows.

Step 2: Capture Research and Insights in ClickUp

The design process starts with understanding your users and market. In this phase, ClickUp becomes your research hub so insights stay searchable and connected to future work.

Set Up an Empathize List in ClickUp

Create a List called “Empathize” inside the relevant product Folder. Use tasks to represent each research activity or artifact, such as:

• User interview sessions
• Survey results
• Usability test recordings
• Competitor analysis
• Analytics deep dives

Attach files, add links, and store notes directly inside these tasks to keep everything tied to the right product.

Use Custom Fields to Track Research Details

Add Custom Fields so you can sort and filter research quickly:

• Research Type (Interview, Survey, Analytics, Market Study)
• User Segment
• Priority (High, Medium, Low)
• Status (Planned, In Progress, Synthesized)

With these fields, you can build a research backlog that stays organized and actionable.

Step 3: Define Problems and Requirements with ClickUp Docs

Once research tasks are complete, synthesize findings into clear problem statements and requirements using Docs inside ClickUp.

Create a Define List and Documentation Hub

In the same product Folder, add a List called “Define.” Use it to host:

• Problem statements
• User personas and JTBD descriptions
• Opportunity assessments
• Success metrics and KPIs

For each major problem, create one task and attach a Doc that includes:

• A concise problem statement
• Evidence from research tasks
• User quotes and data
• Constraints and assumptions

Link back to the original research tasks so anyone can trace every decision to source data.

Collaborate in ClickUp Docs for Alignment

Use collaborative editing and comments to align stakeholders:

• Tag product managers, engineers, and designers in sections they must review.
• Use comments to ask questions and resolve disagreements.
• Track change history to see how the problem evolved over time.

When a problem is clearly defined, update the task status to show it is ready for ideation.

Step 4: Run Ideation Workshops in ClickUp

Now turn well-defined problems into creative solutions. You can structure ideation steps as tasks and use Docs to run workshops and capture ideas.

Build an Ideate List and Idea Backlog

Create an “Ideate” List in ClickUp and add tasks for each ideation session or idea cluster. Within each task:

• Add a Doc for brainstorming sessions.
• Use headings for different techniques (e.g., Crazy 8s, mind-mapping, SCAMPER).
• List every idea in bullet points and assign owners to follow up.

You can categorize ideas with Custom Fields such as:

• Effort (Low, Medium, High)
• Impact (Low, Medium, High)
• Risk (Low, Medium, High)

This makes it simple to prioritize solutions later.

Use ClickUp Tasks to Prioritize Concepts

Turn the strongest ideas into dedicated tasks. For each concept, add:

• A short description of the concept
• Link to the related problem statement
• Acceptance criteria or high-level requirements
• Attachments like quick sketches or storyboards

Use Board View to drag concepts through stages like “Proposed,” “Shortlisted,” “Selected,” and “Dropped.”

Step 5: Manage Prototypes in ClickUp

Once concepts are chosen, you need a repeatable way to manage design assets, feedback, and revisions. ClickUp gives you structure and visibility for every prototype.

Create a Prototype List for Design Execution

Add a “Prototype” List in the same Folder. Use it to capture:

• Low-fidelity wireframes
• High-fidelity mockups
• Interactive prototypes
• Copywriting drafts

For execution tasks, set subtasks for:

• UX flows
• UI layouts
• Design system updates
• Accessibility improvements

Attach links to your design tools, export images or videos, and keep every asset linked to the right task.

Use ClickUp for Design Reviews and Feedback

Schedule design reviews by adding due dates and assigning reviewers. Use comments to centralize feedback:

• Mention team members to gather targeted input.
• Resolve comments as changes are made.
• Pin critical notes in the task description.

With all feedback and decisions stored in one place, you avoid scattered messages and conflicting versions.

Step 6: Plan and Track Testing with ClickUp

Testing validates your prototypes with real users and stakeholders. This stage also benefits from structured tasks and checklists.

Build a Test List for User Validation

Create a “Test” List in ClickUp to represent each round of testing. For every test cycle, add tasks such as:

• Recruit participants
• Prepare test scripts
• Run usability sessions
• Analyze results
• Share findings and recommendations

Include checklists in each task to ensure all steps are followed. Attach recordings, screenshots, and notes to preserve context.

Connect Test Results Back to Design Tasks

For each issue discovered in testing, create a new task or link to an existing prototype task. Include:

• Description of the issue
• Severity and frequency
• Evidence (video, images, quotes)
• Suggested fix or hypothesis

Use status and priority fields to help the team decide what changes to make before launch.

Step 7: Iterate and Prepare for Handoffs in ClickUp

Design rarely moves in a straight line. As you iterate, your workspace becomes the source of truth for the entire team.

Use ClickUp to Manage Iteration Cycles

Create a recurring task template for iteration cycles that includes:

• Review feedback from testing
• Update designs and prototypes
• Re-run critical tests
• Update documentation and requirements

Apply this template whenever you begin a new design iteration so teams follow the same reliable pattern every time.

Prepare Developer Handoffs with Clear Tasks

When a design is ready for development, organize handoff tasks in ClickUp:

• Link to final design files and documentation.
• Add implementation notes and edge cases.
• Include acceptance criteria for each feature.
• Attach any design tokens or specs.

Assign each handoff task to the correct developer or engineering squad and track progress through to release.

Step 8: Standardize Your Product Design Process in ClickUp

After running your workflow once, you can turn it into a reusable system for future products.

Create Templates in ClickUp for Repeatable Success

Capture your best process by saving:

• Space or Folder templates for product design
• List templates for each phase (Empathize, Define, Ideate, Prototype, Test)
• Task templates for common activities like user interviews or design reviews

Templates help new team members adopt the same structured process quickly and deliver consistent quality.

Continuously Improve Your Workflow

After each project, review what worked and what did not. Update your ClickUp templates and fields accordingly, and document improvements in a retrospective Doc. This feedback loop helps you mature your design practice over time.

Resources to Extend Your ClickUp Product Design Workflow

To go deeper into the underlying product design framework, review the detailed guide on the official blog at this product design process article. For consulting support on strategy, systems, and implementation, you can explore expert services from Consultevo.

By setting up a structured yet flexible system, you transform ClickUp into a single source of truth for research, strategy, design, testing, and handoff—so every new product follows a clear, repeatable design process.

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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