How to Run a Project Discovery Phase in ClickUp

Managing your project discovery phase in ClickUp helps you clarify goals, align stakeholders, and prevent expensive surprises before execution begins. This step-by-step guide shows you exactly how to design, run, and complete an effective discovery workflow using the platform.

The process below is based on proven discovery practices and will help you consistently capture requirements, validate solutions, and hand off a clear plan to delivery teams.

Why Use ClickUp for Project Discovery

The discovery phase defines what you will build, why it matters, and how you will know it is successful. Running this phase inside ClickUp centralizes all your notes, documents, tasks, and decisions in one structured workspace.

ClickUp is particularly useful for discovery because it lets you:

• Track stakeholder interviews and workshops as tasks
• Document requirements in pages, docs, and custom fields
• Visualize scope and dependencies with lists and views
• Standardize discovery using repeatable templates
• Transition smoothly into delivery with the same data

Prepare Your ClickUp Space for Discovery

Before starting your first discovery, set up a dedicated place in ClickUp for this work.

Create a Discovery Space in ClickUp

1. Create a new Space named something like “Project Discovery.”

2. Within this Space, add a Folder for each client, product, or initiative.

3. Inside each Folder, create Lists such as:

   • Discovery Planning
   • Stakeholder Research
   • Solution Design
   • Risks & Assumptions
   • Discovery Handoff

Using a dedicated Space in ClickUp keeps discovery separate from delivery while making it easy to link related execution tasks later.

Configure Custom Fields in ClickUp

Add custom fields so you can quickly compare and report across discovery projects:

• Business Objective (text)
• Primary Stakeholder (user or text)
• Expected Value (numeric or dropdown)
• Risk Level (dropdown: Low, Medium, High)
• Discovery Status (dropdown: Planned, In Progress, Validated, On Hold, Complete)

These ClickUp custom fields make it easier to prioritize projects and track progress at a glance.

Define Goals and Scope in ClickUp

A strong discovery phase starts with clear goals and boundaries. Capture this information early and visibly.

Document Project Goals in ClickUp Docs

1. Create a new Doc in your discovery Folder titled “Project Overview & Goals.”

2. Add sections for:

   • Problem Statement
   • Business Goals
   • Success Metrics
   • Constraints and Dependencies

3. Link this Doc to key tasks in your ClickUp Lists so context is always a click away.

Set Initial Scope Using Tasks in ClickUp

Next, translate that overview into a working scope.

1. In the Discovery Planning List, create high-level scope tasks such as “Define MVP features” or “Map affected user journeys.”

2. Use subtasks to break each item into small, actionable steps.

3. Apply Discovery Status and Risk Level custom fields to these tasks in ClickUp so you can see which scope items are uncertain or high risk.

Plan Stakeholder Research in ClickUp

Thorough stakeholder research prevents misalignment later on. Use ClickUp to plan, schedule, and track these activities.

Create a Research Plan List in ClickUp

1. In the Stakeholder Research List, add tasks for each research activity:

   • Stakeholder interviews
   • User interviews
   • Workshops or discovery sessions
   • Surveys and data reviews

2. Add due dates, assignees, and time estimates to each task in ClickUp.

3. Use a Board View grouped by status (Planned, Scheduled, Complete) to visualize research progress.

Capture Interview Notes in ClickUp

Standardize how you collect insights so they are easy to compare.

1. Create a Doc template for interviews with sections for:

   • Participant details
   • Goals and challenges
   • Current workflows
   • Pain points and opportunities

2. For each interview task in ClickUp, attach a copy of this Doc.

3. Tag common themes in your notes so you can quickly scan for patterns.

Analyze Findings and Shape Solutions in ClickUp

After research, consolidate what you learned and propose solution options, all tracked directly in ClickUp.

Summarize Insights in ClickUp Docs

1. Create a Doc called “Discovery Insights & Recommendations.”

2. Add sections for:

   • Key User Needs
   • Business Constraints
   • Opportunities
   • Risks and Unknowns

3. Link each section back to underlying tasks and notes in ClickUp for full traceability.

Define Solution Options as Tasks in ClickUp

1. In the Solution Design List, create one task per solution option or concept.

2. Use subtasks to describe features, dependencies, and required changes.

3. Apply custom fields for Expected Value and Risk Level so you can compare solution options inside ClickUp views.

This structure allows your team to discuss and refine solutions while keeping all commentary attached to the correct tasks.

Assess Risks and Assumptions in ClickUp

Documenting risks and assumptions early prevents confusion during delivery.

Build a Risk Register in ClickUp

1. Use the Risks & Assumptions List to create a simple risk register.

2. For each risk, add fields such as:

   • Risk Level
   • Impact
   • Likelihood
   • Mitigation Plan

3. Create a Table View in ClickUp to sort and filter by risk level.

Track Assumptions and Validation Steps

1. Create a task for each assumption that could significantly affect scope or timelines.

2. Add subtasks representing validation activities (experiments, additional interviews, technical spikes).

3. Use statuses such as Unvalidated, In Validation, and Validated in ClickUp to show progress.

Prepare the Discovery Handoff in ClickUp

Once your discovery work is validated, create a concise, shareable package for delivery teams and stakeholders.

Create a Discovery Summary Pack in ClickUp

1. Compile a Doc called “Discovery Summary & Handoff.”

2. Include sections for:

   • Project Overview
   • Validated Requirements
   • Prioritized Backlog or Roadmap
   • Risks and Mitigations
   • Open Questions

3. Embed relevant views from ClickUp (Lists, Boards, Tables) so readers see live data, not static screenshots.

Link Discovery to Delivery in ClickUp

1. Convert validated discovery tasks into delivery tasks or epics in your execution Space.

2. Use task relationships (e.g., relates to, blocks) in ClickUp to link discovery items with build tasks.

3. Share the Discovery Summary Doc with delivery leads and walk through it in a live session.

Use Templates to Standardize Discovery in ClickUp

To scale your process, turn your setup into reusable templates.

Create a Reusable Discovery Template in ClickUp

1. Select your best-structured discovery Folder.

2. Save it as a Folder Template in ClickUp, including:

   • Lists (Planning, Research, Solution Design, Risks, Handoff)
   • Custom fields
   • Views (Board, Table, Doc views)
   • Docs for overview, interviews, insights, and summary

3. For new projects, apply this template so you never start from scratch.

Additional Resources for Better Discovery

To go deeper into the project discovery phase, review the detailed breakdown on the official blog at this ClickUp project discovery guide. For consulting and implementation support around process design and tooling, you can explore services from Consultevo.

By structuring your discovery work in ClickUp using the steps above, you build repeatable, transparent processes that reduce project risk and accelerate delivery. Over time, refining your templates, fields, and views will make each new discovery phase faster and more reliable.

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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