How to Run Projects in ClickUp Step by Step

ClickUp gives teams a complete workspace to plan, track, and deliver projects from idea to launch. This how-to guide walks you through building a repeatable project execution system using practical templates inspired by the examples in the ClickUp project execution templates article.

1. Set Up a Project Execution Space in ClickUp

Start by creating a dedicated Space to keep all work organized and easy to find.

1. Create a new Space.

   • Name it for your team or department (for example, “Marketing Projects”).
   • Choose a color and icon so it stands out in your sidebar.

2. Configure task management basics.

   • Define custom Statuses that match your workflow, such as: Backlog, In Progress, In Review, Blocked, Complete.
   • Turn on ClickApps you need, like Time Tracking, Priorities, Custom Fields, and Automations.

3. Set permissions and sharing.

   • Add teammates and decide who can create, edit, or only comment on tasks.
   • Create folders for major workstreams, such as “Product Launches” or “Client Implementations.”

2. Use ClickUp Project Templates for Consistent Execution

Templates help you repeat successful projects without rebuilding from scratch every time.

Create a Reusable ClickUp Project Template

1. Build a sample project List.

   • Inside your Space, create one List that represents a full project type (for example, “Standard Product Launch”).
   • Add core tasks for every phase: discovery, planning, execution, testing, and launch.

2. Add structure with Custom Fields.

   • Create fields such as Owner, Priority, Risk Level, Client, or Budget.
   • Use Dropdown and Number fields so data is consistent and easy to filter.

3. Save the List as a template.

   • Open the List settings and choose the option to save it as a template.
   • Give the template a clear name and description so teams know when to use it.
   • Choose what to include: tasks, due dates (or relative dates), views, Custom Fields, and Automations.

Now, every time you start a similar project, you can spin up a complete structure in seconds using the saved template.

Customize Templates for Different Teams in ClickUp

Different functions need different execution details. You can create tailored templates for each line of work.

• Marketing campaigns: include content tasks, design reviews, ad setup, QA, and reporting.
• Software sprints: include backlog grooming, sprint planning, development, QA, and release steps.
• Client onboarding: include kickoff, requirements, configuration, training, and handoff.

Give each template a unique name so teams can quickly locate the right one in ClickUp when starting a project.

3. Build ClickUp Views for Planning and Tracking

Views let you see the same tasks in different formats, which is essential for smooth execution.

Core ClickUp Views to Add to Each Project

• List View

  Use this for detailed task management and bulk updates.

• Board View

  Visualize work on a Kanban-style board to track tasks by status. Drag cards to move work from idea to done.

• Gantt View

  Plan timelines and dependencies. Set start and due dates, then link tasks so delays automatically shift related work.

• Calendar View

  See upcoming work by day, week, or month. This helps you balance workload and avoid overlapping deadlines.

• Dashboard

  At the Space or Folder level, create a dashboard to track progress, time, and workloads across multiple projects.

Recommended Dashboard Widgets in ClickUp

• Task List showing overdue and upcoming tasks by assignee.
• Burnup or Burndown charts for agile project tracking.
• Time tracked by person and by task type.
• Pie charts by status, priority, or custom field like risk level.

Save dashboards and include them in your project templates so every new project starts with the same reporting structure.

4. Standardize Execution With ClickUp Automations

Automations reduce manual work and make sure critical steps never get skipped.

Set Up Core Automations in ClickUp

1. Auto-assign work.

   • When a task enters a specific status (for example, In Review), automatically assign it to the reviewer.

2. Auto-update dates.

   • When status changes to In Progress, set the due date to X days from today.

3. Notify stakeholders.

   • When high-risk tasks are created or updated, send a comment or notification to project leads.

4. Maintain data quality.

   • When a task is moved to Complete, require fields like Actual Hours or Outcome to be filled in.

Save automations inside your templates so teams automatically follow the same process for every project.

5. Track Progress and Risks in ClickUp

Clear visibility into progress and blockers keeps projects on time and on budget.

Monitor Project Health Using ClickUp Fields

• Progress field: Use a percentage or status-type field to summarize where each project stands.
• Risk level: Add a dropdown for Low, Medium, and High risk. Filter to see only high-risk work.
• Priority: Use priorities (Urgent, High, Normal, Low) to guide daily focus.
• Effort estimates: Track estimated vs. actual time or story points.

Combine these fields with dashboards so leaders can quickly see which projects or tasks need attention.

Run Check-ins and Reviews in ClickUp

1. Schedule a recurring check-in task.

   • Create a recurring task for weekly or bi-weekly standups.
   • Include a checklist for status, blockers, decisions, and next steps.

2. Use comments and attachments.

   • Hold asynchronous check-ins inside task comment threads.
   • Attach reports, screenshots, and meeting notes so everything stays in one place.

3. Close the loop with retrospectives.

   • At the end of each project, add a List or task template for a retro.
   • Capture what went well, what did not, and specific improvements to the template.

6. Improve Your ClickUp System Over Time

A strong project execution framework keeps evolving as your team learns and scales.

• Regularly review and refine templates based on feedback.
• Retire outdated fields, statuses, and automations to keep things simple.
• Add new views or dashboards as reporting needs grow.

For advanced optimization of your workspace structure, processes, and documentation, you can also learn from external implementation specialists such as Consultevo, who focus on building scalable systems.

By combining thoughtful templates, structured views, and smart automations, you can turn ClickUp into a reliable engine for project execution that keeps every team aligned, on time, and fully accountable.

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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