How to Use ClickUp to Organize Projects and Notes

ClickUp is a powerful platform for managing tasks, documents, and complex projects in one place. This step-by-step guide shows you how to set it up, structure your work, and use its main features to stay organized and productive.

1. Get Started with ClickUp

Before you can manage projects, you need to create an account and choose the right workspace structure.

Create Your Account

1. Go to the ClickUp website and sign up with your email.
2. Confirm your email address.
3. Log in to your new workspace.

During onboarding, you can choose templates, invite team members, and set basic preferences for notifications and appearance.

Understand the ClickUp Hierarchy

The platform uses a clear hierarchy to organize work from broad areas down to individual tasks. Think of it as nesting containers:

• Workspaces – Your overall account environment.
• Spaces – Major departments or categories, like Marketing or Personal.
• Folders – Groups of related projects or themes.
• Lists – Specific projects or workflows.
• Tasks and Subtasks – Action items and detailed steps.

Plan this structure before adding lots of data. It makes your day-to-day work smoother and keeps your knowledge base tidy.

2. Set Up Spaces and Folders in ClickUp

Organizing work into Spaces and Folders helps separate areas of responsibility and focus.

Create Spaces for Main Work Areas

1. From the sidebar, select the option to add a new Space.
2. Name the Space based on a team, function, or life area.
3. Choose a color and icon for quick visual recognition.
4. Set default views, such as List, Board, or Calendar.
5. Configure permissions so the right people can access it.

Common examples include:

• Client Projects
• Product Development
• Content or Knowledge Management
• Personal Planning

Group Projects into Folders

1. Open a Space where you want to add structure.
2. Create a Folder for each major group of work.
3. Use clear names such as “Q1 Campaigns” or “Product Roadmap”.
4. Add Lists inside each Folder to represent specific projects.

This structure makes it easier to filter work, manage access, and keep related tasks together.

3. Create and Manage Tasks in ClickUp

Tasks are the core of your daily workflow. Each task holds details, discussions, and attachments.

Add Your First Tasks

1. Open a List where work will be tracked.
2. Click to create a new task.
3. Give it a descriptive title focusing on the outcome.
4. Add a detailed description or checklist for clarity.
5. Assign the task to the right person.
6. Set a due date or time range.

Use subtasks for multi-step work that still belongs under the same parent item.

Use Views to Track Work

The platform lets you visualize work in different ways to support planning and execution:

• List view – A structured outline ideal for detailed planning.
• Board view – Kanban-style columns for stages like To Do, Doing, Done.
• Calendar view – Date-focused planning and deadline management.
• Timeline or Gantt views – Long-range scheduling for project phases.

Switch between views in each List or Space to see the same tasks from different angles.

4. Build a Knowledge Hub with ClickUp Docs

Beyond tasks, you can create documents to store notes, requirements, and research in the same ecosystem.

Create and Organize Docs

1. Open the Docs area or click to add a new Doc from the sidebar.
2. Choose a title that clearly describes the content.
3. Use headings, bullet lists, and tables for clarity.
4. Link tasks directly in Docs to connect ideas to execution.

Examples of useful Docs include:

• Standard operating procedures
• Project briefs and scopes
• Meeting notes and decisions
• Product roadmaps and feature specs

Connect Docs to Tasks

You can attach Docs to tasks or reference tasks inside Docs. This keeps context close to the work, which is especially helpful for teams that handle complex projects or knowledge-heavy work.

5. Customize Workflows in ClickUp

One of the strengths of the platform is the ability to tailor workflows for different kinds of projects and teams.

Design Custom Statuses

1. Open Space settings and find the Statuses section.
2. Decide on the stages your tasks go through.
3. Add, rename, or remove statuses such as Backlog, In Progress, Review, and Done.
4. Save your custom workflow for that Space or List.

Keep statuses simple. Too many stages slow down updates and create confusion.

Use Custom Fields

Custom fields add structured data to tasks, making it easier to filter, report, and prioritize. Common field types include:

• Dropdowns for priority or type
• Numbers for estimates or budgets
• Dates for key milestones
• People fields for stakeholders

Configure fields at the Space, Folder, or List level depending on how widely they should be used.

6. Collaborate Effectively in ClickUp

Team collaboration works best when communication stays close to the work instead of scattered across multiple apps.

Use Comments and Mentions

1. Open a task where collaboration is needed.
2. Add a comment with clear questions or updates.
3. Use @mentions to notify specific people.
4. Resolve comments once issues are fixed or decisions are made.

This approach builds a clear history of decisions and discussions for every task.

Share Docs and Views

You can share Docs, lists, and dashboards with teammates or external stakeholders. Configure sharing settings so that clients or partners see only what they need, while your internal team retains full control.

7. Compare ClickUp Features with Alternatives

When evaluating productivity tools, it helps to understand how they compare. The official comparison between this platform and Amplenote highlights differences in project views, automation, and collaboration depth. You can read more in the detailed comparison at this guide to ClickUp vs Amplenote.

In general, this tool focuses on unifying tasks, documents, and project management, while some note-first apps aim more at simple personal notes or journaling.

8. Optimize Your Workflow with Expert Help

As your team grows, you might want expert guidance to design scalable systems, advanced automations, or analytics dashboards. Specialized consultants can help you build robust processes and align the platform with your business goals.

For strategy, implementation, and systems design support, you can explore services from Consultevo, a consultancy focused on optimizing digital operations and tools.

9. Maintain and Improve Your ClickUp Setup

Once your workspace is running, schedule regular reviews to keep it lean and effective.

Run Monthly Reviews

• Archive old Lists and Folders you no longer use.
• Retire unused custom fields and statuses.
• Check dashboards and reports for accuracy.
• Gather feedback from your team on what feels complicated.

Continuous improvement keeps your system fast, reliable, and easier to adopt for new team members.

Document Your System

Create an internal Doc that explains your structure, naming conventions, and workflow rules. Link this Doc in a central place so everyone understands how to work inside the platform consistently.

By following these steps, you can turn this flexible tool into a central hub for tasks, notes, and projects, helping your team stay aligned and focused on meaningful work.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

Get Help

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