How to Use ClickUp for Visual Collaboration

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How to Use ClickUp for Visual Collaboration

ClickUp can centralize your visual collaboration, workshops, and meeting workflows into one flexible workspace that replaces multiple tools like Klaxoon, whiteboards, and task trackers.

This how-to guide walks you through setting up ClickUp as a complete alternative to legacy brainstorming and workshop apps, using ideas inspired by the comparison details found on the Klaxoon alternatives overview.

Why Choose ClickUp for Collaborative Work

Many teams outgrow basic whiteboard tools when they need structured tasks, documentation, and reporting. ClickUp combines these capabilities into a single platform so you do not juggle separate apps.

With one flexible workspace, you can:

  • Host interactive workshops and brainstorming sessions
  • Turn ideas into action items with due dates and assignees
  • Document outcomes in shared docs and knowledge bases
  • Track progress with dashboards and visual views

This makes it easier to replace traditional collaboration apps with ClickUp while keeping your processes connected.

Step 1: Set Up Your ClickUp Workspace

Before running a workshop or meeting, you need a structured place in ClickUp where everything lives.

1. Create a Space in ClickUp

  1. Sign in to your account.
  2. From the sidebar, choose the option to create a new Space.
  3. Name it clearly, for example: Workshops & Collaboration.
  4. Choose a color and icon that stand out to help teammates find it quickly.

This Space becomes your main hub for workshops, visual meetings, and brainstorming sessions.

2. Add Folders and Lists in ClickUp

Next, divide the Space into folders and lists to mirror how you run collaboration activities.

For example, you can add folders such as:

  • Team Workshops
  • Retrospectives
  • Brainstorming Boards
  • Planning Sessions

Inside each folder, create lists for specific teams or recurring meetings. Using ClickUp this way keeps materials organized so you can reuse templates and track outcomes across sessions.

Step 2: Build Collaborative Whiteboards in ClickUp

To replace virtual meeting boards, use Whiteboards in ClickUp for real-time visual collaboration.

1. Create a Whiteboard

  1. Open the Space or list where the session will live.
  2. Select the option to add a new view.
  3. Choose Whiteboard as the view type.
  4. Name the view based on your activity, such as Sprint Retro Board or Product Discovery Map.

This gives your team a canvas similar to traditional workshop tools, but embedded directly in ClickUp.

2. Add Interactive Elements in ClickUp Whiteboards

On your whiteboard, you can add elements that support multiple collaboration styles:

  • Sticky notes for rapid idea capture
  • Shapes and arrows for mapping flows and systems
  • Text boxes for instructions or agendas
  • Images or screenshots for visual reference

Arrange these elements into sections like Ideas, To Discuss, and Next Steps so participants know where to contribute.

3. Convert Ideas to ClickUp Tasks

Instead of leaving insights on static boards, turn them into work items directly in ClickUp.

  1. Click on an idea or sticky that should become an action item.
  2. Use the option to convert it into a task.
  3. Assign the task to the right owner.
  4. Add due dates, priority, and any relevant tags.

Because boards and tasks live in the same platform, your workshop outcomes stay connected to ongoing project work.

Step 3: Run Structured Meetings in ClickUp

You can move beyond informal whiteboards and run fully structured meetings using docs, tasks, and whiteboards together.

1. Create a Meeting Doc in ClickUp

Docs in ClickUp help you capture agendas, notes, and decisions in one place.

  1. Within your meeting list, create a new doc.
  2. Name it based on the meeting, such as Q1 Planning Workshop.
  3. Add key sections: Agenda, Discussion, Decisions, and Action Items.
  4. Share the doc with attendees ahead of time.

During the meeting, participants can add comments, update sections live, and link directly to relevant tasks.

2. Link Docs, Tasks, and Whiteboards in ClickUp

To keep context connected, create links between your collaboration assets.

  • From the doc, insert links to related tasks or whiteboards.
  • From tasks, add references back to the doc summarizing the session.
  • On the whiteboard, include text blocks that link to the doc and lists for quick navigation.

This structure allows anyone to trace decisions from idea to implementation within ClickUp without switching tools.

Step 4: Use ClickUp Views to Track Outcomes

After workshops and retrospectives, managers need to see how ideas translate into measurable progress. You can do this with views and dashboards inside ClickUp.

1. Configure Task Views in ClickUp

Create multiple views tailored to follow-up work:

  • Board view for Kanban-style tracking of action items
  • List view for detailed filtering and sorting
  • Calendar view to see commitments across weeks and months
  • Gantt view for timeline and dependency tracking

Group items by status, assignee, or priority so it is clear what came out of each session and who owns what.

2. Build Dashboards in ClickUp

Dashboards give leaders a single place to see the impact of collaborative work.

  1. Create a new dashboard focused on workshops and meetings.
  2. Add widgets that show task counts by status, workload by assignee, and timelines.
  3. Filter widgets to only include lists used for collaboration events.

This turns qualitative session outcomes into quantitative metrics inside ClickUp.

Step 5: Standardize Collaboration Processes in ClickUp

Once you have solid workflows, you can templatize and scale them across teams.

1. Build Templates for ClickUp Whiteboards and Docs

For recurring activities like retrospectives and planning, save proven formats as templates.

  • Create a whiteboard with sections that match your meeting style.
  • Save it as a reusable template in your workspace.
  • Create a doc template with standard headings and prompts.
  • Use these templates whenever you schedule a new session.

Templates help teams stay consistent and ensure nothing important is missed during collaborative events.

2. Align Cross-Team Workflows in ClickUp

As different groups adopt the platform, align your setups so collaboration scales smoothly.

  • Use shared naming conventions for spaces, lists, and views.
  • Set standard statuses for tasks that come from workshops.
  • Define clear guidelines for when whiteboard items should become tasks.
  • Document these standards in a central operations doc.

This creates a predictable experience in ClickUp for every team, whether they run retrospectives, design sprints, or planning sessions.

Next Steps: Expand Your ClickUp Usage

Once your collaboration workflows run smoothly, you can extend ClickUp to manage full projects, sprints, and strategic initiatives without leaving the platform.

If you want expert help refining processes, you can find consulting resources at Consultevo, which focuses on modern productivity ecosystems.

By consolidating whiteboards, meeting notes, and task management into ClickUp, your team benefits from a single source of truth that keeps ideas, discussions, and execution tightly connected.

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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