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How to Use ClickUp for Beginners – A Beginners Guide

Sep 25, 2023 | Latest, Marketing Tips, Marketing Tools, Organizational Tips

How to Use ClickUp for Beginners – A Beginners Guide

As an entrepreneur no doubt you have a never-ending to-do list, multi-tasking at every turn. Like many, you have probably found yourself to be overwhelmed at times, trying to keep up and keep track of everything that you have to get done.

The key to staying ahead of the curve is to use a project management tool like ClickUp. In fact, it’s a necessity to help you manage your time efficiently and not miss a beat. In this blog, we share with you how to use ClickUp for beginnings to help you get started with this amazing project management tool.

Here at Haymes Digital Marketing, we love being productive and organised. Managing multiple clients and working with our team, we need to stay up-to-date and on top of all of our projects and tasks.

The key is to find the right organisational tool that suits you and your business. It doesn’t need to be complex or expensive. But it needs to work for you and your team.  We have tried and tested many project management tools from Asana to Trello, to Monday and more.

But we can’t seem to pull ourselves away from ClickUp. It has become our favourite project management tool, that we just love.

how to use clickup

What is a Project Management Tool

Project management tools are software solutions used to streamline the planning, execution, and management of projects and tasks. These tools offer a unified platform to organise and monitor small or large projects, tasks, schedules, resources, and communication.

They help you keep track of project deadlines, communication, updates and more, which really is crucial if you’re running a small business or have a team in place, even if it’s only a team of two.

But in fact, we have been using ClickUp for a while now and started out on the program as a solopreneur. So it doesn’t matter what size team you have, using a project management tool is a must.

Why Use a Project Management Tool

If you are ready to transform chaos into order and enhance your productivity and efficiency – then it’s time to upgrade to a project management tool. A project management tool not only offers you the capability to stay organised but also helps you streamline your tasks.

Whether you are a solopreneur or a business owner with a small team, taking your to-do list online into a project management system will be the best thing that you ever did for yourself and your business.

how to use clickup

Introducing ClickUp

Now we get to the fun part of this blog by introducing you to the amazing ClickUp. An all-encompassing project management platform aiming to replace multiple apps and the well-trusted and loved – pen and paper!

If you are a person who has struggled with the idea of moving away from post-it notes or pen-and-paper to-do lists, we hear you! It took us a while to be ok with moving away from these methods! But once you do and start using a tool like ClickUp, you will never look back!

ClickUp integrates with popular tools like Zoom, Google Drive, and GitHub, providing robust analytics and flexibility. ClickUp operates on four levels of hierarchy: tasks, lists, folders, and spaces.

Tasks are individual work items, lists are collections of tasks forming projects or sprints, folders group lists, and spaces encompass teams or departments and their projects.

how to use clickup

Why We Love ClickUp For Project Management

All-in-One Platform

ClickUp provides an environment for individuals or teams to handle various tasks, making it simpler to manage projects from start to finish. With ClickUp, you can create, assign, and track tasks, set due dates, and monitor progress in real-time.

The platform works amazingly for team collaboration by allowing members to communicate via comments, add tags for better organisation, attach files, record screen share videos and even set up integrations with external tools.

User Friendly Interface

ClickUp has a user-friendly interface and intuitive design. New users can quickly get started and set up their projects without extensive training. At first, there may be a bit of a learning curve as you learn the platform, but there are plenty of helpful tutorials and onboarding resources to guide you through the setup process.

ClickUp also has responsive customer support available to assist users with any questions or issues they might encounter during their journey with the platform. It’s very easy to reach out to them and get the support that you need.

Customisability

You are able to customise ClickUp to suit your needs. You can configure workspaces with custom fields, tags, and views to suit your specific project management workflows.

You can use different coloured codes for your task statuses, and use different views depending on your preferences, such as a list or a visual board.

ClickUp can be tailored to fit your business style and personality perfectly. This ensures you and your team can work the way it’s most comfortable and easy to manage.

how to use clickup

Offline Mode

ClickUp’s got your back with its nifty Offline Mode. This means you can keep chipping away at your tasks, make edits, jot down your brainstorming ideas, and even comment on tasks without internet access. When you are back in the zone of Wifi, ClickUp syncs all your updates and changes.

Scalability

ClickUp has so many amazing features. You can keep it simple and low-key, or when you start to grow, and have more projects and team members, it has the space to grow with you. Giving you the flexibility of scaling as your business grows.

how to use clickup

Before we get Started with Setting up Your ClickUp Space

The first thing you need to do is to familiarise yourself with the ClickUp hierarchy. This will give you a bird’s eye view of ClickUp as a whole.

The left-hand sidebar is home to your Spaces, Folders, Lists, and Views. The main panel is where you’ll manage your tasks, while the right-hand sidebar is where task details live

how to use clickup

Workspaces

Workspaces act as the top-level containers where you can organise all your Spaces, Folders, and Projects. Think of a Workspace as the overall environment for a specific team, project or business.

Spaces

Within each Workspace, you can create Spaces, which are collections of related Folders or Projects. Spaces are ideal for grouping tasks and projects with similar objectives or themes. For example, you might have a Space dedicated to a particular client or a ClickUp space for a specific area of your business.

Folders

Within each Workspace, you can create Spaces, which are collections of related Folders or Projects. Spaces are ideal for grouping tasks and projects with similar objectives or themes. For example, you might have a Space dedicated to a particular client or a ClickUp space for a specific area of your business.

Projects and Lists

Folders help to further organise your Projects. You can use Folders to categorise and group Projects based on specific criteria, such as marketing campaigns, administration, online courses and more. They help you to cluster different parts of projects together.

Tasks

Within Lists, you create individual tasks, each with its due date, description, and notes. A ClickUp Task represents your to-do list. The list of steps you need to take in order to complete a project.

You can assign tasks to specific team members, set priorities, and track their progress, ensuring that all aspects of the project, including client work, are efficiently managed and completed on time.

How to Use ClickUp – Beginner’s Guide

Step 1: Sign Up and Create Your Workspace

how to use clickup

1. Sign-up: Sign-up for your free version of ClickUp here. You can also choose a paid account, but you can choose to upgrade later on.

how to use clickup

2. Name Your First Space: Create a new space by clicking on the “Create New Workspace” button. Give your workspace a name that reflects its purpose, such as the project name or section of your business.

For example, you may have more than 1 business or different teams that need to be separated into different groups. A space or workspace within ClickUp is a great way to achieve that.

how to use clickup

3. Inviting Your Team: If you have a team, invite them to collaborate on the workspace by entering their email addresses. They will receive invitations to join your ClickUp workspace.

how to use clickup

4. Customise Your Workspace: Choose a colour theme, enable or disable features, and more.

Step 2: Set Up Your Folders, Lists & Tasks

Folders in ClickUp are the primary sections that you can use to manage your projects. Folders are equivalent to a specific project and within those folders, you can create lists and then tasks.

Here’s how to set up your folders:

1. Navigation: Navigate to the Left Sidebar.

2. Dropdown Menu: Click ‘New’ on the sidebar or + sign. Click on it to reveal a dropdown menu.

how to use clickup

3. Click ‘Folder’: Select ‘Folder’ from the dropdown menu. This will initiate the process of creating a new Folder.

how to use clickup

4. Create Folder: A prompt will appear asking you to name your new Folder. Choose a name that reflects the project or the type of tasks the Folder will contain.

Here’s how to set up your lists:
how to use clickup

1. Navigate to the desired Folder: Locate and click on the Folder where you want to add the List.

2. Click ‘Add List’: Within the Folder, you’ll find an ‘Add List’ button. Click on it to start creating a new List.

3. Name Your List: A prompt will appear asking you to name your new List. Choose a name that matches its purpose or the tasks it will contain.

4. Add Description (Optional): Once named, you may add a description to provide additional information.

5. Save Your Changes: Click on the ‘Save’ button to save your new List.

Here’s how to set up your tasks:
how to use clickup

1. Locate Your List: Navigate to the List where you want to add the Task.

2. Click ‘New Task’: Within your chosen List, find and click the ‘New Task’ button.

3. Name Your Task: A prompt will appear asking you to give your new Task a name. Be specific so you can easily remember what the task involves.

4. Add Task Description (Optional): You can provide more details about what the Task involves or instructions on how to complete it.

5. Assign Task (Optional): If the task is meant for a specific team member, you can assign it to them in this step.

6. Set Due Date (Optional): If the task needs to be completed by a certain date, you can set the due date.

7. Save Your Task: Click on the ‘Save’ button to make sure all the details of your new task are stored properly.

How to use clickup for beginners - a beginners guide

Step 3: Set Up Your Statuses

ClickUp has a status feature that helps you track the progress of your tasks. The statuses can be customised to fit your workflow needs, but by default, ClickUp provides four standard statuses: ‘Open’, ‘In Progress’, ‘Review’, and ‘Closed’.

We love using status that tells us the stage the project is at and you can fully customise these according to your business workflow. For example, you can add statuses like ‘design’, ‘approved’, ‘needs editing’, etc.

Statuses need to be set for each folder and list. You can create new ones as needed or duplicate other folders and lists or create templates to use over and over again.

Here’s a straightforward guide to setting up statuses:

how to use clickup

1. Navigate to ‘Spaces’: On the left side of your ClickUp dashboard, find and click on ‘Spaces’.

2. Select Your Space: Choose the Space for which you wish to create or modify statuses.

3. Click on ‘Settings’: Within your chosen Space, find and click on the ‘Settings’ button.

4. Locate ‘Statuses’: In the Settings menu, locate and click on ‘Statuses’.

how to use clickup

5. Create or Modify Statuses: Here, you can create new statuses or modify existing ones. Click on ‘Add Status’ if you want to create a new status. Input the name of the status and choose a colour for it.

6. Save Your Changes: After setting up your statuses as desired, remember to click on the ‘Save Changes’ button to store your new settings.

By making use of the custom statuses, you can better organise your tasks and keep track of their progression in ClickUp.

Step 4: Choose Your View

In ClickUp, there are multiple ways to view your tasks for better project management and productivity. Some of our favourites include List view, Board view and  Calendar view. You can switch views by simply navigating to the top of the app and clicking on the relevant view or by clicking the + button to choose from more options.

how to use clickup

List View: This view presents your tasks in a simple, clean list format. It’s ideal for larger projects with numerous tasks, allowing you to easily scroll through and see everything in one place.

It’s also excellent for tasks that don’t need to be visualised in a specific sequence or hierarchy. Great to use if you just need a list of your tasks.

how to use clickup

Board View: The Board view is perfect for visualising your project’s workflow in a Kanban-style layout. Each task appears as a card and can be moved between different status columns, making it easy to visually track progress.

They work very similar to Trello boards where all of your tasks are laid out in a board format. This view works wonders if you are a visual person and you like to be able to move tasks from one board to the next. Boards are great for mapping out your online course and creating YouTube videos or social media content.

how to use clickup

Calendar View: The Calendar view in ClickUp offers a visual and chronological display of your tasks. Each task appears as an event on the day it’s due, allowing you to easily see at a glance what’s coming up in your schedule.

This view is ideal for time-specific tasks and deadlines, and for those who prefer having a visual timeline of their work. The Calendar view also integrates seamlessly with ClickUp’s integrations with Google Calendar, making it even more convenient for those already using that platform.

Just like with other views, you can switch to the Calendar view by clicking on the ‘Add View’ button and selecting ‘Calendar’.

Step 5: Create Automations

ClickUp Automations are designed to help you streamline your workflow by automating routine actions. With the automation feature, you can create custom rules that trigger specific actions when certain conditions are met, saving time and increasing efficiency.

For example, you can set up rules to automatically assign tasks to team members when they enter a specific status, send reminders to overdue tasks, or generate reports when certain milestones are achieved.

To use ClickUp’s Automation tool, follow these simple steps for beginners:

how to use clickup

1. Navigation: Navigate to the space, folder, or list where you’d like to set up your automation.

2. Click on the ‘Automations’: Click on the ‘Automations’ button located in the top right corner of the screen.

how to use clickup

3. Add Automation: In the Automations menu, click on the ‘+Add Automation’ button.

how to use clickup

4. Create Automation: A new window will open where you will see a list of pre-made automation recipes. You can select one that fits your needs, or create your own custom automation.

To create a custom automation, you need to define a ‘Trigger’ (what initiates the automation) and an ‘Action’ (what happens once the trigger condition is met).

how to use clickup

5. Samples of Automation: For example, to create an automation that changes the task status to ‘In Progress’ when a new comment is added, you would select ‘Task Comment Added’ as the Trigger, and ‘Change Status’ as the Action.

how to use clickup

6. Save your Automation: Click on ‘Apply’ to save your automation. Now, your automation rule is active and will run whenever the specified trigger condition is met.

Step 6: Customising Your Workspace

ClickUp offers various ways to customise the visuals of your workspace. To get started:

how to use clickup

1. Navigation: Navigate to the ‘Settings’ menu, usually found in the lower-left corner of the screen.

how to use clickup

2. Set-up Your Preference: Select ‘My Settings’ to access a range of customisation options. If you prefer a darker layout, try activating ‘Dark Mode’. For a more personalised touch, select ‘Custom Themes’ to modify the colour schemes and overall look of your workspace. You can also adjust the ‘Density’ settings to control the amount of information displayed on-screen.

how to use clickup

3. Spaces, Folders, Lists: You can also use ‘Spaces’, ‘Folders’, and ‘Lists’ to organise your tasks visually. These can be colour-coded for easy identification and more efficient navigation.

4. Save Changes: Click ‘Save Changes’ to apply your new settings.

Step 7: Turn Your Notifications On or Off

One last thing to set up in your ClickUp dashboard is to turn your notifications on or off.

You will want to do this, otherwise, you will receive email or mobile notifications for each and every change you make in ClickUp, such as adding new tasks, leaving a comment etc.

how to use clickup

1. Go to Settings: Navigate to your ‘Settings’ menu, typically located in the lower-left corner of the screen.

2. Choose ‘Notifications’: Toggle on or off different types of notifications. You can decide whether you want to be notified about task updates, due dates, mentions, and more.

3. Set Your Notifications: To turn notifications on or off, simply click the checkbox beside each notification type.

4. Save Changes: Remember to click ‘Save Changes’ to apply any modifications.

In Summary

ClickUp is designed to empower you with the knowledge and skills to get started with this amazing project management tool. ClickUp’s features and functionality can bring structure to your workflow, increase productivity, and streamline your tasks.

If you are a solopreneur or have a small team, ClickUp won’t disappoint. You may find it a little overwhelming at first as you learn the system – but once your training wheels are off you will fall in love and won’t look back.

Next Steps

Now that you’ve learned about this powerful tool sign up for your free ClickUp account here. ClickUp is a game changer and the best choice for making the most of your project management.

Please note that some of the links in this post are ‘affiliate links.’ This means that if you click on the link and make a purchase, we will receive an affiliate commission.

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