How-to: ClickUp
ClickUp is MMM’s new project management tool of choice - here’s how to get started on it!
P.S. Please download the desktop ClickUp app vs using the web version!
P.P.S Reach out to CoachJ on Discord if you need access to ClickUp
Hierarchy Structure in ClickUp
Workspaces are the top level of hierarchy in ClickUp - when you gain access to the platform, you’ll be invited to the MMM workspace.
Within the Support Squad space, folders are used to delineate between the various teams that make up the Support Squad.
Lists are containers for tasks on ClickUp, and the equivalent of initiatives at MMM.
Initiative - a big picture goal that maps to our Essential Intents, a grouping of projects that spans multiple months in a season.
Lists can be identified by a dotted line circle, and can live inside either spaces or folders.
A note on folders and lists: Folders can be used to group lists on ClickUp, but are not necessary to do so. You can choose to not use folders, and create lists that live in spaces instead. That is what we’ve done for Products, Community and Programs initiatives, which exist as lists inside their respective spaces, while Support Squad initiatives exist as lists within their respective folders.
Tasks are the actionable items meant to progress through a flow of statuses to completion, and the equivalent of projects at MMM.
Project - a grouping of actions that reach a specific end goal
Each task (project) will always have one parent list (intiative), but can exist and be automatically updated in multiple lists simultaneously - meaning that cross-functional projects will be accurately reflected across their related initiatives.
Subtasks are created within a task, and represent the more granular, detailed action items required to complete a project at MMM.
Creating Lists and Tasks
List
Lists can be created by clicking the plus sign next to a space.
Useful tips for lists
- Drag and drop to reorganize lists between different folders or spaces
Tasks
To create tasks, simply click the +Task button in the lower right corner of the screen.
Some useful tips for tasks
- Add watchers to any task by selecting the eye icon on the bottom. Watchers aren’t assigned to the task, but will be notified of any changes within the task.
- Add a due date to the task with the calendar icon
- Add priority by clicking on the flag icon
- Add dependencies to clearly identify which tasks are blocking and waiting on others (huge!!)
Views
There are many ways to view tasks in ClickUp. All our spaces are set up with Lists, Board, and Gantt view to start, but we can change those at any time.
We can also customize how views are built (huge!!). An example of this - Protocol Launch view, which can be found in the Everything space. CoachJ requested an at-a-glance view for all moving pieces related to protocol launches, which was accomplished by adding a Gantt view and filtering for the related lists, or initiatives.
Quick Action Menu
In the bottom-right of the main screen, this menu provides quick access to several useful features, including Notepad and Reminder.
Notepad is especially useful for personal to-do lists, brainstorms, random inspiration, etc. Use the slash / command to bring up a menu of options.
P.S. You can convert notes into tasks or docs!
Resources
ClickUp has a very thorough help center, as well as courses that you can take to familiarize yourself with the platform.