Marketing operations

Systems + tech

Business operations

Team operations

Client operations


I help service-based professionals and creative agencies build scalable backend operations that support growth and sustainability in business using ClickUp as the operational base.

Hi, I'm Jena

Talk about how to effectively build and manage teams within ClickUp. Cover topics like permission levels, assigning tasks to teams versus individuals, and using ClickUp for team communication.

Unlocking Productivity: How to Build and Manage Teams Seamlessly in ClickUp

Ever struggled with keeping track of who’s doing what in your team? Or maybe you’ve found yourself lost in endless email threads when trying to find a specific piece of information? Building and managing a team shouldn’t be complicated and overwhelming. This is where ClickUp comes in.

ClickUp promises to be a solution, offering a platform to keep everything organized. But, without a strategic approach, this tool alone might not solve all your problems. So, what can you? Whether you’re new to the platform or if you’re looking for more useful strategies, here’s how you can effectively build and manage your team within ClickUp, focusing on practical steps like setting permission levels, task assignment, and communication.

Starting Off: Building Your Team

First things first, you need to bring your team into ClickUp – it’s as straightforward as inviting them via email! But here’s the catch: not everyone needs to have the same level of access. Thankfully, ClickUp’s permission levels help manage this. From ‘Guests’ with limited visibility to ‘Admins’ with full control, assigning the correct permission levels is critical. It ensures that team members have the access they need to perform their tasks without overcrowding the workspace with too many permissions. Choose wisely who gets what because this will dictate what your team can see and do within the platform.

Task Assignment: Individuals vs. Teams

Did you know? ClickUp allows you to assign tasks either to individual team members or to teams! Just remember that each option has its own pros and cons.

  • Individuals. When you give a task to one person, it’s clear who’s responsible for accomplishing that task. This is great for tasks that need a specific touch or focus. But, just note that this can create bottlenecks if that person suddenly becomes unavailable.
  • Teams. On the other hand, assigning tasks to teams fosters a collaborative environment. It encourages brainstorming and collective problem-solving, distributing the workload more evenly. The potential problem? It can sometimes lead to ambiguity about who’s taking the lead, increasing the risks of the task being overlooked.

Here’s the strategy: Use a bit of both. For tasks that need special skills or attention, choose a person and let them own it. For broader tasks that benefit from collaborative effort, get the team involved. Just make sure someone is in charge of keeping it all moving forward. And don’t forget to check in! A quick message or update in ClickUp can keep everyone on the same page and push things along. It’s all about staying connected and keeping the workflow smooth.

Understanding Permission Levels

Now, let’s talk about those permission levels a bit more. Permission levels in ClickUp are about more than just who can see what – they’re about maintaining order and efficiency. Limiting access to certain areas can prevent confusion and ensure that team members focus on their responsibilities. For example, ‘View Only’ access is suitable for those who need to be informed but not directly involved in task execution, while ‘Full’ access is reserved for those who manage and edit tasks regularly.

Using ClickUp for Team Communication: Beyond Tasks

ClickUp isn’t just a task manager; it’s a communication hub. For example, the comments feature on tasks is a great way to keep all related discussions in one place! Instead of having conversations scattered across emails or other messaging platforms, you can keep all conversation within the task. It’s like having a mini-forum for each task where ideas, updates, and feedback live.

Encourage your team to use ClickUp’s comment feature for task-specific discussions. This keeps all relevant information in one place, making it easier for everyone to stay informed. For more general discussions or quick questions, the chat feature or even the @mention function can be effective without cluttering up task threads.

Aside from the comment feature, ClickUp also has other great tools you can take advantage of! Spaces, Folders, and Lists in ClickUp allow you to organize tasks in a way that makes sense for your team. Think of them as your digital filing cabinet – each project can have its own Space, with Folders and Lists under it to break things down further. This structure not only helps in keeping tasks organized but also in making it clear who’s working on what.

Automating Repetitive Tasks

Tired of doing repetitive tasks? Automate it! Automation is one of ClickUp’s best features, allowing teams to streamline repetitive processes. Automations can be configured to assign tasks, update statuses, and send notifications based on specific triggers. This not only saves time but it also helps maintain consistency and reduce the risk of errors.

Customization and Flexibility

One size does not fit all when it comes to team management, and ClickUp understands this. The platform offers extensive customization options, from custom statuses and fields to personalized views. This flexibility allows teams to customize ClickUp to their specific needs, creating a workspace that reflects their workflow and maximizes efficiency.

The Importance of Regular Check-ins

To keep your team aligned and to identify any issues early on, make sure to do regular check-ins! ClickUp’s Dashboards offer a visual overview of the team’s progress and workload. This tool can be used for quick daily check-ins or more detailed weekly reviews, providing insights into individual and team performance and helping to prevent bottlenecks.

Evolving with Your Team

ClickUp’s scalable platform can adapt to changing needs, which is great as your team and projects continue to evolve. The ability to adjust permissions, reorganize structures, and refine processes means that ClickUp can continue to serve as an effective management tool, regardless of the team’s size or complexity of projects.

The Bottom Line

Building and managing a team in ClickUp is about using the right tools and strategies to create a streamlined and efficient workflow. By carefully setting up your team, choosing the appropriate task assignments, and utilizing ClickUp’s communication and automation features, you can create a productive environment that supports collaboration and accountability.

Remember, the goal is to enhance your team’s performance, not to complicate their work. With ClickUp, you have the flexibility to design a workspace that meets your team’s unique needs, fostering a culture of productivity and success. By focusing on clarity, simplicity, and continuous improvement, you can ensure that your team not only adapts to ClickUp but also thrives within it. Good luck!

Building and Managing Teams in ClickUp


Leave a Reply

Your email address will not be published. Required fields are marked *

DFY Services

DIY TEmplates

For more, check out my services to help you streamline, systemize, and optimize your systems!

Join over 1500 others in the ClickUp for Entrepreneurs, Agencies, Marketers, & CEOs
FREE Facebook group to discuss, share, and learn about ClickUp solutions across
industries and user levels

Tips, Feedback, and Support Across Industries

Join the ClickUp Community