“This isn’t what I’m used to!”
Can you hear that voice in your head?
Just like with *any* new habit, overcoming the adoption barrier of a new project management tool is one of the things you have to do when you make a switch.
But remember: new isn’t bad; it’s just different.
That difference doesn’t have to be stressful–in fact, it could be rewarding. Especially when you unlock the full power of a productivity platform like ClickUp.
In this post, you’ll learn the 5 essential secrets that can help you get started with ClickUp. I’m confident once you learn these secrets the tool will be much easier to use, and you’ll be more productive than ever before!
Secret #1: Organizing Your Hierarchy
The biggest secret to getting started with ClickUp is the hierarchy…and it’s easy to set up. Once you structure your teams with Spaces, Projects and Lists, everything else will be a breeze.
At the top of the hierarchy are teams, and creating a team is the first thing you’ll do in ClickUp! Most people use this feature to separate different companies, or groups that do not work together at all. You are not limited on the number of teams you can create, but we suggest not going too crazy with this part of the hierarchy! Here at ClickUp, we only have one team for our entire company because we all work together.
Next in the hierarchy is Spaces. Spaces are unique, because each can have its own settings. For example, you might enable the Github integration and custom statuses for your development Space while only utilizing simple statuses for your sales Space. You can also make Spaces private, and this is how most people work with clients within ClickUp. At ClickUp, we use Spaces to separate our different functions. Development, hiring, and customer service all have their own dedicated Spaces.
Under Spaces, we have Projects. The best way to think of a Project is essentially as a container for the different pieces that go into a product goal. You might have one Project for April in your sales Space, and another for frontend in your development Space.
Beneath Projects, are Lists. Lists contain the items that make up a piece of your project goa. Like Projects, Lists are folders, but they hold related tasks.
At the bottom of the hierarchy sits tasks. Tasks are the core element of what needs to be done, and can be assigned to a specific person, or even multiple assignees. You can set due dates and assignees within the task, and also create subtasks and checklists. Subtasks and checklists allow each task to be broken down into smaller parts, and you can assign them to anyone for maximum accountability.
The ClickUp hierarchy provides the perfect amount of structure – something lacking from so much of our competition.
Secret #2: Customer Success
The next secret of ClickUp is that it’s super easy to get your questions answered. Say goodbye to waiting days on end for a reply from customer service, or not being able to find the answer to your question anywhere on the website. We have a dedicated docs section which has the answer to almost any question you might have. Just search for a keyword within the doc’s search engine and you should be able to find your answer. If you cannot, don’t fret! We have an award-winning customer service team ready to answer your questions 24/7. Most customer service sucks, and we set out to change that. No really, test it out! Send us an email right now at email@example.com and we will get back to you right away 🙂 We also have a live chat that you can access at all times if you need an instant answer to your question. Our customer service truly sets us apart from competitors and you should not hesitate to reach out if you have any questions at all.
Secret #3 The Features You Need
Another awesome secret about ClickUp is that we’re working on new features all the time! We are still a pretty new platform, so we’re still building (but even being new, we still have way more features than our competitors 😉 ). When a client requests a feature, we immediately let our development team know and try to get that feature out as soon as possible. If you start using the software and notice we’re missing something, feel free to let the client success team know. Chances are, we’re already building it and can get you an estimate of when it will be released.
You are always encouraged to utilize our feedback board, where you can leave your suggestions for new features or vote on other suggestions. Most of the time, another client has alerted us that they want the feature so it is already on our radar! The more upvotes a feature has, the higher priority it will be and the sooner it will get released. You can also see what features have just been released, and what’s coming soon. ClickUp thrives on feedback and we love to implement client suggestions. Don’t think twice about letting us know if there’s something we’re missing.
ClickUp is a productivity platform is completely customizable, so it’s important to get the features right for your particular company. Once you understand the hierarchy and have gotten your questions answered, it’s time to play around with the features and figure out what will work best for you.
For example, unlike many project management platforms we offer the ability to assign tasks to multiple people. Many people may not want to utilize this feature, so we offer the ability to turn it off. In the ClickApps section under settings, you can go through our different optional features and decide which ones will work best for your team.
More awesome features in ClickUp that you’ll like:
- Recurring tasks: customizable like all of our features!
- Multi-task toolbar: easily select and perform action on multiple tasks at once
- Custom statuses: we don’t limit you by forcing you to keep tasks simply “open” or “closed” (although you can do that, too!)
- Priorities: make sure you work on the important tasks first
- 3 different views, even on a Free Forever plan
- Calendar view: easily drag and drop tasks
- Notepad: take quick notes visible to only you
- Plenty more coming soon (new features are released weekly!)
You can even customize the features to only apply in certain Spaces since the platform is fully customizable, and this is something that differentiates us from all our competitors. If you’re having trouble deciding which features will work best for your team, one of the best things about ClickUp is that we offer demos for free, and this can help you optimize the platform for your unique situation. Do not hesitate to schedule a demo if you need some help optimizing ClickUp for your business. There might be a small wait, but we promise it will be worth it! Once you set up ClickUp, we have no doubt that you’ll love it as much as we do!
Secret #4: Flexibility
Another awesome aspect of ClickUp is that we don’t lock you into your choices. Some project management tools lock you into a single view or setting, but we allow you to change these around as much as you want.
After you understand the hierarchy, get your questions answered, request any new features, and optimize the platform to your business, it’s time to get even more productive by using hotkeys. Hotkeys make it so much easier to navigate and get sh!t done within ClickUp!
As you might have guessed, we’ll be adding more as we find the need for them. Our main goal is to make you as productive as possible, and hotkeys are an excellent way to do this.
We are also extremely flexible with editing- we have super-rich text editing so we don’t limit you to simple text or complex markdown, even though you are welcome to use those features if you prefer to.
ClickUp also integrates with many other apps, so if we don’t already have something, it’s likely you can get it done right now using an integration. For instance, we have Harvest and Toggl integrations for time tracking. With integrated time tracking, you get the reports you want in the services you like to use but can keep your work organized and focused within ClickUp. Download the ClickUp Chrome Extension to take advantage of native time tracking. This also helps you to estimate for the length of a task without leaving the place where you do your work.
Our flexibility is truly one of the best things about ClickUp, and allows a wide variety of teams to use ClickUp. You are not locked in to a single setting choice, so your project management can change as you company evolves! Check out how two very different teams, The Yarnpreneur Society and Soundstripe have customized ClickUp to suit their needs. You’ll find that the options are truly endless.
Secret #5: Easily Organize Your Day
We often get questions from clients asking how they can quickly jot down their thoughts without creating a task or letting the entire team see. Luckily, there’s an easy solution– our notepad feature. Our notepad allows you to easily jot down your thoughts! This allows you to quickly write down things as you think of them, so you can go back later and make a task out of the most important thoughts.
You can also make a quick to-do list for the day, or easily write down your grocery list if you think of it while you’re at work within ClickUp. You can even use our markdown features to create a checklist or numbered list with your thoughts. Here at ClickUp, most of us use the notepad feature to quickly jot down product improvement ideas or things we need to do at home later that night. It allows for seamless synergy between work and personal life.
Another great feature for planning your day is the task tray. Many clients don’t know about our task tray, but it’s one of our most useful features. This allows you to have a visual representation of the tasks you need to work on today, and easily access them. As a bonus, it’s rewarding to finish a task and not only get to close it, but also remove it from your tray. The task tray goes beyond priorities and due dates, and allows you to manually save your daily tasks so they’re right in front of you all day. It’s innovative because it isn’t disruptive to your general workflow and still allows you to see all your information, and it’s also incredibly useful and an excellent way to keep on top of your daily work.
By combining the notepad and task tray, you’re all set to manage your daily tasks and keep organized. You can easily use the notepad to write down ideas as you think of them, and use the task tray to keep your priorities straight and keep your daily goals in mind.
Now that you know the top 5 secrets for getting started within ClickUp, you are ready to play around with the platform. I highly suggest you take a look at the different levels of the platform, and don’t forget that settings can vary between spaces. If you have any questions, look at the docs or reach out to our client success team. We’re not like other customer service teams; we actually love to help and are happy to answer your questions! If you notice we’re missing a feature, be sure to let us know and add it to our feedback board. We’re probably already working on it, but we love feedback and want to make sure our platform has everything our clients want- we’re trying to create the perfect project management platform, after all!
Play around with the settings and make sure you get them set up in a way that will best suit your team; our customization is endless and this is one of the best things about ClickUp! Have fun using the tool, get shit done, and let us know if you have any questions or feedback!