How to Run Meetings in ClickUp

Our meeting effectiveness survey shows that nearly 40% of respondents attend between four and more than eight meetings per week, with each meeting lasting up to an hour.

When meetings work well, that time turns into clarity, decisions, and momentum. When they don’t, you’re basically hosting a weekly reunion where everyone comes, catches up, and leaves without anything changing.

The problem is everything happening around the meeting.

You’re switching between your calendar view, a doc that three people are editing at once, and a task management tool that has no idea a meeting even happened. By the time you corral all the pieces, you’ve forgotten why you called everyone together in the first place.

This guide walks through how to run meetings in ClickUp, from setting the agenda to tracking what actually gets done afterward. Let’s get started! 🎯

How to Run Meetings in ClickUp

What ‘Running Meetings in ClickUp’ Means

Running meetings in ClickUp means creating the agenda, taking notes during the call, assigning tasks from discussions, and keeping everything connected to the projects affected by those decisions.

The practical difference shows up in two ways:

Context stays intact: Meeting notes link directly to the tasks, projects, or docs being discussed, so nobody needs to dig through remote work tools
Accountability becomes visible: Meeting tasks appear in the same views your team already monitors, which means follow-through happens as part of normal work cycles

With your meetings in the same system as your tasks, you can easily eliminate Work Sprawl., aka the fragmentation of work activities across multiple, disconnected tools, platforms, and systems that don’t talk to each other.

🔍 Did You Know? There’s a real phenomenon called a ‘meeting hangover.’ It’s a period of reduced focus and motivation after a frustrating or unproductive meeting.

Why Teams Run Meetings in ClickUp Instead of ‘Wherever the Calendar Lives’

Teams move their meetings into ClickUp, the world’s first Converged AI Workspace, to eliminate fragmentation. This matters for a few specific reasons:

Searchability improves: Find meeting decisions by directly searching the project they relate to
Onboarding gets easier: Connect meeting history to active work, so new members understand why things are built the way they are
Tracking follow-ups becomes automated: Use ClickUp AI to create ClickUp Tasks from meeting discussions

Bringing meetings into ClickUp means fewer meeting management tools to manage and fewer places where decisions get lost.

📮ClickUp Insight: 37% of workers send follow-up notes or meeting minutes to track action items, but 36% still rely on other, fragmented methods.

Without a unified system for capturing decisions, key insights you need may get buried in chats, emails, or spreadsheets. With ClickUp, you can instantly turn conversations into actionable tasks across all your tasks, chats, and docs—ensuring nothing falls through the cracks.

Turn conversations into clear action items with ClickUp

Step-by-Step: How to Run Meetings in ClickUp

If you’ve ever wondered how to run effective meetings without losing track of what’s important, you’re in the right place. Below is a simple, step-by-step walkthrough to help you plan, host, and follow up on meetings in ClickUp. 📝

Step #1: Set up a meetings hub in your workspace

Create a Meetings Hub as your single source of truth for all meeting activity, making it easy to find agendas, notes, and follow-ups.

To create a Meetings Hub in your ClickUp workspace:

Create a new List in ClickUp called Meetings Hub, so all meetings are centralized

ClickUp List: Centralize all meeting related tasks agendas and follow ups in a dedicated Meetings Hub list_how to run meetings in clickup — *Create a ClickUp List titled ‘Meetings Hub’*

For every meeting, add a new ClickUp Task to this List so each meeting has its own dedicated space

ClickUp Tasks: Track individual meetings action items and ownership directly inside your Meetings Hub list — *Add ClickUp Tasks to your Meetings Hub list*

Attach a ClickUp Doc to each meeting task for collaborative agendas and notes so multiple people can contribute before, during, and after the meeting
Add ClickUp Custom Fields to track meeting owner, type, or follow-up status so you can filter and report on meetings easily

ClickUp Tasks: Organize meetings using Custom Fields like agenda type owner priority and meeting status — *Organize your meetings with Custom Fields in ClickUp Tasks*

Use @mentions in Tasks or Docs to notify participants and keep everyone aligned on expectations and outcomes

🔍 Did You Know? In the late 20th century, the number of meetings attended by the average employee doubled. Executives were spending nearly 23 hours per week in meetings by the 1990s, more than a full workday just talking to others rather than doing focused work.

Step #2: Plan the agenda collaboratively in ClickUp Docs

ClickUp Docs: Create meeting notes and link Docs directly to Tasks for better context and follow through — *Create and link Docs in ClickUp to your Tasks*

Collaborative meeting agendas ensure everyone arrives prepared and aligned, saving time and surfacing key topics early. ClickUp Docs makes it easy for all attendees to contribute before the meeting starts.

To plan your agenda:

Draft the agenda items using headings, tables, or banners for a clear structure
@mention attendees in the Doc to invite them to add topics or questions
Encourage team members to comment or suggest edits directly in the Doc, so feedback is captured in one place
Use a meeting notes template from the Template Center to maintain consistency, so you don’t have to start from scratch each time

🔍 Did You Know? Some of psychology’s first formal organizations literally started in meetings. For example, the Psychonomic Society was founded in Chicago in 1959 when a small group of experimental psychologists gathered to share research.

Step #3: Run live meetings inside ClickUp with SyncUps

ClickUp SyncUps allow your team to meet in real time, right inside the task management software, so context and collaboration stay together. This is ideal for standups, brainstorming, or any meeting where live discussion is valuable.

To run a live meeting:

Open any ClickUp Chat channel, direct message, or ClickUp List to start a SyncUp

ClickUp SyncUps: Start an instant SyncUp call directly from ClickUp to align without switching tools — *Tap the phone icon to start a ClickUp SyncUp*

Click the option to start a SyncUp for instant voice or video collaboration, so everyone can join quickly

ClickUp SyncUps: Collaborate live with teammates using SyncUps for quick discussions and decisions — *Collaborate with your team members with ClickUp SyncUps*

Wait for participants to join; the system posts a message so latecomers can hop in without missing context

ClickUp SyncUps: Join an ongoing SyncUp instantly from ClickUp Chat without disrupting workflow — *Join the ClickUp SyncUp from Chat*

Share your screen to keep everyone engaged and focused on the discussion
Record the SyncUp if you want a reference for later, so nothing is lost, and access it from the ClickUp Clips Hub

ClickUp SyncUps: Record SyncUps to capture discussions decisions and context for future reference — *Record the ClickUp SyncUp*

💡 Pro Tip: If you’re running a meeting in an external conferencing tool like Zoom or Google Meet, ClickUp’s AI Notetaker ensures no detail is missed. It frees you to participate fully by automatically creating a comprehensive record of your meeting.

To use the AI Notetaker:

Ensure your ClickUp Calendar is connected to Outlook or Google Calendar events

ClickUp Planner: Sync meetings with external calendars to keep schedules aligned across tools — *Connect ClickUp Calendar* *with your external calendar apps*

Enable the AI Notetaker for your meeting by toggling it on in the Planner, so it joins as an attendee
Let the AI tool record and take notes during the meeting so you can focus on the conversation

*View notes taken by the ClickUp AI Notetaker*

🤩 Bonus: Use ClickUp Brain to ask questions about your meeting notes or get summaries so you can quickly extract insights!

🎥 Watch this video to learn how AI supports meeting notes:

Step #4: Turn meeting outcomes into owned, trackable work

Meetings only drive progress when outcomes become action. ClickUp makes it seamless to assign and track every decision.

To turn outcomes into action:

Review the action items listed in your meeting notes, Doc, or Task
Assign Tasks directly to the responsible team member
Use ClickUp Task Comments to clarify responsibilities or provide additional context
Add Task Tags in ClickUp to group related action items or track their task status

ClickUp Task Tags: Group related meeting tasks using tags for easier filtering and organization — *Add ClickUp Task Tags to group related items together*

For recurring meetings, review previous action items at the start of each session to maintain continuous progress.

🔍 Did You Know? Medieval trade fairs weren’t just for buying and selling goods. They were large gatherings where merchants exchanged information, built networks, and coordinated commerce across regions, foreshadowing modern business conferences and collaborative environments.

Step #5: Run async meetings

Not every discussion needs a live call. Async meetings keep work moving without calendar congestion, letting everyone contribute on their own schedule.

To run an async meeting in ClickUp:

Create a Doc or start a Chat channel for the meeting so everyone has a place to contribute

ClickUp Chat: Create a dedicated async meeting channel to reduce unnecessary live meetings — *Set up a ClickUp Chat channel for your async meeting*

Share updates, proposals, or questions in the Doc or channel to collect input in one place

ClickUp Chat: Ask questions and gather updates asynchronously to keep discussions moving_how to run meetings in clickup — *Ask your team questions in the ClickUp Chat channel*

Invite team members to add comments, suggestions, or approvals on their own time to ensure that participation is flexible
Summarize key points and decisions in the Doc as the conversation progresses
If you want to share detailed instructions, record them as async video updates via ClickUp Clips

Share context and feedback quickly with your team through short video messages using ClickUp Clips

Step #6: Use Contextual AI for meeting intelligence and automation

ClickUp Brain helps you instantly extract value from your meeting content by summarizing discussions, highlighting decisions, and surfacing action items. This means you spend less time recapping and more time moving work forward.

ClickUp Brain: Summarize meetings extract decisions and turn notes into actionable next steps
_how to run meetings in clickup — *Turn meeting notes into actionable insights with ClickUp Brain*

Catch up on missed meetings with ClickUp Brain

For example, after a project kickoff call, you open ClickUp Brain and share the meeting notes Doc. You ask ClickUp Brain to summarize the discussion and extract all decisions made.

In seconds, you get a concise summary and a list of next steps, which you can share with your team or convert into Tasks. This ensures everyone is aligned and nothing is missed, even if some team members couldn’t attend.

📌 Example prompts:

Summarize this meeting and highlight the main goals and challenges discussed
Extract all decisions made during this meeting
List all action items mentioned and suggest task owners where possible
Convert these action items into ClickUp Tasks with clear titles and descriptions
Create a concise update I can share with stakeholders who missed the meeting

Leverage deep, contextual meeting support

ClickUp BrainGPT, the standalone AI desktop app, gives you advanced, conversational AI that can analyze complex meeting content, answer nuanced questions, and connect information across your workspace and the web. This unlocks deeper understanding and faster decision-making.

ClickUp BrainGPT: Access your workspace and connected apps from desktop using conversational AI_how to run meetings in clickup — *Access connected apps and your workspace from your desktop with ClickUp BrainGPT*

During a quarterly review, you need to understand how recent meetings relate to your team’s OKRs. You launch ClickUp BrainGPT and ask, ‘Which action items from last month’s meetings are still open and impact our Q1 goals?’

BrainGPT searches across your docs, tasks, and connected apps, then provides a targeted list. This helps you prioritize follow-ups and keeps your team focused on what matters most.

💡 Pro Tip: Capture ideas and actions on the fly with ClickUp Talk to Text in BrainGPT. It lets you dictate action items and follow-up messages, making it easy to capture valuable information without interrupting the flow of conversation.

ClickUp BrainGPT Talk to Text: Dictate ideas notes and instructions to work faster using _how to run meetings in clickup_voice input — *Work 4x faster with ClickUp Talk to Text in BrainGPT*

Automate and scale meeting follow-ups

ClickUp’s Super Agents are AI-powered teammates that can automate repetitive meeting workflows, such as sending follow-up emails, creating tasks from decisions, or escalating issues.

ClickUp Super Agents: Customize AI agents to automate meeting follow ups summaries and task creation_how to run meetings in clickup — *Customize ClickUp Super Agents to work as per your requirements*

After a client status meeting, your Super Agent can:

Review the AI Notetaker’s transcript
Identify all action items
Create tasks assigned to the right team members automatically
Draft a summary email for the client, including key decisions and next steps.

This simplified workflow automation means your team spends less time on admin and more time delivering value to clients.

🔍 Did You Know? The idea of meetings as a commercial force began in Detroit in 1896, when local business leaders recognized that conventions and organized gatherings generated significant economic impact through travel, hotel stays, dining, and local commerce. This realization helped birth the professional MICE (Meetings, Incentives, Conferences, Exhibitions) industry.

Best Practices for Running Meetings in ClickUp

Running effective meetings in ClickUp demands a strategic approach to planning, execution, and follow-up. Here are some best practices to try. 💁

Set clear goals before you hit ‘start’

Before scheduling anything, ask yourself: What decision needs to be made, or what problem needs solving?

Write this goal at the top of your ClickUp Doc so everyone knows why they’re there. When people understand the purpose upfront, they come prepared, and the conversation stays focused.

ClickUp Docs: Define meeting goals clearly at the top of the agenda to keep discussions focused_how to run meetings in clickup — *Specify your meeting goal at the top of your agenda in ClickUp Docs*

Vague meetings waste everyone’s time. Instead of ‘Discuss project updates,’ try ‘Decide on Q1 launch date and assign pre-launch tasks.’ The latter has a clear finish line.

Use scheduling in ClickUp Calendar to respect everyone’s schedule

If your weekly standup is scheduled for 30 minutes but consistently runs 45, you’ve got a problem. Maybe you’re covering too much, or maybe certain topics need their own separate meetings.

Respect your team’s time by starting and ending punctually, and use ClickUp Reminders to keep discussions on track throughout the meeting.

Follow up within 24 hours

The meeting’s over, but your job isn’t done yet.

Within one day, review your meeting Doc, clean up any messy notes, and ensure all tasks are properly assigned with clear descriptions. Send a quick message in ClickUp Chat or comments tagging everyone who has action items, with a simple, ‘Here’s what we’re all working on from yesterday’s meeting.’

This is also where a Super Agent can step in to handle the follow-up workflow end-to-end.

This keeps momentum going and prevents the dangerous assumption that ‘someone else will handle it.’ Quick follow-up is the difference between productive meetings and meetings that accomplish absolutely nothing.

A real-life ClickUp user shares their thoughts on Reddit:

I find myself using ClickUp Clips almost daily now—it’s just easier to show someone what I mean with a quick screen recording than trying to explain it in text. And since it transcribes everything, I can actually find what I need later without digging through folders.

Their Docs system has quietly replaced most of our Google Docs work. Everything just flows better when our documentation lives in the same place as our projects. The team adapted to it faster than I thought they would.

I was on the fence about ClickUp Brain at first, it just seemed like another AI gimmick. But it’s saved me from some tedious writing tasks, especially when I need to summarize lengthy client emails or get a draft started…

The AI notetaker feature was the real surprise. We used to lose so many action items after meetings, but now it catches everything and assigns tasks automatically. Follow-through has gotten noticeably better.

Redditor

Common Mistakes to Avoid

Here are some common traps productive teams fall into when managing meetings in ClickUp, and what to do instead.

Common mistake	Problem	ClickUp becomes cluttered, and people start ignoring notifications
Treating meeting notes as ‘final’ instead of living documents	Important context, links, and decisions never get updated after the meeting ends	Revisit the same ClickUp Doc or Task each meeting and update it so it becomes an ongoing record
Creating meeting tasks without linking them to real work	Action items live in isolation and never connect to projects or sprints	Link meeting tasks to related Lists, epics, or Docs so work is traceable
Turning all discussion points into multiple tasks	ClickUp becomes cluttered and people start ignoring notifications	Create tasks for the most important outcomes, decisions, and action items. Keep brainstorming inside task comments or Docs
Overusing @mentions during meetings	People become notification blind and start muting ClickUp	Reserve @mentions for owners and decision-makers within the project management tool
Treating meeting time and async updates the same	Discussions that could be async end up wasting meeting time	Use comments and ClickUp Clips for async updates, reserve meetings for decisions and blockers
Not integrating ClickUp with calendar tools	Meetings and ClickUp tasks live in two separate worlds	Sync Google Calendar or Outlook so events display in your Planner, search results, and Calendar views.

Tools and Templates to Run Meetings in ClickUp

Running meetings gets a lot easier when you’re not starting from a blank page each time. Try these ready-to-use productivity templates from ClickUp to handle the structure, so you can focus on the discussion itself. 🗓️

1. ClickUp Meetings Template

ClickUp Meetings Template: Manage the entire meeting lifecycle to keep teams aligned and accountable — Help teams stay connected and accountable throughout the meeting process with the ClickUp Meetings Template

The ClickUp Meetings Template is designed to streamline the planning, execution, and follow-up of all types of meetings, making team collaboration more productive and organized. It provides a centralized system where teams can prepare agendas, track action items, and monitor progress, ensuring that every meeting is purposeful and aligned with organizational goals.

Additionally, the template comes with a ready-to-use folder structure to organize all your meeting materials and processes from the start.

Get free template

🧠 Fun Fact: The very first conference call happened in 1915, when AT&T connected people in New York, San Francisco, and Washington, D.C. Audio conferencing thrived early because it piggybacked on existing phone networks.

2. ClickUp Meeting Minutes Template

ClickUp Meeting Minutes Template: Capture decisions action items and notes in a structured format — Ensure all meeting information is captured systematically with the ClickUp Meeting Minutes Template

The ClickUp Meeting Minutes Template makes documenting meeting discussions, decisions, and action items efficient and straightforward. Its main purpose is to provide a structured framework for organizing attendees, agendas, and follow-up tasks, ensuring that all key points and outcomes are clearly recorded and easily accessible for stakeholders.

This template is set up as a collaborative ClickUp Doc that provides a comprehensive outline for summarizing meetings. It includes pre-built pages for organizing teams, capturing individual meeting notes, and providing instructions to help users get the most out of the template.

Get free template

3. ClickUp Recurring Meeting Notes Template

ClickUp Recurring Meeting Notes Template: Document recurring meetings consistently without starting from scratch — Capture key details for meetings that happen on a regular basis with the ClickUp Recurring Meeting Notes Template

The ClickUp Recurring Meeting Notes Template helps teams efficiently document and organize regular meetings. It tracks ongoing discussions, decisions, and action items to capture important information and keep it accessible for future reference. This template is structured to support thorough meeting and process documentation.

It includes clearly labeled sections for:

Meeting date and purpose: A space to note when the meeting occurs and why it’s being held
Attendees: A prompt to tag participants using @mentions
Absent: A place to record who couldn’t attend
Quorum: A simple yes/no to indicate whether enough people are present to make decisions

Get free template

🔍 Did You Know? While AT&T’s Picturephone wowed audiences in the 1960s, it was expensive, bandwidth-hungry, and impractical for most businesses. It wasn’t until the late 1980s and 1990s, when video compression improved and enterprise costs dropped, that video meetings became commercially viable.

4. ClickUp Level 10 Meeting Template

ClickUp Level 10 Meeting Template: Run structured leadership meetings with clear priorities and accountability — Keep regular leadership or team meetings focused and consistent with the ClickUp Level 10 Meeting Template

The ClickUp Level 10 Meeting Template facilitates highly structured and productive leadership meetings. Its main purpose is to keep teams aligned on weekly, monthly, and quarterly goals, maintain transparency, and ensure everyone is updated and accountable in real time.

The main page centers on a big Agenda heading. Under it, the meeting is organized into clearly defined sections:

Previous Action Items: A checklist area to review what was assigned in the last meeting and confirm what’s done or still open
Scorecards: Space to track key metrics or KPIs, usually in bullet form
Rocks: A place to review major quarterly goals or big priorities and note their status
Customer/Employee/Vendor Feedback: A dedicated section for important feedback gathered since the last meeting

Get free template

🎥 Learn how to run an effective Level 10 meeting:

5. ClickUp 1-on-1s Template

ClickUp 1 on 1s Template: Lead focused one on one meetings that drive alignment growth and feedback — Lead more purposeful and productive one-on-one meetings with the ClickUp 1-on-1s Template

The ClickUp 1-on-1s Template makes one-on-one meetings between managers and team members more organized and effective. Its primary purpose is to facilitate clear communication, align on goals and priorities, and ensure actionable feedback is captured and followed up on.

The Meeting Expectations section breaks the process into three simple stages:

Before the 1-on-1, both people add agenda topics or updates ahead of time
During the 1-on-1, they capture notes together directly in the doc
After the 1-on-1, action items are formally assigned

Inside each dated meeting page, sections guide the conversation: how the employee is feeling, current projects and priorities, growth and development topics, and two-way feedback.

Get free template

6. ClickUp Meeting Tracker Template

ClickUp Meeting Tracker Template: Plan schedule and review all team meetings from a single tracker — Plan, schedule, and review all your team’s meetings in the ClickUp Meeting Tracker Template

The ClickUp Meeting Tracker Template efficiently centralizes agendas, notes, action items, and follow-up tasks. It ensures that all meeting-related information is organized and easily accessible in one place.

The template is structured in a List and includes ClickUp Custom Task Statuses to track the progress of each meeting: Open, In Progress, and Closed. It also features Custom Fields to capture essential meeting details, such as Meeting Type, Meeting Location, Timekeeper, Notetaker, and Leader.

Get free template

Meet The Perfect Match: ClickUp

Most meetings end with good intentions and zero follow-through. Someone volunteers to handle that thing, another person agrees to check in on the other thing, and everyone leaves feeling productive. Two weeks later, nothing happened because those commitments lived in someone’s notebook.

ClickUp fixes this by turning conversations into trackable work without extra steps.

SyncUps let you share ideas without leaving your workspace, while the AI Notetaker captures every detail automatically when you’re focused on the discussion. ClickUp Brain extracts action items and decisions instantly. Tasks get assigned, linked to projects and due dates, and monitored alongside everything else your team already tracks.

Stop letting good conversations evaporate into thin air. Sign up for ClickUp today! ✅

Frequently Asked Questions (FAQ)

What’s the best way to organize meetings in ClickUp?

Create a dedicated Meetings list or folder, use tasks for each meeting, and add agendas, attendees, and action items to each task or to an attached ClickUp Doc. Keep all meetings in the same structure so they’re easy to find later.

Can I run video meetings directly in ClickUp?

Yes. You can collaborate directly with team members in ClickUp via voice/video SyncUps. Additionally, you can use ClickUp Integrations with Zoom, Google Meet, and Microsoft Teams to join/schedule video meetings from your workspace.

How do I automatically capture meeting notes in ClickUp?

Simply add the ClickUp AI Notetaker to your meeting, and all the notes will be captured in a ClickUp Doc for you.

Can ClickUp Brain turn meeting notes into action items?

Yes. ClickUp Brain can scan notes, suggest action items, next steps, and summaries, as well as create follow-up tasks.

What’s the best ClickUp template for recurring team meetings?

Use a recurring Meeting Agenda or Team Meeting template in ClickUp Docs or Tasks. Set a task to recur weekly or monthly, so you reuse the same format each time.

When should teams use async meetings instead of live meetings?

Use async meetings when updates don’t need discussion, people are in different time zones, or decisions are minor. Use live meetings when decisions, brainstorming, or sensitive topics are involved.