When someone opens your product for the first time, they usually have a particular task in mind. But if the screen feels busy or buttons look similar, that task suddenly takes a lot more effort than it should.
According to research, about 80% of people acknowledge that they left because their on-site search experience didn’t live up to their expectations.
For product teams, this usually isn’t about a single “bad” screen. Over time, new features, quick fixes, and urgent requests add up. Different teams ship different ideas of “good UX,” and the interface starts to feel uneven.
In this post, you’ll get a sprint-friendly checklist for diagnosing UI drift, prioritizing fixes, and validating whether your changes actually reduced friction, not just changed the layout
Along the way, we’ll see how ClickUp for product teams can keep research and tickets in one place so your user experience optimization work doesn’t get lost between tools.
📖 Also Read: Free Product Design Templates You’ll Love
How to Improve Your Product’s UI and UX
Summarize this article for me pleaseUnderstanding UI and UX: The Core of Product Design
Before you change anything in your interface, it helps to be clear about what you are actually improving. Let’s understand UI and UX.
UI (user interface) is the layer people can see and touch: the layout, color schemes, typography, buttons, forms, icons, and other UI elements on each screen. It’s where visual design and interaction details come together to create a user-friendly interface.
UX (user experience) is the overall story: how easily someone can complete a task, whether the information architecture makes sense, and how they feel while moving through your product. UX covers flows, content, error states, and the small moments that either reduce or increase friction.
Strong product design treats UI and UX as one system 💯.
UI design choices like spacing, hierarchy, body copy, and interactive elements exist to support UX goals. These could be like “help a new user complete sign-up in under two minutes” or “make upgrade paths obvious without being pushy.”
For product managers, UX designers, and UI designers, that means:
- Knowing who your target audience is and what “success” looks like for them
- Turning those needs into clear flows instead of one-off screens
- Building a simple design system so patterns feel consistent across your digital products
📮 ClickUp Insight: The average professional spends 30+ minutes a day searching for work-related information—that’s over 120 hours a year lost to digging through emails, Slack threads, and scattered files. An intelligent AI assistant embedded in your workspace can change that.
Enter ClickUp Brain. It delivers instant insights and answers by surfacing the right documents, conversations, and task details in seconds—so you can stop searching and start working.
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Summarize this article for me pleaseSteps and Strategies to Improve Your Product’s UI and UX
Many UI and UX problems start long before a user clicks a button.
User research in one doc, UX bugs in a spreadsheet, mocks in a design tool, feedback in chat, and release notes in yet another place. Over time, that Work Sprawl makes it difficult to see which version is current or why a particular design decision was made in the first place.
You can feel this in the product when:
- One flow follows your latest design system, while another still uses older UI patterns
- Feedback from real users never reaches the next sprint items
- Design teams and the development team debate changes without a shared record of user research
ClickUp gives product teams a single Converged AI Workspace for the entire UX and UI lifecycle. You can keep user research plans, interview notes, usability testing results, design tasks, and release work in one connected hierarchy, eliminating the need to jump between tools.
The steps and strategies below will help product teams, UX designers, and UI designers move from opinions to evidence-based decisions. All while keeping their work traceable inside ClickUp.
📖 Also Read: User Research Methods for Enhancing User Experience
Summarize this article for me please⭐️ Featured Template
Plan structured, repeatable studies with the ClickUp User Research Plan Template. You can use it to define goals, methods, and participants in one place. This template can also be used to standardize how your team runs interviews and usability testing while keeping design decisions tied back to real user insights.
1. Conduct user research and feedback analysis
If you’re not regularly conducting user research, you’re mostly designing for yourselves, not your target audience. User research gives you a realistic context about user needs, goals, and constraints. This helps you customize your design process to actual user constraints and requirements, not assumptions.
Start with a small, focused set of methods around high-impact journeys (sign-up, onboarding, search, checkout, upgrade):
- User interviews to explore motivations, expectations, and pain points in depth
- Usability testing to observe real users completing tasks and spot user errors and breakdowns in the flow
- Surveys to capture sentiment at scale and track trends over time
- Behavior tools (heatmaps, session replays) to see exactly how people interact with your interface and where they hesitate or drop off
In ClickUp, you can keep this research structured within a single workspace:
- Use the ClickUp User Research Plan Template to define goals, user personas, methods, and timelines for each study, and keep everything in one place for your design teams
- Create a List like “Onboarding UX Research” and add tasks for interviews, usability testing sessions, and analysis
- Attach recordings, notes, and screenshots to each task so every insight stays tied to a specific flow or screen
But what about collecting team and stakeholder feedback? That’s where ClickUp’s next feature steps in.
Use ClickUp Forms for structured feedback
Unstructured feedback is hard to act on. Screenshots in chat, vague “this page feels confusing” emails, and random comments in meetings rarely translate into clear work. ClickUp Forms are designed to correct that 🗒️.
Here’s a practical way to use them as part of your workflow:
- Add fields for page/screen, device type, severity, user type, and category (e.g., navigation, copy, performance)
- Share the form after usability testing, in release notes, or with support and success teams
- Let each submission create a task in a dedicated “UX feedback” List with the right tags and Custom Fields
2. Audit your current design
Once you have feedback from real users, turn the lens on your existing UI.
A structured UI audit helps you see where the design foundation has drifted: inconsistent components or gaps in visual hierarchy.
As you move through your product on desktop and mobile, ask:
- Do labels match the words most users would naturally use?
- Does this screen follow your design system (color schemes, typography, spacing, and interaction patterns)?
- Is it clear what happens when a user interacts with a control, or do they need to guess?
If you have to pause and think, “Where would this setting live?”, your regular users will too. This is where small inconsistencies can add to the learning curve and negatively impact user experience over time.
Next, you can turn those findings into a structured backlog within your ClickUp Workspace:
- Create a List like “UI Audit – Q1”
- Add a ClickUp Task for each issue you spot: confusing navigation, layout problems, missing states, or unclear microcopy
- Use task fields like status, assignee, priority, start/due dates, and dependencies so every issue has an owner and a plan to get fixed
- Add Custom Fields for severity and product area so product teams can filter and prioritize in a few clicks
The result is a living audit backlog that UX designers, product managers, and the development team can work through over multiple sprints.
📖 Also Read: Best UX Design Software Tools for Designers
3. Simplify navigation and information architecture
Even a beautiful interface fails if people can’t find what they need. Navigation and information architecture are core to great UX, as they determine how quickly users can move between pages and complete tasks.
High-authority UX sources agree on a few fundamentals for navigation:
- Keep menus simple and visible on larger screens
- Use clear, consistent labels instead of internal jargon
- Avoid deep, multi-level menus where important actions are buried
- Place navigation where users expect it and maintain that pattern across your digital products
Here, UI design, UI elements, and interaction design work in the service of findability. Layout, labels, and feedback should make the path feel obvious, not clever.
Map user journeys with ClickUp Whiteboards
Navigation changes are easier to design when everyone can see the whole journey, not just isolated screens. That’s where user journey mapping and flow diagrams help.
ClickUp Whiteboards give product teams a digital space to:
- Sketch key pages and states as nodes in a flow
- Connect them with arrows that represent real user journeys (e.g., “Landing page → Sign-up → Onboarding checklist → First task created”)
- Annotate pain points pulled from user research and usability testing
Inside your UX/UI space, you can:
- Attach ClickUp Tasks to specific steps in your ClickUp Whiteboard (e.g., “Fix copy on onboarding step 2,” “Reduce number of fields on project creation form”)
- Comment in real time when a path looks confusing or overloaded
- Keep the map updated as you ship navigation changes, so it stays a reliable reference for product teams and the development team
Over time, this gives you a living model of how users actually move through your product and makes it much easier to design a user-friendly interface with predictable paths.
4. Prioritize accessibility and responsiveness
Accessibility is not a “nice to have.” It is a basic UI design best practice and, in many regions, a legal requirement.
Start by checking your user interface against WCAG guidelines for color contrast, text size, and focus states so people with different visual or motor abilities can still use your product comfortably.
💡 Pro Tip: WCAG 2.1 recommends a minimum contrast ratio of 4.5:1 for normal text and 3:1 for large text and clear focus indicators for keyboard users.
Also, be sure to follow responsive design guidelines so layouts adapt cleanly from desktop to tablet to mobile, with flexible grids, fluid images, and breakpoints that preserve hierarchy.
Check tap targets on your mobile app, keep key actions within thumb reach, and make sure modals and menus remain usable on smaller screens.
Sounds like too much work? You can bake these checks into your UX design process using ClickUp:
- Add an “Accessibility & devices” Checklist to your design and development tasks. Include items like contrast checked, alt text added, focus states verified, keyboard access tested, and core flows reviewed on key breakpoints
- Use ClickUp Task Checklists and ClickUp Checklist Templates so every new page or feature goes through the same accessibility review before release
💡 Fun Fact: Research on first impressions shows that most people form an opinion about a site’s credibility and quality within 50 milliseconds, and visual design heavily influences that judgment. In practice, that means your layout and responsiveness all speak before any copy does.
5. Refine visual hierarchy and consistency
Visual hierarchy is what tells users “start here, then go there” without any instructions.
In a strong interface, headings, button styles, and spacing naturally guide attention toward primary actions and away from noise.
UX research from Nielsen Norman Group and others recommends using contrast, size, proximity, and whitespace to signal importance and group related elements.
Here’s a simple checklist you can refer to for a better hierarchy:
- Make one primary action per screen visually dominant
- Use consistent heading levels and body copy styles
- Give forms enough white space so people can scan labels and fields without strain
- Keep error messages close to the element they refer to
ClickUp can support this work behind the scenes:
- Store your design system guidelines, component specs, and UI states in ClickUp Docs, and embed Figma libraries or tokens directly in those docs
- Create a “UI polish” task list where each task links to a screen or flow that needs hierarchy or consistency improvements. Then attach screenshots, Figma links, and acceptance criteria to each task
📖 Also Read: Free Wireframe Templates for Product Designs
6. Create feedback loops with users and teams
UI and UX improvement strategies fall apart when feedback shows up once a quarter. The goal is to create light, continuous loops with both real users and your internal team.
For users, you can combine:
- In-app surveys asking targeted questions like “How easy was this task?” or “What almost stopped you here?”
- Short, focused usability testing sessions on new or high-risk flows
- Occasional NPS (Net Promoter Score) or CSAT (Customer Satisfaction Score) surveys that reveal how people feel after they complete key tasks
For the team, you need a simple way to keep conversations tied to the actual work, rather than scattered across Slack threads.
Here is how you can align this with ClickUp:
Use ClickUp Comments to keep decisions attached to tasks
ClickUp allows you to comment directly on tasks and assign comments to specific individuals. This ensures clarifications and design decisions stay tied to the UI issues they relate to.
Designers can then link relevant user research or usability clips, while engineers can ask implementation questions in the same place. Anyone who opens the task later can see what changed and why.
Friendly Hack: With ClickUp Clips, you can capture and share screen recordings directly within your workflow, ensuring that every design update or usability insight is visually documented.
Clips make it simple for team members to demonstrate UI changes, walk through user journeys, or highlight pain points—no need for lengthy written explanations.
📖 Also Read: Best Design Feedback Tools for Creative Teams
Use ClickUp Automations to move work forward
Even when feedback is captured, someone still has to assign it, tag it, and move it through a workflow. ClickUp Automations can do that repetitive work for you.
You can:
- Auto-create tasks when a feedback form is submitted
- Automatically assign issues to the right UX or UI designer based on tags
- Post a comment or send an email when a status changes, keeping stakeholders in the loop
ClickUp’s automation templates and AI Automation Builder make these workflows easy to set up, so UX feedback never gets stuck in a spreadsheet.
Learn how to automate workflows step-by-step in less than 5 minutes. This fast-track tutorial shows you exactly how to create seamless AI-powered automations using no-code workflow automation tools like ClickUp. 🔼
7. Test, measure, and iterate
The most useful UX work treats every change as a test, not a final answer. After you ship an update, validate it with a mix of usability testing and product analytics.
Common UX metrics to track include task success rate, error rate, time on task, and completion rates for important flows. Pair these with qualitative observations from usability sessions so you understand not just what changed, but why.
You can also:
- Run simple A/B tests on key screens to see which design reduces friction or drop-off
- Track support tickets and “how do I…” questions that cluster around specific features
- Segment results by device, plan type, or user persona to check whether improvements work for your most important segments
ClickUp Dashboards help you keep these signals in one place. You can build widgets that pull data from tasks and integrated tools to show the volume of UX issues. You can also view other variables, such as time to resolution, test coverage, or the number of interface problems per release.
This gives product and design teams a shared view of whether UI/UX improvements are working, rather than everyone looking at different reports.
Manaswi Dwivedi, Cedcoss Technologies Pvt. Ltd. shares:
Summarize this article for me pleaseTools and Frameworks to Enhance UI and UX Design
Good UI and UX depend on both solid design skills and a reliable workflow.
You need tools that let you collect research, coordinate design sprints, test ideas, and measure results without rebuilding your process every time.
How ClickUp streamlines UI/UX improvement workflows
ClickUp gives product teams one place to organize the entire UX design process, from research notes to final release tasks. Instead of separating your design decisions and development work across several tools, you can keep everything in one workspace.
Here is how that looks in practice:
Centralize research, sprints, and documentation
- Use ClickUp Docs to store user research, personas, UI guidelines, and experiment results. You can structure briefs and embed Figma prototypes or user flow diagrams right inside the Doc
- Organize design sprints with ClickUp Tasks and Lists. Break work into tasks for research, UX design, UI design, implementation, and QA, then assign owners and due dates.
- Use ClickUp AI Notetaker to record and summarize UX research calls or design reviews, with transcripts and action items ready to turn into tasks
- Map user flows and information architecture in ClickUp Whiteboards, then convert any shape into a task once it is ready for delivery
Collect and route feedback automatically
- Build ClickUp Forms to collect structured product feedback from stakeholders and internal teams. Each submission becomes a trackable task with the right fields and tags, which is ideal for post-release UI feedback
- Employ ClickUp Agents that can assign tasks and trigger automations when new feedback or test results arrive
For example, a UI/UX agent can automatically create follow-up tasks for designers when usability issues are flagged or notify developers to review new user feedback.
Review and sign off on visual designs
- Upload mockups and motion samples to ClickUp Tasks, and use ClickUp’s proofing tools to add comments pinned to specific parts of the image or video. Each comment can be assigned and resolved, so visual feedback is specific and actionable
- Proof and annotate mockups, embed Figma and Invision files, invite external collaborators, and assign comments for review
Unleash the power of AI to work through research faster
ClickUp Brain helps product teams instantly pull design patterns, user feedback themes, or usability issues across all your product documentation.
You can use AI-powered prompts to brainstorm new design ideas or quickly analyze usability test results—all without leaving your workspace. This keeps your team focused, aligned, and ready to deliver a smoother, more intuitive product experience.
AI can also take the pain out of writing docs—from user guides and SOPs to legal contracts and product descriptions. In this video, we’ll show you exactly how to use AI to write documentation using real-world examples and proven prompts.
Beyond Brain, ClickUp’s Brain GPT works as your AI-powered design partner, built to help product teams capture, organize, and act on every user insight.
With support for multiple LLMs, Brain GPT adapts to your workflow, delivering smarter and more relevant suggestions. Here’s how:
- Use Talk to Text to instantly capture design feedback, user reactions, or brainstorming ideas—just speak and let Brain GPT do the rest
- Summarize usability test results, highlight recurring pain points, and surface key themes with AI-powered analysis
- Instantly search across all your notes, Clips, and design docs with unified AI search, so you never lose track of critical UI/UX insights
- Leverage multiple LLMs like Deepseek, Gemini, Claude, and ChatGPT to get the best model for summarizing, generating design copy, or analyzing user sentiment
📖 Also Read: Design OKRs Examples to Reach Your Design Goals
Other helpful tools for user testing and analysis
Alongside ClickUp, a few more focused tools can give you a clearer view of how real users interact with your product.
How we review software at ClickUp
Our editorial team follows a transparent, research-backed, and vendor-neutral process, so you can trust that our recommendations are based on real product value.
Here’s a detailed rundown of how we review software at ClickUp.
1. Hotjar
Hotjar is a behavior analytics and user feedback platform that helps you see how real users move, click, scroll, and drop off across your product’s pages and flows.
It combines heatmaps, session recordings, feedback widgets, and surveys, allowing design teams to connect UX issues to specific UI elements. For product teams working on UI/UX improvement, Hotjar is especially useful for validating navigation changes and layout experiments.
Hotjar best features
- Visualize clicks, scroll depth, and attention with heatmaps and session recordings
- Collect on-page feedback and NPS-style surveys with widgets and survey templates
- Build funnels and trends to see where users drop off in key journeys
- Recruit and interview users remotely with Hotjar Engage for qualitative studies
- Integrate with tools like Google Analytics, HubSpot, Segment, and other product stacks
Hotjar limitations
- Premium plans can feel expensive for high-traffic products or large teams
- Some reviewers note limited customization options for certain survey and feedback widgets
Hotjar pricing
- Free
- Growth: Starting from $49/month
- Pro: Custom pricing
- Enterprise: Custom pricing
- G2: 4.3/5 (320+ reviews)
- Capterra: 4.6/5 (530+ reviews)
2. Lookback
Lookback is a qualitative research and usability testing platform built for live and recorded user sessions. It lets you run moderated and unmoderated tests, capturing the participant’s screen, microphone, and (optionally) camera as they work through tasks in your product.
For UI/UX teams, Lookback is helpful when you want to watch real users think out loud through a prototype or critical journey like checkout.
Lookback best features
- Run moderated and unmoderated usability tests across desktop and mobile experiences
- Capture screen, audio, and optional video so you can see and hear how users react
- Invite observers to watch sessions live and add timestamped notes and tags
- Store recordings in a shared library and create highlight reels for common UX issues
- Integrate with recruitment platforms and research workflows for smoother scheduling
Lookback limitations
- Capterra reviews mention occasional reliability issues (connection problems or browser/device quirks) that can disrupt sessions
- Interface and setup can feel complex for teams that only run occasional user tests
- Freelance: around $299/year for individual researchers
- Team: around $1,782/year for small teams with shared projects
- Insights Hub: from about $4,122/year for larger businesses
- Enterprise: From $18,150/year for large-scale enterprises
- G2: Not enough reviews
- Capterra: Not enough reviews
📖 Also Read: Best Survey Analysis Software
3. Maze
Maze is a continuous product discovery and UX research platform that turns design prototypes into quick, data-rich user tests. It connects directly with tools like Figma, Adobe XD, and Sketch, so you can import flows and run unmoderated usability tests without writing code.
For UI and UX work, Maze is handy when you want fast, remote validation on navigation changes or new interface patterns before they reach development.
Maze best features
- Turn Figma and other design prototypes into click-through usability tests in minutes
- Run card sorts, tree tests, and 5-second tests to refine information architecture and messaging
- Use built-in participant panels or bring your own users for remote studies
- Generate automated reports with heatmaps, path analysis, and task-level metrics
- Integrate with tools like Slack and Jira to share results and create follow-up tasks
Maze limitations
- Focuses on discovery and prototype testing, so you still need separate analytics for in-product behavior at scale
- Seat-based pricing can add up for very large teams if many stakeholders need access
Maze pricing
- Free plan
- Starter: $99/month (1 study/month, 5 seats)
- Team and Organization plans: Custom pricing
Maze ratings and reviews
- G2: 4.5/5 (100+ reviews)
- Capterra: Not enough reviews
Summarize this article for me pleaseCommon UI and UX Mistakes to Avoid
Even the most talented designers slip into patterns that unintentionally frustrate users or complicate the experience.
The good news? Most UI and UX mistakes are predictable and completely avoidable once you know what to look for:
🚩 Designing for stakeholders instead of users: Screens fill with rarely used filters and controls that make basic tasks feel heavy.
✅ What to do instead: Start each project with a short summary of user needs and top tasks, and use that as a filter for anything you add
🚩 Skipping real user research: Internal opinions replace user research and usability testing, so problems only surface after launch.
✅ What to do instead: Schedule small, regular interviews and test sessions, and run them before you commit to layout and flows
🚩 Overloading screens to “show value”: It feels safer to put everything in front of users at once, so screens fill up with banners, tooltips, cards, and forms. The visual design becomes noisy, and most users cannot tell what to focus on first.
✅ What to do instead: Choose one primary action per screen and let hierarchy, spacing, and color guide people toward it
🚩 Inconsistent patterns and components: Similar actions look different in various parts of your digital products. Buttons change size, labels shift, and UI elements behave in slightly different ways.
✅ What to do instead: Use a simple design system and reuse UI components so similar actions always look and behave in familiar ways
🚩 Ignoring content and microcopy until the end: Layout and visuals receive a lot of attention, but forms and helper text are filled in at the last minute. Vague copy creates friction even when the layout is solid.
✅ What to do instead: Treat copy as part of UX design and test wording with real users
🚩 Forgetting mobile and different viewports: Screens are designed on large monitors and never properly checked on smaller devices.
✅ What to do instead: Test key flows on the devices most users rely on and adjust spacing, tap targets, and layout accordingly
🚩 Treating UX as a one-time project: Teams run a big redesign, celebrate the launch, and then move on. No one measures whether the new design actually improved user experience, and small issues add up again over time.
✅ What to do instead: Build regular check-ins, feedback loops, and small iterations into your UX improvement strategies
Summarize this article for me pleaseMeasuring the Impact Of UI and UX Improvements
After refining your user interface and user experience, you need to confirm that the improvements are actually noticeable.
Instead of tracking “design tasks completed,” focus on how real users behave. UX experts often recommend a mix of behavioral and attitudinal metrics.
Useful signals include:
- Task success and completion rates for flows like sign-up, search, and checkout
- Time on task for core journeys, compared before and after changes
- Drop-off at key steps in funnels, especially where you changed information architecture or interaction design
- Usability testing scores combined with NPS or CSAT, which show how usable and satisfying the experience feels
- Volume and themes of support tickets or “how do I…” questions about the same UI elements
- Device- or persona-level views to see whether improvements work for your most important segments, not just power users
In ClickUp, you can turn these signals into a shared dashboard:
- Track counts and resolution times for UX issues using task data and Custom Fields
- Add charts for test coverage, experiment results, or usability scores
- Pull in feedback data from ClickUp Forms or integrated tools to show qualitative and quantitative changes together
When these metrics improve and stay there over time, you know your UI/UX work is paying off 🚀.
📖 Also Read: How to Implement a UX Strategy for Your Business
Summarize this article for me pleaseLevel Up Your UI and UX with ClickUp
Great UX rarely comes from a single big redesign. It comes from many small, honest cycles where you listen to users, fix the parts that slow them down, test again, and keep what works.
ClickUp’s role is to provide a single home for those cycles and maintain consistency across the entire process.
Research, design elements, interactive prototypes, usability testing, feedback, and follow-ups all live in one workspace. Product teams and UX designers can then share the same project context, know which decisions were made, and see how each change performed.
If your current UI and UX workflow feels fragmented, treat that as a signal. Use ClickUp Brain and Brain GPT to summarize and act on feedback faster. You can even let ClickUp Automations handle the repetitive coordination.
Sign up for ClickUp and give all your UI and UX work one place to live.
Summarize this article for me pleaseFrequently Asked Questions (FAQs)
1. What are the key principles of good user experience design?
Good UX design helps people understand where they are and what happens after they act. Core principles include clarity, consistency, accessibility, meaningful feedback, and respect for users’ time and attention.
2. What are the key elements of a good UX design?
Key elements include clear navigation, logical information architecture, focused layouts, helpful microcopy, and thoughtful error states.
All of these should guide users smoothly from intent to outcome while minimizing confusion and errors. Many product teams manage the work behind these elements in ClickUp, where they track UX tasks and document design decisions in shared Docs.
3. What tools are best for UI/UX design collaboration?
Most teams pair a dedicated design tool such as Figma, Sketch, or Adobe XD with a workspace that keeps work and communication together. ClickUp supports that second part: designers, product managers, and engineers can link prototypes, log UI issues, discuss changes in Comments, and organize sprints and research in one place.
4. How can AI help with UI/UX optimization?
AI can summarize large volumes of user feedback, highlight recurring pain points, generate copy options, and even propose test ideas based on patterns in your data.
ClickUp Brain brings this into your day-to-day work by summarizing Docs, tasks, and comments, while ClickUp Brain GPT adds Talk to Text, Universal Search, and ClickUp AI Notetaker to capture and act on UX research faster.
5. What are the UI/UX best practices for mobile apps?
For mobile apps, keep the interface simple, tap targets large, navigation shallow, and key actions within quick reach. Test on real devices and connections to catch issues with layout and performance early. Many teams track these mobile-specific UX findings and fixes in ClickUp so they do not become lost between releases.
Everything you need to stay organized and get work done.
