ClickUp - The Maestro of Task Management
Use Cases and Deployment Scope
I use ClickUp mainly as a task management system in my organisation. ClickUp mainly helps me with automating communication, freeing me to focus on the creative output required for my ideas. Apart from this, ClickUp also greatly helps me with automating task assignment to assignees without me having to manage it every step of the way. One of my primary use cases is to track the status of social media posts for my company.
Pros
- It does a great job at automating communication. For instance, it auto-adds and assigns comments to the relevant assignees based on a pre-defined set of conditions.
- I love the filters in ClickUp since it helps me find and track exactly the task that I am looking for based on the conditions I set. This is especially useful when you have a large number of tasks to track and want to view only subset of tasks.
- The views feature is great too! It allows me to view my tasks and that of my team in different ways to make better sense of them. For example, if I want to view if there are too many tasks stuck in a certain stage then I can identify this more easily using the 'Board View'.
- The forms feature of ClickUp is also something I like. It helps me track queries of my students and then auto-assign them to someone based on set parameters. I use it to set resolution dates automatically based on the date at which the response was received. I like the responses are automatically converted to a task.
- Finally, I tend to use 'custom fields' also a lot, which gives me the flexibility to add various parameters to a task that aren't already present.
- I also use the dependencies feature sometimes to understand which tasks are acting as 'blockers' for a particular task so I know when to focus on the blocked task.
Cons
- Probably the calendar ClickApp can use more work since I would like to see my tasks on the calendar too however they don't currently show up. It's a small thing but can be useful, getting it to the level of Google Calendar would be a game changer.
- Sometimes the updates and new features coming to ClickUp are too difficult to keep up with, adding a changelog that is easy to access within the app itself will allow the user to view the latest update when they please rather than having to click on the popup when an update is made.
- I wish that adding users from the same organisation was free. Sometimes assignees need to simply view their tasks and not interact with it, in such cases I have to ask these assignees to give me their personal email addresses since these emails count as a free seat.
Return on Investment
- It has had a positive impact on improving the turnover time for our social media posts since earlier the process was extremely confusing - files everywhere on multiple apps. Through ClickUp I have been able to streamline the entire post creation process to mostly within ClickUp, and whatever cannot be stored natively in ClickUp is pulled in via links and integrations. For instance, before ClickUp we used Word for drafting posts, File Explorer and Outlook for sharing them, and Canva for designing them. But the entire drafting process occurs just within Word, and Canva design links are added to the task to review as a slideshow without having to leave ClickUp! We can now get the next month's calendar ready within just 15 days as compared to 30 days previously.
Usability
Alternatives Considered
Microsoft To Do
Other Software Used
Google Gemini, Perplexity, Perplexity Comet, Zapier, Zoho Calendar, Zoho Projects
