ClickUp is a powerful project management tool that, when used correctly, can streamline workflows, enhance visibility, and improve collaboration. However, many agencies and teams fall into common pitfalls that reduce efficiency and lead to frustration. In this article, we’ll highlight the biggest mistakes users make in ClickUp and, most importantly, how to fix them.
1. Assigning Multiple People to One Task
A common mistake many teams make is assigning multiple people to a single task. While this might seem like a great way to ensure accountability, it creates confusion. When multiple assignees are listed, no one is truly responsible for moving the task forward. Instead, team members assume someone else will take ownership, causing delays and miscommunication.
Example: Imagine a marketing team working on a blog post. The task is assigned to three people, but no one knows exactly who should start. One person assumes another is writing the draft, while another thinks they’re responsible only for editing. In the end, the task remains incomplete until the last minute, causing rushed work and frustration.
The Fix:
- Assign each task to a single person to ensure clear ownership.
- Break larger tasks into subtasks, each with a dedicated assignee.
- Use ClickUp’s dependencies to establish workflow order instead of manually reassigning tasks.
2. Lack of Standardised Processes
Many teams dive into ClickUp without establishing a clear workflow. This leads to inconsistencies, wasted time setting up tasks manually, and a lack of standardisation across projects. Without predefined processes, every project or task can end up being structured differently, making it hard for team members to adapt and follow best practices.
Example: A software development team manages bug fixes in ClickUp, but each developer sets up their own task structure. Some include priority tags, while others don’t. Some use due dates, others forget. As a result, project managers struggle to track progress and prioritise urgent issues.
The Fix:
- Develop standard operating procedures (SOPs) and document them in ClickUp Docs.
- Utilise ClickUp templates for recurring projects to save time and maintain consistency.
- Clearly define workflows before implementing ClickUp so that teams follow best practices.
3. Overcomplicating the ClickUp Hierarchy
Some users create too many folders, lists, and views, leading to cluttered workspaces where it’s hard to find relevant information. This often happens when teams try to mirror their previous project management tools instead of adapting to ClickUp’s structure. When the hierarchy becomes too complex, it slows down navigation and makes it difficult for team members to locate tasks efficiently.
Example: A digital agency sets up separate folders for each client, then creates multiple lists within each folder for various projects. Over time, they struggle to track progress because essential tasks are spread across too many locations, requiring unnecessary clicks and searches.
The Fix:
- Keep the hierarchy simple: Workspaces → Spaces → Folders → Lists → Tasks → Subtasks.
- Use custom fields and tags instead of creating redundant lists.
- Regularly audit unused lists and views and remove anything unnecessary.
4. Failing to Set Clear Task Details
Tasks without clear descriptions, due dates, and priorities make it difficult for teams to understand what needs to be done. This results in delays, incomplete work, and miscommunication. When tasks lack essential details, team members may need to constantly ask for clarification, wasting time and reducing productivity.
Example: A content creator receives a task to “Write a social media post.” Without details on the topic, target audience, or preferred tone, they have to follow up for clarification, delaying the process.
The Fix:
- Ensure every task has a clear title that starts with an action verb.
- Add a detailed description outlining objectives and key requirements.
- Set due dates, assignees, and priorities to improve accountability.
- Utilise ClickUp’s custom fields for better task categorisation.
5. Inefficient Use of ClickUp’s Collaboration Features
ClickUp is more than just a task manager; it’s a collaboration hub. However, many teams fail to utilise features like assigned comments, notifications, and task history, leading to unnecessary Slack or email communication. This results in fragmented discussions, lost context, and team members missing critical updates.
Example: A design team constantly emails updates about revisions on ClickUp tasks instead of using assigned comments. As a result, important feedback gets buried in email threads, slowing down the workflow.
The Fix:
- Use assigned comments to delegate small actions within tasks.
- Set up proper notifications so team members receive updates within ClickUp.
- Leverage ClickUp’s activity feed to track progress instead of relying on external messages.
6. Not Leveraging ClickUp’s Security and Permission Settings
If you work with external teams, freelancers, or different departments, failing to configure security settings properly can expose sensitive information or lead to accidental deletions. Many teams overlook these settings, leaving important company data vulnerable or creating confusion about who can access what.
Example: A company hires a freelancer for a one-time project and gives them full admin access. The freelancer unintentionally deletes a key project folder, causing major disruption.
The Fix:
- Use ClickUp’s permission settings to control who can view or edit tasks.
- Implement task sharing wisely, using the “Tasks in Multiple Lists” feature to limit visibility while maintaining workflow efficiency.
- Regularly review user roles and permissions to ensure security compliance.
7. Expecting ClickUp to Fix a Broken Process
No project management tool can solve poor internal processes. If your workflows are unclear, ClickUp won’t automatically fix them; it will just highlight inefficiencies. A poorly organized team will still struggle, even with the best tools in place, if they don’t have well-defined workflows and clear communication strategies.
Example: A sales team wants ClickUp to help them track leads, but they lack a structured pipeline. Without proper sales stages, automated follow-ups, or assigned responsibilities, ClickUp merely reflects the existing chaos instead of solving it.
The Fix:
- Clearly define workflows and communication processes before setting up ClickUp.
- Train your team on best practices to ensure consistency.
- Regularly review and optimise workflows to align with team goals.
8. Neglecting Regular Maintenance and Training
ClickUp is constantly evolving, and without regular maintenance, your workspace can become cluttered. Additionally, failing to train your team properly leads to inconsistent use and inefficiencies. If teams don’t stay updated on new features and best practices, they may not be using ClickUp to its full potential.
Example: A startup sets up ClickUp but never updates its workflows. As new employees join, they struggle to understand outdated task structures, slowing down onboarding and overall efficiency.
The Fix:
- Assign a ClickUp administrator to oversee workspace maintenance and updates.
- Conduct quarterly audits to clean up outdated tasks, lists, and views.
- Provide ongoing training for team members to stay updated on ClickUp’s latest features.
Conclusion
Avoiding these common ClickUp mistakes will help your agency or team improve efficiency, collaboration, and overall project visibility. By implementing structured workflows, clear task assignments, and utilizing ClickUp’s powerful features, you’ll maximize the value of the platform and streamline your operations.
Need Help with ClickUp Optimisation?
At IPMS, we specialize in ClickUp implementation, optimisation, and training. Whether you’re just starting or need help refining your workflows, our experts can guide you.
Book a free consultation today and take your ClickUp workspace to the next level!
