Hierarchy best practices

There are many ways to organize your work in ClickUp. In this article, you'll learn our recommended best practices for organizing your hierarchy for small, medium, and large-scale projects in ClickUp.

What you'll need

Hierarchy basics

The hierarchy is the core organizational structure in ClickUp and you can customize it to fit your workflow. For most teams, we recommend that a team or department has their own Space. Within the team Space, all projects should be in a Folder and each project should be represented as a List. All the tasks needed to complete each project are located in their respective project list.

Image of the recommended hierarchy for most teams in the Sidebar

While this basic organization provides a visual distinction between projects and provides project managers visibility across all projects, your team's hierarchy may look different based on its size.

Small projects

Smaller projects are typically managed by a single project manager or project owner who also completes most of the work. For a project of this size, we recommend working out of a single List where each project is represented by a task.

Image of List view

If other team members contribute to a small project, we recommend using subtasks to track their work.

Medium projects

For medium-sized projects, the primary project manager works together with other team members to complete the work. For a project this size, we recommend using a List to represent each project. All projects should be contained within a single Folder.

Image of the recommended hierarchy for medium teams in the Sidebar

Within each project List, tasks should be assigned to the team members involved.

Large projects

Large projects include the most collaboration and are typically managed by a team rather than a single project manager. For projects of this size, we recommend that you create a Folder for each project. Each Folder should contain separate Lists for each stage of the project.

Image of the recommended hierarchy for large teams in the Sidebar

Use views

Each view gives you a unique perspective of your work in ClickUp. No matter what size project you and your team are working on, we recommend the following views.

List view

List view is the primary view in ClickUp. List view is best when you need to group, filter, sort, or track a lot of information at once.

Board view

Board view is perfect for showing work as drag-and-drop cards grouped by custom statuses, categories, or subgroups. We recommend Board view for the following workflows:

  • Kanban
  • Daily stand-ups
  • Scrum retrospectives
  • Content creation
  • Sales pipeline

Gantt view

Gantt view can be used to schedule project tasks in a timeline and create and view dependencies between tasks. This view is good for projects that require sequencing and have lots of task dependencies, construction projects, software development projects, and more.

Calendar view

With Calendar view you can view tasks in a traditional calendar by due date or custom dates. Perfect for content calendars, campaign calendars, or team meetings.

Timeline view

Timeline view shows your project schedule linearly with customizable groupings. This view is perfect for roadmaps and resource management.

Team view

Team view allows you to see what team members are working on, what they have done, and who needs more tasks or has too many.

Workload view

With Workload view you can set capacity for each team member, see team members that have too much work, and reassign work to those with more capacity.

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