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
- The following best practices are possible on every ClickUp Plan.
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.
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.
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.
If other team members contribute to a small project, we recommend using subtasks to track their work.
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.
Within each project List, tasks should be assigned to the team members involved.
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.
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 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.
- Daily stand-ups
- Scrum retrospectives
- Content creation
- Sales pipeline
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.
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 shows your project schedule linearly with customizable groupings. This view is perfect for roadmaps and resource management.
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.
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.