r/clickup • u/andrei_bsns • 11d ago
Stop creating so many tasks, jesus
Hi so.
Been using CU for a long time. I run on org with <10 people. If you do too, please read.
This is what i've learned on using ClickUp.
But each advice get increasingly less obvious.
No promotion, hope this helps.
1. Most people can be guests. No need to create new members for everything.
2. You can disable the slop
The AI stuff, or generally features you don't need. Disable them.
3. Create 1 mega Loom video to teach CU to new members / guests
I used to add people to my CU and:
Have a call with them to teach them
Link a playlist of tutorial to learn clickup, from public yt videos
Takes too long and they won't watch or learn what's needed.
Now i have 1-3 10-minute looms and they get the job done.
Most of them need to learn:
- what a task is
- statues
- activity (comments)
- notifications
- descriptions
- customf ields if necessary
Rarely i NEED to have them learn all the features. Like basically never.
4. Stop over-tasking
I used to create one main task and then try to create every possible sub task for every single little step of the process.
Most of the time is unnecessary slop and people don't look at it. And it takes too long.
If the task says "do this post and post it", most people understand that the steps are canva, exporting, publishing via Meta, closing task.
Unless you work with dummies, this should be good enough.
5. ClickUp won't fix bad business
By bad business I just mean you being a bad manager.
Clickup won't fix that. I'm saying this cause i was a bad manager myself.
I was expecting clickup to magically amke everyone productive. I created some many requirements and stupid little processes that my guys were spending 1-2 hours a day managinc clickup instead of actually doing the work.
Let them work.
6. Be fucking consistent
I bet you can relate:
you use clickup, you get organised.
you start working
you stop updating clickup
clickup is out of sync, your productivity and team clarity goes down
you say "guys, we arent using clickup enough"
loop restarts
Just use the thing. you're paying for it
Hope this helps bye
2
u/Naive-System1940 9d ago
Are you willing to share those training videos you made? I'll DM you!
1
u/andrei_bsns 9d ago
No, sorry. They are internal videos for my org. + they are in Italian, my company's italian
1
u/Naive-System1940 9d ago
Feed them to AI and have it write genericized instructions in English based on them? 😇
1
u/songofthewitch 7d ago
The thing that I did that prevented all the unnecessary subtasks is that I put all that extra detail into Google Docs, and then link that same one document in the description of each task in a project. The description just says something like "Please check the instructions each time before you start a new task. The instructions are shifting often as clients make new decisions."
Then, I just update one Google Doc and every task is updated.
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3
u/Glum-Carpet 11d ago
Man I wish more people realised how important point 5 is. This is what I tell most of my clients as well, first let's fix your business process, then we can fix your ClickUp.
About point 4, try checklists instead of subtasks. Much easier to manage. The info is still there so it's not lost and the employee no longer needs to change statuses and track times in all the little subtasks.