One of our favorite things about ClickUp is how much it simplifies our processes in our business. We also really love that ClickUp provides so many awesome FREE templates to help users get started and we thought it would be helpful to highlight and review these templates…no matter what you’re trying to do in ClickUp, there’s a template for that!
For the first one, we reviewed ClickUp’s Project Management Template.
P.S.: Click the hyperlinked text to go exactly to the part of the video where we mention each feature!
The first step is creating a Space and then creating a Folder template. To use a Folder template, click on New Folder, then click on Templates, next click on Community, and finally grab the Project Management template. At this step, you can choose to rename it and import everything from the template or just select a few items.
After this, we recommend updating the start dates and due dates to what works for you. To do this, you can Select All and set the dates or just clear the dates and start fresh. Then also take a look at the other items, such as budget and tracking time, and change if needed.
You can also look at your tasks grouped by revision status which already comes with the template, so you can see which tasks are on their to-do, in progress, ready, and complete phases.
Another way to set up your projects in ClickUp is by adding a new List view and filtering by whatever you prefer, such as milestones, time tracked, status, start date, due date, and more.
In fact, you can even set up the custom fields section, for example, maybe you don’t need to see the budget so you can hide it. We recommend going through each step of your process, during the design phase, the development phase, and the execution phase, and then putting due dates on them.
If this is a template you will use with your clients, you can duplicate it for each client, and simply change the start and due dates for each project. Then, what works for us is going through each list and set up the view that shows just what we need.
The next step is adding everything else such as dependencies, instructions, checklists and subtasks, asset folders, etc.
Once you’ve finished adding everything you need to your template, simply go to the Templates Center, click on Save As Template, and you’re done, you’ll have your project management template.
Watch Amalie Show You How To Use The ClickUp Project Management Template:
Read The ClickUp Project Management Video Transcript:
Hi, I am Amalie Shaffer with Systematic Excellence Consulting. And I am going to start a series where I’m going to review the ClickUp free templates because I think they’re a great place to start. Something that I hear all the time from clients is that they just don’t know where to start as far as getting organized in ClickUp.
I think that they provide a lot of really great templates. So I’m going to review them, go over them, recommend any changes I would make to them. And so today, I’m going to go over the project management templates. So the first thing I want to do is show you how I got it in here. And then I’ll go over some of the changes I made and recommend some additional changes that I think will help when using it.
So the first I’m going to do is I created a space and ClickUp has templates. They have space templates, folders, lists, and tasks. But we’re going to look at folder templates. So I’m just going to go ahead and hit the plus sign, I’m going to go to New Folder, I’m going to go to templates, go to community. And then I’m going to grab the project management one right here, I’m going to click on it, and then I’m going to click Use Template.
Then what I want to do is I can either rename it, so this is the pm template number two, because I have one already. And then it asked me if I want to import everything, which I do. If you want to customize that, you can select which things you want to implement our import, I’m sorry. And just you know, this is a free account, so everything I’m doing you’re able to do with the free account. And then this is asking me if I want to import as is or if I want to remap the due date, so I’m just gonna do remap, some of them won’t actually pick up. But we’ll use what we can so now it’s going to skip weekends.
I want to import all tasks as open, meaning that if there were any tasks that were closed will actually be in open now. So I can start fresh. Then I’m going to click on Use Template. And it’s going to go ahead and create the folder for me. And so now what I’m going to do is and now it opens it up, so I’m just gonna move my face here. Okay. And so what we’re looking at now is how it’s imported exactly, then I’ll make some recommendations on some changes.
So the first thing I’m going to do is because some of these due dates aren’t exactly what I need. So I can go ahead and select all of these, or I can go over to Select All, and then I can go over to set due dates, and I can actually just clear the dates. And then so I can start fresh with my own plan. So let’s go ahead and remove the due dates here, too.
Okay, and then obviously, you can change the different budgets and stuff. If you want to keep these custom fields as is, that’s totally fine. The one thing I did add here is a start date. So I just went over to add a column, and I scrolled down till I saw the start date. And so now it’s going to add a start date in for me, I just moved it over here. So I can see the start date, end date or start date, due date.
Then one of the other things that I like to add is a, let’s see, we can look at, you know, we can add track time, time estimate if that’s what we want to see. So you can add a bunch of these here. If you want to do the budget, so this is a free account, so it’s not going to do any calculations. I’m just going to go ahead and hide this column. I don’t want to see it and then one of the last things I generally add is a website one and I usually call it the asset folder, so we’ll just add that column there. Okay, cool.
Now I’ve kind of set up what I want to see, now what I would do if this was me is I would go through and look at the different tasks and edit it to the way that you work, but this is just a really great starting place. As far as the phases so this is broken down into four phases. It does have tasks.
Oh, one thing I do as far as setting up. So for the folder view, I like to see things that are to do and I don’t want to see all of the other statuses, I just want to see, you know, what is to do in to do status. So I usually leave that there.
Then the other thing that I was adding is a new list so that I can see the milestones. So you can see here, they’ve already set up specific milestones. If you don’t want those milestones anymore, all you do is go to convert and unmark as a milestone, if you want to keep it as a milestone or want to set something else as a milestone, again, you just go to convert mark as a milestone, and so now, it’ll be set as a milestone.
Milestones are going to be like the end of a phase like once that particular phase is done, it’s a milestone that maybe is when you are going to set up a call with the client or something like that.
So one of the other things I would add, so we have the list, the revision status, this already comes with the template. And this just pulls everything into very specific statuses that they have set up here. So you can see the filters there, and they are grouped by review. So they are grouped by custom field. And so the custom field that they have, so if we go over here, and you can all you can see it in the list view.
So in the list view, they have this status, where it’s to-do, in progress, ready, and complete. So when in the folder view, when they set this up, they’ve pulled, they’ve organized it by that custom field. And then all the tasks that are you know, where they had them set in that custom field are now organized in that way based on what they have set there.
So again, what I did here, what I was just explaining is that I would add a new list view. And let’s add a new view. And let’s filter by milestones. So there’s a lot of ways that you can filter this by, but let’s say we want to filter by milestone, and then we can go ahead and save this view. And so now it’s gonna filter by milestones, we can rename this to milestones, oops. Okay, cool.
So now, we’d be able to pull that and see what those are. And so then you can also add, you know, we can pull in some of the custom fields, maybe start date, maybe we’ll want to pull in the due date. Let’s see, where is it due date? Oh, it’s already there. That’s why. So we can see different views instead of looking at everything, maybe we just want to see those or, you know, maybe we want to filter by due date, maybe we want to see the things that are due. And maybe the due date is things that are due or overdue, I don’t think we will have some because I didn’t clear all the due dates.
Maybe you want to have like an overdue, or let’s say that we want to filter by things that are due next seven days. So because we don’t have anything set, so that’s okay, what I’m going to do is show you whether it’ll pull up. So if we go back over to our main list, and let’s give these some start dates. If we give this a start date of tomorrow, and then let’s say that it’s due by Wednesday. And then let’s say we’re going to research this, this also starts tomorrow, but needs to be done by Tuesday.
We’ll actually let’s make this Friday. Let’s make the due date Friday, and then each of these. So this overall needs to be done by Friday. So we’re going to plan the build, let’s say that’s actually going to kick off tomorrow, and needs to be done by Wednesday and the hiring process, let’s say that that will start on Wednesday, but needs to be done by maybe next Monday. And then let’s say this start date is also Wednesday, but it’s due the following Wednesday.
And let’s say that this proposal will be, you know, actually, let’s call it next. There we go. Okay, so now we see kind of what we have going on. And you’d want to do that for each of the steps. Okay, so what that’s going to do then is let’s say we have our, this is our milestone, but it’s actually what’s due in the next seven days. So if you just want to see what’s during the next seven days, that filter that we set up, we’ll pull that for us.
Okay, so let’s go back to our main view here. One of the other things that I would do is I’d figure out what information you want here. In the custom field, maybe you don’t want the budget, you know, in the folder view, or maybe you do, but you can remove these or hide them if you don’t want them there. And then what I would do is I’d go through each step and bump it against what your process is.
So how do you, you know, what are the steps that you take during the strategy phase? What are the steps that you and your team go through during the design phase, the development phase, and the execution phase, you know, what are those things and then you’re going to want to put dates to it.
One of the other things I really like to do here is in the list info, you can actually set a start and end date to the folder, meaning if this is your template that you use for for clients, you could just duplicate it. So let’s say we set a start date. So let’s say this project is kicking off tomorrow. And the whole project will be done by I don’t know, let’s say the end of April.
So now you have a start and end date to this folder, we’ve set that for outside, this is for phase one, my bad. So let’s say phase one, actually, let’s correct that. Let’s say Phase One will be done by February. So let me go over to February 2, that’s March, oops, there we go. Okay, and then we can do the same thing for the next list. So let’s say this overall, is going to start Phase two will start February 2, whoops, second, and it’ll be done. And let’s say it’ll be done by the 28th.
Then let’s say, you know, you can go through and set due dates for the overall list. And then what they also set up in this template is the Gantt view. So you can look at the view, if you want to see it in the week. If you want to see it, you know, maybe you want to see it broken down by month. And then you can see when the phases are, you know, when you have so this is phase one. And we can see kind of what’s going on there. If you want to see the week, you know, that’s fine, or, you know, maybe MONTH DAY, you want to see what that looks like, you have the option to view it in that way.
And then you can open, if we need to create a task, we can do that here. But anyway, this is set up for you already as part of the template. If you want to see it in the calendar view, you can do that. So you can see how here, we have phase one where for that list, I set the due date. So it’s telling us when it starts and finishes. And then if you have more than one client going on, then you’ll be able to see where those projects overlap. So this one ends and then phase two begins. And then you can start to see your workload, you know what you’re going to have time for, can you bring on more clients, things like that.
Okay, so then what I did, so from here, I would go through each list, and I’d set up my views. And I know that it seems really simple, but setting up the view, I think is really important. So I always do empty statuses. And then I flip this over so I can see what’s due, then I go ahead and save this view. That way, you can see okay, what statuses do I have, do I want to edit them, maybe there are other statuses that you want to add or move to ready for review or something like that. Then you would just come over here and you go to lists, statuses and then you’re going to either pull the folder statuses which came with the template or customize them. I’m not going to change them right now, but that’s how you would do it.
Then again, I would go through and just look at my strategy phase. Is there anything missing? Are there any steps that I need to add to it? Again, I would do the same thing in design. So I come over, I go ahead and I go to show statuses. I flip this over and then I Hit Save View. And I would do that for each one because this is the way that I like to look at it. If there’s another way you like to look at it, then you want to set that up as well. And each list has a revision status where it’ll group them together by this particular status. You can use that or you don’t have to use it, you can delete it.
Then once I get all the views done, then what I’m going to do is, as I would go through and figure out each step, I’m going to look at the different dependencies. So this is saying that it’s waiting on a dependency. And so if I click on that, it’ll tell me it’s waiting on research “how to crush the competition.” Cool. So that means that that has to be done first. So if these don’t reflect your process, then change it.
But this is a great place to start, then the next thing I’m going to do is I’m going to go through and add instructions based on the kinds of things that we need. So I might add a link to templates, meaning like, we might have a folder with example proposals. Then I’m also going to add that asset folder, so we use that as like a client folder, or if it’s a YouTube video, we’ll use it as the folder that has all the assets in it. And I’m going to add the link to that, then I might add some instructions. And the other thing that you can add is a checklist or subtasks.
If you know, depending on how many steps this has, this might have like a proposal review checklist, meaning these are the things to do before the proposals are done. So let’s call it a proposal review checklist. And so maybe it might be review, spelling, review, maybe it compares it to client call notes or something like that. Upload to proposals software, you know, something like that, whatever those checklist items are, I would do that for each step.
And so then, once you’ve done that, right, once you’ve either added checklist items or whatever you know, any additional information the person might need, as they’re going through this. Once you have your template created, and this is the one that you use all the time, then I don’t know why it keeps popping up. Okay.
So then what you want to do is now you want to save this because this is now your updated templates. So you go to templates center, we want to Save As Template, and this will be our project management template.
And then we want to import everything, we go ahead and save that. Now we’ve saved this as a template and we can reuse it or duplicate it. Or maybe you have a template space and you just let it live here all the time. And that’s totally fine too. Because if you do need to make changes to it, you’ll have to create an actual folder, make the changes, save it as a Template or update, update the existing template, you can’t edit the templates from the template center.
What we typically do is keep our templates saved on their own in a template space to make it easier if we need to make edits to them or whatever. So once you do that, now you have a fully functioning project management template that you can work with.
I hope that was really helpful for you. Again, I’m going to do this in a series where I’m reviewing the ClickUp templates that they provide for free and just recommending any changes I would make, and kind of walking through the template. So, I hope that’s helpful.
The next one I’m going to do is construction management. So make sure you check out that video as well. And if you have any questions of course put them in the comments and I will respond. Thank you so much for watching. Again, I am Amalie with Systematic Excellence Consulting and I look forward to seeing you next time.
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