Want to master basic project management with just 3 key steps? In this post, you’ll learn how to implement three basic techniques to help you stay on top of projects (no matter how big) using ClickUp!
What is a project?
A project is any undertaking, carried out individually or collaboratively and possibly involving research or design, that is carefully planned to achieve a particular aim.
Essentially, a project has a start, a middle, and an ending. To take on a project efficiently, it’s important to break down the key steps in order to make sure that all the bases are covered (e.g. budget, schedule, resources, communications, scope, milestones, and goals).
So, let’s go through the basics of project management, why they’re so important to any business organization, and how you can apply them to your ClickUp workspaces.
No successful project can come to fruition without a carefully laid out plan. So, you should always have a plan BEFORE you start powering through the rest of the items on your project.
Start by creating a new ClickUp document in the documents home area, then list out the focus items in different headings to sort it out by department, urgency, and action. Planning entails mapping out what needs to be done, it looks similar to a book’s table of content.
You can create a ClickUp document and add new pages, then nest them underneath each other for a more organized project plan. You’ll also want to make sure you save a copy to use as a template for future projects. This way, you can easily share it with your team and make collaboration seamless.
2. Task Management
This is a big part of project management because it ties into the execution of the project and it gets the gears turning.
You accomplish task management by:
- Create tasks inside ClickUp
- Use appropriate statuses
- Assign tasks to the right people
- Add time-tracking
- Set the task start date and due date
- Add priority level
Not all these features are enabled by default, so you’ll need to go to your ClickApps and make sure that they’re turned on. Since projects tend to vary based on the objective, you need to make sure that you only turn on what’s necessary.
Some features that would be helpful to activate are as follows: nested tasks, priorities, dependencies, time roll-ups, and multiple assignees.
3. Monitoring & Reporting
Monitoring and reporting help you gauge the project progress. Are the goals met? Do we need to completely revamp or adjust our approach? Is the team able to understand the objective and does it reflect on their output? Monitoring and reporting ensures that the project gets completed and allows the team to measure its success.
How to start monitoring and reporting:
- Hold regular team meetings and set an agenda, preferably on a weekly basis.
- Document minutes of the meeting and organize them by folder and distribute to the appropriate department, client, or team member.
- Assign tasks to key team members, set a deadline, and don’t forget to add in a recurring reminder.
Regular team meetings are essential to monitoring your projects and receiving immediate updates. What’s in progress, what’s been completed, and what’s at risk. You can learn how to set effective team meetings in ClickUp here.
Monitoring and reporting using ClickUp dashboards:
This is the final piece of the project monitoring and reporting, dashboards provide an overview of the project progress. It helps you visualize how close (or far) the team is from achieving the goal.
If you have a client that has organization-wide projects, you can make a dashboard in ClickUp, then share it publicly to the entire workspace. This will save you from having to grant individual user access for several departments working on the same project.
Check out this blog post on the 3 key steps to efficient reporting in ClickUp, not only will these keep your ClickUp streamlined, but it will also make sure that you are only keeping relevant data in your midst!
Reminder: Always remember that ClickUp dashboards are profile specific. If you create a dashboard, then you have to make sure you share them with key members in your organization (so they have access), or set the share settings to everyone within the entire workspace.
Quick recap on how to master basic project management in 3 actionable steps:
First, you want to make sure that you’re doing technique number one, project planning.
Second, you want to make sure that you’re doing your task management inside ClickUp.
And third, you want to make sure that you’re monitoring and reporting. Pay close attention to the quality of your team meetings and make sure it aligns with step 2 [Task Management].
Hope you this helped make project management in ClickUp a lot less intimidating.
Ambitious wishes, and I’ll see you around!
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