Daily: ClickUp SOP

ClickUp is our main source of truth for all things project and task related. We cannot function smoothly with all departments if ClickUp is out of sync with reality.

At ax minimum every team member will check ClickUp every morning to review the tasks for the day, and every afternoon between 4:00-4:30pm attend the Daily ClickUp Review meeting.

  • Objectives
  • Stay in sync with project CS so they are aware of all happenings and can easily see the progress of a task without having to reach out to a dev team member for an update.
  • Keep all communication regarding tasks centralized so we don't need to hunt down assets, comments, or other needs in Slack, Email, etc.

ClickUp Guidelines

Task Creation

The majority of our ClickUp tasks will be created and assigned by the CS team.

All tasks that are assigned to Dev need to have the following in place to be considered a valid task:

  • A clear description
  • All assets / links to assets
  • A due date no sooner than 2 days from the day assigned*
  • A status of Ready for Fulfillment

Upon assignment, developers will review the task and update the Status to either Progressing, or return the task to the CS with a status of Needs more Detail and add a tagged comment with feedback.

Setting the status as Progressing lets the CS know that we've seen the task and are okay with the timeline. Developers should add in the time estimate (or update if needed).

Ideally, at the end of every day there are very few (if any) tasks with a status of Ready for Fulfillment.

* Any task less than 30 minutes can be assigned same/next day as long as the CS provides a heads up comment so dev team is aware

Task Priority

There are 4 priorities available for any task: Low, Normal, High, and Urgent. Urgent tasks should always be first priority every workday, followed by High, Normal, and then Low. Some tasks also have a tag of Hard Deadline and those need to be attended to with urgency and good communication to the CS if needed. No guesses, no assumptions.

Overdue Tasks

Inevitably there will be tasks that are not completed. At the end of the day, any tasks that are not completed need to be reviewed with a tagged comment to the CS explaining why the task is not complete, and the due date needs to be updated to reflect when it really can be done. CS can overrule the updated due date to match client needs. Ideally, there has already been communication during the work day regarding the task.

Tasks that have been tagged Hard Deadline should never be an overdue task at the end of the day without prior CS approval.

Task Completion

When a task is complete, the developer will update the status to Pending CS Review, change the assignee to the CS, and then add a tagged comment letting the CS know the task is complete and passed back to them for approval.

Task Comment Instructions: Please be as detailed as possible in describing what was done to complete the task, how the CS or Dev Team Lead can verify the update, and what any potential next steps that the CS or Dev Team Lead would need to do.

Oftentimes the tasks will return to the developer with edits. When this happens the due date and time estimate need to be updated to reflect the new additions. Upon review of the updated task, the developer will once again set the status to Progressing so the CS knows the task has been received.

Daily Checklist

9:00 am
Review all tasks for the day, communicate any necessary updates to Client Strategist.
All Day
Keep detailed comments and notes about progress, follow-up on any comments received from tasks in Slack.
4:00/4:30 pm
Conduct Daily ClickUp Review