Process: ClickUp Tasks

We'd like to standardize how ClickUp tasks are generated so we never lose track of assets or other steps along the way.

Parent Task

Assigned To:
CS and Fulfillment Team Lead where the process currently resides (Design, Dev, Paid).
Due Date:
The Due Date should reflect the commitment of the fulfillment team currently tasked, and should be when the completion of their sub-tasks will be done.

The parent task should contain all the information regarding the task, but should not have any specific action or verb in the Task Name. For Example, the tasks could be New Resources Section on Main Website, Product Catalogs, or Paid Traffic Landing Page.

All actions associated with this task will be in the sub-task names.

Task Assignment

The CS should always be assigned to this task, as well as the team lead associated with the current fulfillment team working on the task. For instance, during design phase the task should be assigned to the CS and to Design Team Lead, once the task moves on to development, the Design Team Lead should be removed and the Dev Team Lead should be assigned.

Task Due Date

The due date on this parent task should be the date committed to by the Team Lead for the current fulfillment step, it does not reflect when the overall parent task is due. That information can be conveyed in the Task Description.

Task Completion

Upon completion of all the sub-tasks, the final fulfillment team lead should remove all assignees except the CS and set the status to Pending CS Approval.

Sub-Tasks

Assigned To:
Team Member responsible for completing the task.
Due Date:
Ideally, no more than 5 working days out, these sub-tasks should be smaller and easy to complete.

Sub-tasks should be the bulk of the tasks fulfillment teams view in ClickUp, and should typically fall within the weekly cadence of tasks to deliver. If the Parent Task will require several weeks to complete, it's best to have sub-tasks fit within a work week so nothing is accidentally overlooked due to how ClickUp shows our tasks.

Sub-task Assignment

Sub-tasks should be assigned to the fulfillment team member responsible for the work.

Sub-task Due Date

As a general rule, sub-tasks should not be assigned a due date sooner than 2 days from the creation of the task. Ideally sub-tasks for the week are created in the week preceding to allow for fulfillment team leads to plan out work in advance, and to allow for any time bartering amongst competing due dates.

Sub-task Completion

When the sub-task is complete, the sub-task should be assigned to the fulfillment team lead and given a status of Pending CS Approval. Once the team lead approves the work, the team lead will assign the task to the CS for final approval.

Assets & Links

Each sub-task will have the required assets and links in the sub-task description. There should not be any need for fulfillment team members to review the comments, etc from a previous sub-task.

For example, as design progresses any comments and updates will be contained in the design sub-task, but once the design is completed, any final assets and links will be added to the description of the development sub-tasks.

Task and Sub-task Examples

Here is an example of task titles (green) and descriptions (paragraph), and sub-tasks (list items).

Task: Add Resources to the Website

Description: We need to add a new Resources section to the website. Initially it will contain blog posts, and some videos we've shared on social media. In the future we will also have press releases, news articles, and how-to articles.

Sub-task: Content Creation

Description: We need 3 blog posts written about our product. The topics will be "Top 5 reasons to work with us", "How the current market can affect your business", and "Meet the Founders". We also need to get the source files for the 4 videos we've shared on Social Media on October 10, October 15, November 3, and December 18. Please write each blog post and attach any media you'd like in each blog post.

Attachments: Simple explanations of the content we would like in each blog post, as well as links to the 4 social media posts with the videos.

  • Top 5 reasons to work with us
  • How the current market can affect your business
  • Meet the Founders
  • Source video files uploaded to YouTube

Sub-task: Design

Description: Content team has created 3 blog posts, and have attached 4 video file links needed for our new Resources section. Please design a new layout for blogs, and a new layout for video files, as well as create the Thumbnail that is displayed on the video embed.

Attachments: Final draft of each blog post, any media needed in each post, links to YouTube.

  • Resources Index Page layout
  • Blog Index Page layout
  • Video Index Page layout
  • Blog Post Layout
  • Video Post Layout
  • Video Thumbnails

Sub-task: Development

Description: Please dev out the new Resources section on the website. A new link and drop-down menu should be added to the website. Design has laid out index pages and single pages for the content. The videos are hosted on YouTube and need to be embedded in the video post.

Attachments: Figma Files, Blog Post Content & Media, links to YouTube.

  • Resource Index Page
  • Blog Index Page
  • Video Index Page
  • Blog Post
  • Video Post
  • Add Content to all posts
  • Add Resources to Navigation