ClickUp

CLICKUP STANDARDIZATION PROJECT OBJECTIVE Standardize ALL ClickUp Spaces, Folders, Lists, and Tasks across the entire PMHQ workspace. The goal is that every department operates the same way and management can instantly see project status. --- TASK STATUS (REQUIRED) Every task throughout the entire ClickUp workspace must use the same status structure. NOT STARTED 1. TO DO ACTIVE 2. IN PROGRESS 3. IN REVISION 4. WAITING ON CLIENT CLOSED 5. COMPLETED No additional statuses should be created unless approved. --- REQUIRED COLUMNS Every List should have only these core columns visible: 1. Task Name 2. Assignee 3. Due Date 4. Priority 5. Status Hide all unnecessary columns unless specifically required for a department workflow. --- REQUIRED TASK MANAGEMENT RULES Staff members should: * Update task status daily * Update due dates when needed * Add comments for project updates * Mark completed work immediately * Move tasks into Waiting On Client when client action is required Examples: Waiting On Client: * Waiting for logo * Waiting for website credentials * Waiting for content approval * Waiting for signed contract * Waiting for payment * Waiting for photos * Waiting for business information Staff should NOT: * Delete tasks * Delete folders * Delete lists * Delete spaces * Delete SOPs * Delete documentation Only administrators may delete or archive items. --- PERMISSIONS Create permissions so: Staff CAN: * Create tasks * Update tasks * Change status * Add comments * Upload files * Update due dates Staff CANNOT: * Delete tasks * Delete lists * Delete folders * Delete spaces * Modify workspace structure * Modify permissions Administrative permissions remain with leadership only. --- PMHQ EXECUTIVE DASHBOARD Create an Executive Dashboard that shows: TASK OVERVIEW * Total Tasks * To Do * In Progress * In Revision * Waiting On Client * Completed TEAM PERFORMANCE * Tasks Assigned Per Person * Overdue Tasks * Tasks Due This Week * Tasks Completed This Week CLIENT WORK * Active Clients * Client Projects In Progress * Projects Awaiting Review * Projects Waiting On Diana * Projects Waiting On Client * Projects Waiting On Staff URGENT ITEMS * High Priority Tasks * Overdue Tasks * Revision Required Tasks CEO ACTION CENTER Create a section called: WAITING ON DIANA Display: * Client Name * Project Name * Task Name * Assigned Team Member * Date Submitted * Action Required Examples: * Approve Content * Review Website * Review Brand Strategy * Approve Proposal * Approve Event Plan * Review SEO Audit CLIENT ACTION CENTER Create a section called: WAITING ON CLIENT Display: * Client Name * Missing Item * Days Waiting * Assigned Team Member Examples: * Waiting for Logo * Waiting for Payment * Waiting for Contract Signature * Waiting for Website Credentials * Waiting for Photos --- DAILY CEO VIEW When Diana logs into ClickUp each morning she should immediately see: 1. What needs attention 2. What is overdue 3. What is waiting on approval 4. What is waiting on staff 5. What is waiting on clients 6. What clients are active 7. What projects are completed 8. Team productivity 9. Upcoming deadlines No digging through folders should be required. --- WORKSPACE CLEANUP Review and organize: * Spaces * Folders * Lists * Tasks * SOPs * Documentation Archive duplicate, outdated, or unused items. Consolidate where appropriate. Create a clean operational structure that is easy to scale. --- GOAL Create a clean, simple, scalable ClickUp workspace where every department follows the same process, no information is lost, leadership has visibility into all work, and client projects can be managed efficiently as PMHQ grows.