ClickUp is a robust and flexible tool — but that same flexibility can easily tempt teams into creating messy “just for now” solutions that linger far beyond their expiry date.
Kodah’s automation specialists have seen it all: overcomplicated folder structures, duplicated tasks, and notification overload disguised as productivity.
After hundreds of South African ClickUp implementations, Kodah has formally outlawed three common workarounds — replacing them with scalable, automation-first systems that actually help teams get sh*t done.
1. The Problem of “One Task, Ten People”
The Old Workaround
Adding multiple team members to one task for “visibility.” It sounds efficient — everyone knows what’s going on, right?
Wrong. When too many people are assigned to one task, nobody feels ownership. Tasks drag on, accountability blurs, and deadlines slip.
Kodah’s Fix
Kodah enforces a “one owner per task” policy. Each task has a single accountable owner, with subtasks and automations distributing related actions automatically.
Using ClickUp’s dependencies and auto-assign triggers, once one phase is complete, the next responsible person is instantly notified.
Outcome: Clear accountability, seamless handovers, and no more “I thought someone else was working on it” moments.
2. The “Spreadsheet Simulator” Setup
The Old Workaround
Some teams try to rebuild Excel inside ClickUp — endless lists, manually maintained statuses, and chaotic colour coding.
The result? ClickUp becomes a digital filing cabinet that needs constant manual maintenance, defeating the very purpose of automation.
Kodah’s Fix
Kodah replaces spreadsheet-style setups with data-driven automations and custom fields that link tasks to live, actionable logic.
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Calculation formulas now perform real-time computations (e.g. ROI, delivery metrics).
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Dashboards replace “tracking tabs,” providing visualised trends without manual effort.
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No-code automations ensure every data update triggers corresponding workflow changes.
Result: Information becomes functional, not static.
Teams gain insights automatically — instead of babysitting spreadsheet cells.
3. The “All the Views, All the Time” Mess
The Old Workaround
New users often assume that more views = better organisation, so they enable every option: Gantt, Board, List, Calendar, Timeline, and Mind Map.
But this only creates confusion. Teams spend more time searching for the right view than actually getting work done.
Kodah’s Fix
Kodah adopts a view minimalist approach built around contextual visibility. Each workspace gets:
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One view per function: Strategy → List view, Execution → Board view, Reporting → Dashboard.
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Custom filters for essential department metrics.
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Dynamic views that update automatically based on role or project status.
Automations also control visibility — for instance, when a task enters “Review”, it appears for the manager and disappears from other lists.
Result: A cleaner, faster interface free from visual clutter — showing only what’s essential.
What These “Bans” Reveal About Kodah’s Strategy
Kodah’s UX-driven automation philosophy follows one simple rule:
Every feature must perform a human-related task.
Workarounds arise when tools are designed for systems instead of people. Kodah flips that logic — mapping workflows first, then layering automation around them.
This ensures ClickUp evolves into a living workspace that eliminates redundancy rather than simply digitising it.
The Payoff: More Clarity, Less Chaos
And the results speak for themselves. Kodah’s clients have seen:
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25–40% faster project completion rates
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60% fewer missed deadlines
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Higher adoption rates — because ClickUp finally just makes sense
By stripping away unhelpful habits, Kodah helps South African teams transition from “smoke-led management” to measurable momentum.
Final Thought
All systems are built on habits — but scalable systems start with discipline.
Ban the workarounds. Build with intention. Automate for impact.