Even the smartest teams fall into simple, avoidable traps when using ClickUp—habits that quietly eat away at efficiency and clarity.
Here are five dumb things that clever, high-performing teams still do in ClickUp—and what to do instead to reclaim your time and sanity.
1. Treating ClickUp Like an Overgrown Trello Board
The Mistake
Teams often use ClickUp only for basic lists or Kanban cards, missing out on its deeper features like Gantt charts, calendars, docs, automations, and dashboards.
The Fix
Explore multiple views and automation options to make workflows visual, collaborative, and scalable. Real-time reporting in ClickUp helps you track progress without constant check-ins.
2. Ignoring the Importance of Hierarchy
The Mistake
Many teams misuse ClickUp’s vertical hierarchy—turning folders and lists into “To Do,” “In Progress,” or “Done” columns. This creates confusion and inconsistency across workspaces.
The Fix
Standardise your structure: use Spaces for departments, Folders for projects, and Lists for tasks. Keeping hierarchy logical makes it easier to scale and maintain process integrity.
3. Failing to Standardise Statuses
The Mistake
Without clear, consistent status fields, workflows become confusing. If every team member creates their own labels, tracking and accountability fall apart.
The Fix
Agree on standard status options—such as To Do, In Progress, Blocked, and Complete. Consistency helps everyone understand exactly where work stands at any moment.
4. Adding Members Without a Strategy
The Mistake
Randomly adding users to ClickUp without considering roles or permissions leads to chaos. Sensitive data might be shared too widely, or users might have too little access to perform their tasks.
The Fix
Define user roles and permission levels before inviting team members. Train them on how to use their assigned spaces effectively and create clear ownership across projects.
5. Not Centralising Communication and Files
The Mistake
Teams often abandon ClickUp as their daily hub and instead rely on scattered emails, Slack messages, or Google Docs links, leading to lost context and wasted time.
The Fix
Centralise everything. Store documents, task discussions, and attachments within ClickUp. It ensures transparency, improves collaboration, and reduces back-and-forth across multiple apps.
Turning ClickUp Into a True Operations Hub
Once you fix these five mistakes, ClickUp becomes the command centre for your entire team—not just another to-do list.
Start by selecting the features that best fit your workflow, and evolve your use of ClickUp as your needs grow.
For more advanced optimisation techniques, check out Kodah’s guide to ClickUp integrations—a must-read for any team looking to streamline their digital workspace.