Why We Use ClickUp to Run All Our Design Projects (and How It Helps Our Clients, Too)

One of the biggest shifts we’ve made in our studio was switching to ClickUp for project management. It’s been a game-changer—for us and for our clients.

Before ClickUp, we were juggling spreadsheets, email threads, sticky notes, and a patchwork of tools that kind of worked—but didn’t give us (or our clients) a clear, centralized view of what was happening.

Now? Every project has a home. Our team stays on track. Our clients feel supported and in-the-loop. And everything—from kickoff to launch—runs smoother.

Here’s a look at how (and why) we use ClickUp behind the scenes.

 

The Chaos Before ClickUp

We’ve all been there—files in Dropbox, tasks in a Notes app, approvals in an email thread, and random to-dos living in our heads.

For a while, we got by. But as projects grew, so did the potential for things to fall through the cracks. We realized we needed a system that helped us:

• Stay organized
• Communicate clearly
• Give our clients a better experience

Enter: ClickUp.

Why We Chose ClickUp Over Other Tools

We tested a lot of tools: Trello, Asana, Notion, Basecamp… you name it. ClickUp struck the perfect balance between being powerful on the backend and simple for clients to use on the front end.

What we loved most:

• Custom workflows that match each service
• Built-in forms, docs, and approvals
• Easy client sharing (without needing full access)
• Beautiful dashboards and timeline views

 

How We Set Up Each Project (Without Overwhelming Our Clients)

Every client gets their own ClickUp project, pre-loaded with the exact steps their project needs. From intake forms to final delivery, it’s all laid out and easy to follow.

Here’s a general flow:

1. Kickoff tasks – Client homework, brand content, call scheduling
2. Design & development – Our internal steps with due dates + review rounds
3. Client review – Where feedback goes, including design proofs or video walk-throughs
4. Launch prep + wrap-up – Final tweaks, launch details, and post-launch checklist

We keep client views minimal and clear, so they only see what’s relevant to them—no overwhelm, no clutter.

 

What Clients Love Most About It

We’ve gotten so much positive feedback about our ClickUp setup. Clients have said things like:

“I loved being able to see what stage we were in at any time.” “Everything was so organized—it made the whole process less stressful.”

Some even take inspiration from our process and start using ClickUp for their own businesses. (We consider that a huge win.)

 

Sneak Peek: What It Looks Like on Their End

Here’s what a client sees:

• A warm welcome message & overview
• A checklist of what to send us (logo, copy, etc.)
• Status updates as we move through design + development
• Feedback requests with built-in approvals
• A launch checklist so they know exactly what’s happening next

No long email threads. No wondering, “Where are we at again?”

 

Tips for Other Creatives Looking to Streamline Projects

Thinking of switching to ClickUp (or improving your systems)? Here’s what’s helped us:

• Start small. You don’t need a huge setup—just start with one repeatable service.
• Create templates. Save time by templating your most-used project types.
• Keep client views simple. Hide the backend complexity with filtered views.
• Use automations. They’re a lifesaver for reminders, status changes, and assigning tasks.
• Build it as you go. Don’t wait for it to be perfect. Make updates as you learn what works best.