ClickUp is the program management tool we have chosen to manage our work at the Foundation (Business Plan). Below is some helpful information to better understand how ClickUp works.

ClickUp is how we get our work done. This means that requests or assignments from team members must be assigned in ClickUp. We should not email or assign work via email or zoom. If you need team members to review a documents, or provide input, please assign in ClickUp so we don’t lose track or miss deadlines. See more information on how to assign tasks and how we use ClickUp at the GitLab Foundation.

Overview of ClickUp

Hierarchy

https://lh4.googleusercontent.com/47345siLO1ujcB_e-N9hpWXyJHDmWa4cC6UuzwOKDhtfVOTNUWQX2E3lBV8ga3x6Lailqj9GQBDNTS-wf0yjWOTf9RTjFoZgYgMTBzydGbYRTeSCPP3b4DdTCP4JPxEi3ce0ZvvOJzoXjdO4lV3zD6A

Terminology

1. Workspace: Your Workspaces are the top level - think of it as like our headquarters. Workspaces act as containers for all of your workflows. You can join or create as many Workspaces as you like - and easily switch between them
2. Space: The second level of the Hierarchy, and the containers for your work. Each Space has its own workflow settings. Think of this as teams or departments
   1. GTLF is the team space
3. Folders and Lists: The left-hand sidebar is made up of Folders, and nested within are your Lists. Similar to Folders, Lists acts as your fourth level of organizing and storing tasks within a project.
   1. Folder: Quarterly OKRs
   2. List: by GTLF Goals (communications, grants, finance, measurement, strategy, and talent)
4. Task: pieces of work that need to be completed
5. Subtasks: subtasks break down tasks even further
6. Nested subtask: subtasks within subtasks
7. Checklist: an easy way to create and organize groups of to-do items within a task. You can even assign checklist items to another team member.

Users

1. **Guests:** People outside your team who need to view or work on specific items (consultants or others)
2. Members: People in your team who actively work in ClickUp (GitLab Foundation Team)
3. Admins: People who are responsible for managing the Workspace including billing, permissions, and integrations (Director of Operations)
4. Owner: The person who originally created a Workspace (or has taken ownership). Each Workspace can only have one person in the owner role (Director of Operations)
5. **Custom Roles:** Custom roles are created based on the guest, member, and admin roles, but can be customized using advanced permissions.

Each User Role has different permissions, so it's important to clearly understand who will be doing what and assign roles accordingly. This expectation setting will go a long way toward clearing up any confusion about responsibilities.

Views

Task Views

Task views are incredibly flexible and powerful ways to show the most important tasks you and your team need to work on.

1. **List view:** the most common way to easily manage and prioritize your tasks.
2. **Calendar view:** your place for planning, scheduling, and resource management.
3. **Board view:** agile Boards visualize tasks by status in a pipeline for drag and drop usability. This allows you to easily move tasks through your workflow. Board View is the go-to view, but every user can utilize the convenience offered here.
4. **Gantt view:** you can plan out projects, manage time spent, and dictate deadlines.
5. **Activity view:** add activity view anywhere to get an aggregated view of all activity across that location. Filter for people and type to get granular with the activity you see. You can even click into individual profiles to view what each user has been up to in ClickUp.
6. **Team view:** helps you answer these three questions:
   1. What are people working on?
   2. What have people done?
   3. Who needs more tasks and who has too many tasks?
7. **Mind Maps:** your own free-form Mind Map for planning and organizing projects, ideas, or start building off of what you've already created in ClickUp.
8. **Table view:** in Table view, every row is the same height, every field is a column, and by default, there is no separation by List or status. Overall, Table view offers a more condensed view - great for viewing a ton of information at once.
9. **Timeline view:** plan your work over time or create visual Roadmaps with Timeline view! Similar to Gantt (except you can have multiple Tasks per row), Timeline is a linear way to visualize your schedule with flexible organization.
10. **Workload view:** plan and monitor your team's work capacity with Workload view! Based on the Timeline view, Workload allows you to visualize your team's capacity and manage resources.

Page Views

• **Doc View:** create, collaborate, and keep all of your work in one place by creating wikis and docs for whatever you're working on.
• **Chat View:** talk about items unrelated to specific tasks - in any view or location in ClickUp. These give you all the same power of attachments, notifications, unfurled task links, and even embedding.
• **Embed View:** embed almost any site or app that your Workspace needs within ClickUp so that ClickUp becomes the only app your team needs.
• **Form View:** streamline your intake process with Form view. Build forms to collect information and create tasks in ClickUp!

Optional Integrations

ClickUp links to [over 1,000 tools](https://clickup.com/integrations?_gl=1*1jm77c9*_gcl_aw*R0NMLjE2NzYzMTA5ODMuQ2p3S0NBaUEzS2VmQmhCeUVpd0FpMkxESERsaVotZlgwOGVUOGFCX1hGYnFmZi1Kc0k4cTJWV3lzZW1ldkMycVpfSFlvVzF0TnE0Vklob0NHMTBRQXZEX0J3RQ..) and also has the capability to integrate with other tools by building out a customized connection (think integrating with Giving Data, Notion, etc.). Below are some highlights that we recommend team members utilize:

1. Chrome extension: download the ClickUp app on chrome
2. Download the [ClickUp app](https://clickup.com/download?_gl=1*1jj8e2j*_gcl_aw*R0NMLjE2NzYzMTA5ODMuQ2p3S0NBaUEzS2VmQmhCeUVpd0FpMkxESERsaVotZlgwOGVUOGFCX1hGYnFmZi1Kc0k4cTJWV3lzZW1ldkMycVpfSFlvVzF0TnE0Vklob0NHMTBRQXZEX0J3RQ..) on your Mac
3. Google Drive: integrate Google Drive to search and attach Drive files to ClickUp tasks without leaving the platform.
4. Calendar: sync ClickUp with your Google Calendar to automatically make changes to and from in real-time
5. **Zoom:** host meetings anywhere in the world right from within a task! Get notified to join a meeting in progress and receive the meeting details with a recording link afterwards.
6. Gmail: Create tasks and add comments by email.
7. [Calendly](https://help.clickup.com/hc/en-us/articles/6304789394711-Using-Calendly-Automations?_gl=1*47qbqh*_gcl_aw*R0NMLjE2NzYzMTA5ODMuQ2p3S0NBaUEzS2VmQmhCeUVpd0FpMkxESERsaVotZlgwOGVUOGFCX1hGYnFmZi1Kc0k4cTJWV3lzZW1ldkMycVpfSFlvVzF0TnE0Vklob0NHMTBRQXZEX0J3RQ..): when an invitee schedules an event in Calendly, automatically create a task in ClickUp with all of the meeting's information!

Collaborating with the Team

ClickUp has several options for Workspace communication and collaboration.

• Notifications: communicate with all of the people in your organization. Notifications are tied to tasks, so your work is connected to your communication rather than email or another app. Change notifications here!
• Comments: ask and answer questions, get feedback, provide approval, track quick wins, and format content with rich text, embeds, and attachments. You can use comments on tasks, Docs, and attachments for Proofing.
• @mention a person: in a task description or comments, type @ and a person's or Team's initials to return anyone with those initials.
• Whiteboards: whiteboards are the fastest way to collaborate with your team and bridge the gap between brainstorming and getting work done.
• Reminders: use reminders to quickly create smaller action items that don't require a task. You can create them for yourself or delegate them.
• Chat: chat is a view that lets you talk to your team in real time. Chat about items outside of tasks in a specific location in ClickUp. View attachments, notifications, task links, and embeds in one place.
• Clip: with the Clip ClickApp, you can record videos right from the Quick Action menu or task comments.
• Proofing: centralize feedback and expedite approval processes by assigning comments directly on task attachments.

GTLF ClickUp Structure

In GTLF’s space there is a folder for each quarter (OKRs). Our work plan is broken into lists for every function that rolls up into a board that will be used in our daily stand ups.

Lists

Broken down by functions

• Communications
• Finance
• Grants
• Measurement
• Strategy
• Talent

Tasks

Tasks are linked to objectives and key results. Every task must be placed in one function are and are required to contact the following elements:

1. Title of task: start with a verb and make sure the card is clear to other team members so they have insight into the work being performed
   • Please limit subtasks as much as possible to make it easier for others to easily view work occurring
2. Status
   • Backlog: tasks to be accomplished within the quarter
   • To Do: work to be done within 1 week (assigned during weekly planning)
   • In Progress: work being performed on a given day
   • On Hold: items that are on hold, being reviewed or blocked due to others, etc.
   • Completed: tasks that have been completed
3. Assignee: Every task needs one DRI. If multiple team members need to accomplish the same task, each individual should be assigned an individual card.
4. AC (acceptance criteria): needs to be a point that defines when the task is complete and be marked as closed. All tasks in “To Do”, “In Progress” and “On Hold” must have an AC listed
5. Due date: While not mandatory, a due date will be required for time sensitive tasks or tasks assigned to another team member
6. Required in certain circumstances
   • Description: When more information or detail is needed or to provide helpful links to resources, materials, or docs.
   • Attachments: link or attach documents, references, etc.

Assigning Taks

When assigning tasks to team members, please make sure you title it appropriately, add a due date and assign it as “In Progress.” It is recommended you call out any assigned tasks in Daily Stand Up.

GTLF Board

The GTLF Board is arranged by status and by team members. This provides a snapshot of all work that is occurring at the Foundation. This board will be used in the team’s daily standup.

Tracking Quarterly OKRs

1. GTLF will track our quarterly OKRs by using ClickUp Goals
   1. Goals are high-level objectives that are made up of smaller, measurable targets
2. Goals are organized in folders that replicate the Foundation’s main function aireas
3. Each ClickUp goal is an objective from the quarterly work plan and is assigned to a team member
4. Targets are key performance indicators from the quarterly work plan and are assigned to a team member
5. Targets can be tracked in ClickUp by one of the following ways
   1. Number: Create a range of numbers and track increases or decreases between them.
   2. True/False: Use a Done/Not Done checkbox to mark your Target complete.
   3. Currency: Set a monetary Goal and track any increases or decreases.
   4. Task: Track the completion of a single task, subtask, or an entire List. GTLF will primarily use tasks to track our goals.
6. Goals will automatically update if tied to tasks as you accomplish them and mark them complete.
7. The GitLab Foundation will have a dashboard and goal tracking in ClickUp that tracks quarterly OKR progress:
   1. To access dashboards, log in to ClickUp and select “Dashboards” or “Goals” on the left-hand side of the menu.