I owned our migration from Asana to ClickUp, from platform research and system design through rollout, training, and ongoing optimization. I built the workspace around how the team actually worked, including workflows, automations, approvals, dashboards, and documentation.

<aside> <img src="/icons/new-alert_green.svg" alt="/icons/new-alert_green.svg" width="40px" />

My Role: Process architecture, system design, ClickUp implementation and administration, workflow automation, documentation, training, and ongoing optimization.

</aside>

The Problem

Project work spanned multiple people, tools, and processes, and our Asana setup lacked structure. Projects weren’t built consistently, which made it hard to create a repeatable process from a new request through execution and approval. A lot of the process also depended on manual follow-up and individual knowledge.

Because the underlying structure wasn’t consistent, reporting was very limited. We wanted better visibility into project status, workload, production time, and where work got stuck, but the original way projects were built made it hard to pull that information reliably.

As the company and client workload grew, the team needed a more repeatable way to capture new work, determine scope, move projects into execution, manage approvals, and give everyone visibility into where work stood.

How I Approached It

Before choosing a new platform, I looked at whether we could restructure Asana to get what we needed. After digging into the limitations, I decided it made more sense to move to a system that could support the way we wanted to work long-term.

I chose ClickUp because it gave me more flexibility to standardize the workspace, build custom fields and reporting around the business, and automate more of the repetitive work. Its automation and AI capabilities were also a big factor because I wanted something we could keep building on over time.

                 *One of my main design principles was to build the project structure around the                                                               reporting we needed to get out of it.*

Lifecycle of a project workflow

What I Built

• Workspace and project structure - standardized how projects, lists, tasks, subtasks, statuses, and custom fields were set up so work was organized consistently.
• Project lifecycle and workflows - mapped how work moved from intake through planning, execution, approvals, delivery, and closeout, including different workflows for different types of work.
• Project intake - created a structured intake process so new work came in with the information needed to scope, assign, and start it properly.
• Reporting structure - built the system around the information leadership needed to see, including project status, workload, timelines, production time, and other operational reporting.
• Dashboards and visibility - created ways for leadership and the team to see what was active, where projects stood, and what needed attention.
• Automations - used ClickUp automations and integrations to reduce manual handoffs, trigger next steps, update fields, create tasks or subtasks, utilize AI, and send notifications.

Sample ClickUp automations

• Approvals and handoffs - built clearer stages for scope review, strategy, kickoff, production, internal review, client approval, and completion.