This article outlines our internal workflow for managing creative, ads, and support projects, from task creation in ClickUp to daily prioritization and execution. By following these guidelines, we ensure transparency, agility, and clear ownership for every assignment.
Create the Task
Use Flex to create the Tasks inside ClickUp. If the account is not linked, reach out to Andrea to help you set it up. All the projects must be submitted through flex. If it is a revision, you can go to the Flex Customer Space, and add it manually. Make sure it has the client’s name first, and then the project name.
Add Relevant Details
Attach any briefs, reference files, or links to ensure the team has all the background information at hand. Make sure this step is completed before moving to the next one.
Assign Ownership
If the task is created through Flex, it will be immediately assigned to Andrea. If it is a created one, assign it to Andrea, our default point person for initial scoping and kickoff.
Each morning (or at our agreed-upon cadence), the creative team—led by Alex and Andrea—holds a short stand-up to:
Review New Tasks
Confirm any newly created ClickUp tasks, clarify objectives, and address questions.
Assign Project Owner
Decide which team member will own each project end-to-end.
Set Daily Priorities
Agree on which tasks must be tackled during the day or later.
In ClickUp, we use the following statuses to drive focus and visibility:
On Hold
These are the tasks that have been submitted and are in the queue.
Gathering Requirements
Tasks that need any assets or information to be moved to the Up Next status.
Up Next
Tasks are queued immediately after the day’s work. They’re ready to roll when slots free up.
In Progress
These are the top priorities. Team members should not pick up other work until “In Progress” tasks are cleared or re-prioritized. The person assigned needs to update the task activity by the end of the day.
Waiting On Client
All the projects that are waiting for the client’s feedback, assets, information, or approval.
Needs Approval
Everything that has been completed needs the growth coach to send feedback and show the client.
Ready to Go Live
Tasks that have been approved by the client, and need to be launched.
Completed
All completed projects.
When a task receives feedback, move it to Up Next.
During the next creative meeting, Alex and Andrea will:
Confirm the urgency of revisions.
Slot the revision into In Progress or keep them in Up Next, based on priority and deadlines.
Re-assign or confirm the original owner will implement changes.
Occasionally, the creative team is asked to pitch in on quick-turnaround items (e.g., ads assets, last-minute edits).
Log as a Task
Create a ClickUp task labeled “Client’s Name - Project Name Revision”
Assign it to Andrea for initial triage.
Triage in Meeting
Alex and Andrea decide:
When to slot it into the day’s workflow.
Who is going to be assigned to the task.
Execute & Close
Once the work is delivered and approved, move the task to Complete and archive any notes or assets for future reference.
Be Proactive: Add all relevant details, files, and context when creating or updating tasks.
Communicate Early: If you foresee delays or need clarification, flag the task in ClickUp comments and bring it up in the daily meeting.
Stay Flexible: Priorities can shift. Trust the process and rely on our status system to keep everyone aligned.
Project Assets: After project completion, make sure all the assets, files, presentations, and anything else are added to the ClickUp task for future revisions or needs.
Updates: In Progress tasks need to be updated by the end of the day.
