Task Management

At Lyquix, we use ClickUp to manage tasks effectively across all projects. This document outlines the guidelines for using ClickUp, including how tasks are organized, tracked, and managed.

Please Note

Lyquix switched to ClickUp in 2019. Before that Lyquix used ProWorkflow as its project management system. We no longer have access to ProWorkflow but all the data was exported.

General Organization

ClickUp is structured in a hierarchical manner to keep all projects and tasks well-organized:

• Spaces: We use a single space for all Lyquix projects to maintain a centralized structure.
• Folders: Each project is contained within its own folder. Some clients may have multiple folders if they have several ongoing projects.
• Lists: Tasks within a project folder are further organized into lists, which typically represent phases of a project (e.g., Design, Development, Testing) or general teams (e.g., Marketing, Operations).

Views

ClickUp provides several views to help you manage and visualize tasks efficiently:

• List View: Displays tasks in a linear format, useful for detailed task management.
• Board View: A Kanban-style view, ideal for visualizing task progress across stages.
• Calendar View: Allows you to see tasks plotted on a calendar, making it easier to manage deadlines and schedules.
• Me Mode: Focuses on tasks assigned to you, helping you prioritize your work.
• Subtasks View: Shows tasks along with their subtasks, providing a more granular view of work breakdowns.
• Filters: Use filters to customize what you see, such as tasks by due date, status, or assignee, allowing for a more focused view.

Types of Tasks

In ClickUp, all work items are classified as "tasks," but we track four different types:

Regular Tasks

These are tasks that need to be completed and must have a due date and an assignee.

Tasks on Hold

These tasks are not actively being worked on but need to be tracked. These tasks are marked with the "on-hold" tag. They do not require a due date or an assignee until reactivated.

They may include:

• Upcoming tasks that the client has discussed but work has not started yet.
• Previously started tasks that the client has decided to pause.
• Tasks generated automatically from a template that will be initiated later.

Ideas

These are potential future tasks that have been discussed either internally or with clients but are not yet actionable.

They are merked with the "idea" tag, and they don't need a due date or assignee.

Pinned Tasks

Ongoing tasks that do not have a specific due date but are continuously worked on.

These are typically broader, less time-sensitive tasks like ongoing research, long-term projects, or administrative duties.

Task Statuses

Task statuses in ClickUp help track the progress of each task:

• Open: The task has been created, but work has not started.
• On Deck: The task is prioritized to start within the week.
• In Progress: The task is currently being worked on.
• Ready: The team member has completed their part, and the task is ready for review by the manager.
• Review: The task has been reviewed by the manager and is awaiting client approval.
• Closed: The task is completed and has been approved by the client.

Status Management

• When changing the status to Review, the team member must assign the manager to a comment notifying them of the status change.
• It is acceptable to move the status of a task backward if necessary, such as moving a task from Review back to In Progress if further work is needed.

Sub-tasks, Checklists, and Comments

Use sub-tasks, checklists, and comments to ensure tasks are well-organized and manageable.

Sub-tasks

Use sub-tasks when:

• The main task is too large or complex.
• You need to assign different parts of the task to different team members.
• You need to set specific due dates for portions of the task.
• Detailed descriptions or attachments are necessary for specific parts of the task.

Checklists

Similar to sub-tasks, checklists can be used to break down tasks into smaller, actionable items. However, there are key differences between sub-tasks and checklists due to the more streamlined functionality of checklists:

• Limited Detail: Checklist items only have a title; they do not support additional information such as descriptions, attachments, or comments.
• No Due Dates or Priorities: Checklist items cannot have due dates or priority levels associated with them.
• Simple Status: Checklist items have only two statuses: open and closed, with no detailed status options.

Use checklists to:

• Request small contributions from the assigned team member.
• Track the completion of necessary steps within a task.
• Set reminders for elements of the task that are pending or require further attention later.

Comments

Use comments to provide updates on the progress of a task, ask questions, and get attention from team members.

• Mentions: Use @mentions in comments to notify team members. This serves as an "FYI" or to bring attention to information.
• Assigned Comments: Assign comments to team members when you need them to take specific actions, such as providing an answer, approval, or completing a small task. Assigned comments will appear in the assignee's task list.
• Manager Notifications: Assign comments to managers when a task is ready for review. This ensures visibility and keeps the process transparent.

Project Tasks

Project tasks are part of larger engagements that can span several months. For example, a typical website design and development project can last between 6 to 9 months and require hundreds to thousands of hours of work.

Deadlines

There are typically a few major deadlines (milestones) throughout a project. These milestones help track progress and ensure the project stays on course. Managers will share with the team the project schedule that has been prepared for the client, which includes dates for milestones and completion of the project. As the designated designer or developer, you are responsible for planning intermediary tasks necessary to meet these milestones.

The project timeline presented in client proposals is based on reasonable estimates generated using the project estimation spreadsheet or provided by the team. These estimates reflect typical timelines assuming normal workloads, but it's important to remember that the actual workload during the project may vary. Concurrent projects or unforeseen ad-hoc tasks can arise, making it essential to include buffer time throughout the project.

Even when clients don't impose strict deadlines, it's important to complete the project within a reasonable time frame to remain competitive. Missing deadlines, even when there are no immediate negative effects for the client, can harm our professional reputation. Meeting deadlines demonstrates professionalism and commitment, both internally and externally.

As a designer or developer assigned to a project, you are expected to:

• Proactively manage tasks generated from project templates. Delete unnecessary tasks, remove "on-hold" labels, and set realistic due dates. Keeping the task list clean and up-to-date ensures that the project remains well-organized and on schedule.

• Ensure you have thoroughly read all the documentation and fully understand the scope of the project, including all expected deliverables. This will help you plan tasks accurately and set realistic schedules. If you're uncertain about any details, ask your manager for clarification.

• When planning your tasks, focus on weekly deliverables that will move the project toward its milestones. Proactively plan the entire project's schedule, while keeping in mind potential changes. It's crucial to maintain some buffer time to accommodate unexpected delays or changes in workload.

• As the project progresses, take detailed notes of any information discussed during client or internal meetings that impacts task execution. Pay attention to changes or requests that affect the project schedule and promptly bring them to your manager's attention. If a specific change is deemed out of scope, the manager may need to seek additional approval from the client for changes in cost and timeline. In some cases, requested changes may not be accepted.

• If you foresee delays or issues with meeting a deadline, it's always better to communicate and adjust the schedule in advance, rather than waiting until the deadline is near. Be proactive in addressing potential delays and discuss any necessary changes with the team and client ahead of time.

Project Budget

Most projects are billed at a fixed price based on their scope. Similar to project timelines and deadlines, project pricing is determined by estimated hours derived from the project estimation spreadsheet or by team input. While clients may receive discounted pricing, these discounts do not change the project's allocated hours.

The manager will share the budgeted hours using the Project Overview document in Google Drive, accessible via a link in ClickUp. This document provides a matrix of project phases or deliverables, broken down by teams (e.g., Designer, Developer).

When planning tasks, the designated designers and developers must distribute available hours realistically, using the Budget field in ClickUp. If the budget seems tight or it's challenging to allocate hours to tasks, team members must discuss this with their manager. Any assumptions or scope limits must be documented, and if a scope change arises that may impact the time estimate, it must be brought to the manager's attention for appropriate action.

Throughout the project, team members must monitor tracked hours regularly to ensure they remain within budget.

By adhering to these guidelines, we aim to keep projects on budget. Minor overages within 10% are acceptable, but significant overages should be proactively addressed as follows:

• Salaried team members are expected to balance their workloads to meet all project deadlines, even if this requires working beyond the usual 8 hours per day or 40 hours per week.
• Hourly team members are expected not to bill for time that exceeds the allocated project hours.

Ad-Hoc Tasks

Ad-hoc tasks are smaller, ongoing tasks that typically arise as part of regular services. These tasks have shorter timelines and often require completion within days or weeks.

The volume and frequency of ad-hoc task requests vary between clients. Some clients have standing weekly or bi-weekly meetings where new tasks are discussed, while others request work less frequently. This can make the stream of ad-hoc tasks unpredictable, which may require adjustments to task schedules.

Due Dates

Although ad-hoc tasks don't always come with strict deadlines, they still require timely completion to maintain client satisfaction and staying competitive. These tasks typically require up to a day of work to complete. Larger tasks should be broken down into smaller, more manageable tasks that require no more than a day of work. Aim to complete ad-hoc tasks within two weeks, and for larger tasks, ensure consistent progress is made on a weekly basis.

To manage the influx of ad-hoc tasks, each team member must designate a portion of their weekly hours to handle them. In some cases, specific team members may be assigned to handle all ad-hoc tasks for a team, allowing others to focus on long-term projects. This helps balance the workload and ensures client requests are addressed promptly.

In most cases, ad-hoc tasks are created without a due date. When no due date is set, managers must use the task priority flag to indicate urgency, and the assigned team member is responsible for setting a due date within the "complete by" timeframe listed in the table below, based on their current workload. If the priority flag has not been set, you should assume the task has a normal priority.

The "respond by" column indicates the timeframe within which you should review the task, assign a due date, and raise any questions or requests to change priorities. It's essential to schedule and prioritize the task within the "respond by" time to avoid delays and ensure smooth project flow.

Priority	Respond by	Complete by
Low	1 week	4 weeks
Normal	3 days	2 weeks
High	1 day	1 week
Urgent	Immediately	1 day

Billable Hours

For most ad-hoc tasks, clients do not require Lyquix to provide an estimate of hours for approval before work is done. However, this doesn't mean we have free rein with billing. Clients expect us to work efficiently and to be billed fairly.

For tasks with a set budget, the manager must add the number of hours in the Budget field in ClickUp. When no budget is set, managers must use the Size field to indicate the expected hours. This field uses a "t-shirt size" scale, with each size representing the allocated number of hours (see the table below). If a task size is not specified, assume the size is SM.

Size	Maximum Hours
🟣 XS	1 hour
🔵 SM	4 hours
🟢 MD	8 hours
🟡 LG	20 hours
🔴 XL	40 hours

When team members are assigned tasks, they should review the Budget and Size information and fill in the Time Estimate field.

If the assigned budget or size seems unrealistic, team members must discuss this with their manager as soon as possible—preferably before work starts, but promptly if an issue arises mid-task. Early communication helps prevent surprises at billing time, often several weeks after task completion.

When tasks are reassigned, it is essential to create sub-tasks to distribute the remaining time from the main task. This helps prevent overages. When handing off a task, create a sub-task for the work you completed and a new one for the remaining work, with clear time allocations.

By following these guidelines, we aim to avoid unexpected charges. Occasionally, small time overages within 10% are acceptable, but significant overages should be addressed proactively by the team member, as follows:

• Salaried team members are expected to continue to meet deadlines for their assigned tasks by balancing workloads, including working beyond the normal 8 hours per day or 40 hours per week if necessary.
• Hourly team members are expected not to bill for excess time beyond the allocated hours.

The screenshot below shows the ClickUp fields mentioned in this section: Dates, Priority, Time Estimate, Budget, and Size.

When is a Task Considered Completed?

It's important to clearly understand when a task is truly considered "complete." For instance, if the task is to design a brochure, is it completed when the initial design is delivered, when it receives final client approval, or when the brochure is printed? Always seek clarification from your manager if there's any uncertainty.

Put yourself in the client's shoes—what does completion look like from their perspective? In most cases, simply finishing the design or development work is not the end. There are often additional steps needed to fully implement the deliverable, such as client revisions, approvals, or final production. Being mindful of these extra steps is particularly crucial when the client has requested a specific due date or approved a specific budget of hours. Completing the task means ensuring the entire process, from initial work to final delivery, meets client expectations and deadlines.

If additional steps are required to fully complete a task, create new tasks or subtasks in to ensure that these steps are accounted for. This will help ensure that nothing is overlooked and that the task is fully completed to the client's satisfaction and within the expected timeline and cost.

Internal Tasks

Internal tasks include professional development, knowledge sharing, and internal improvements. These tasks are critical to both individual and team success, contributing to overall organizational growth.

It's easy to de-prioritize internal tasks in favor of immediate client work, but it's crucial to allocate time for them each week, just as you would for project and ad-hoc tasks. Make sure you set aside time for these tasks to avoid pushing them to the back burner. Internal tasks foster continuous improvement and allow team members to stay updated on best practices and emerging trends.

Treat internal tasks with the same level of importance as client work. Allocate specific hours to focus on internal initiatives, such as professional development or knowledge-sharing activities, to ensure regular progress is made. This helps the entire team grow and keeps Lyquix at the forefront of industry standards and innovation.

Please adhere to the following guidelines as you work on internal tasks:

• Professional development and knowledge-sharing tasks should not exceed 5% of your total work hours. This is equivalent to an average of 2 hours per week. This limit ensures that internal tasks contribute meaningfully to individual growth while maintaining a focus on client priorities.
• For improvement tasks assigned to you or proactively taken on, enter your time estimate for manager review. This ensures the estimated effort aligns with current business priorities and available resources.

Properly Categorize Internal Meetings

Internal meetings focused on client work should not be categorized as internal tasks. Instead select the appropriate client and project when tracking time for such meetings, and if the meeting spans multiple projects, divide your time entries across each relevant project.

For example, a brainstorming session or internal review for a website redesign should be logged under that client's project, not as an internal task.

Workload Management

At Lyquix, we strive to maintain a sustainable workload for all team members. We highly value work-life balance, recognizing that overwork and burnout can negatively impact both performance and creativity.

However, workload variations are an inherent reality of agency life, where we manage multiple clients and projects simultaneously. It's impossible to perfectly anticipate project start dates, external delays, or when ad-hoc tasks will arise. That said, we believe in proactive management to mitigate these uncertainties.

Achieving a reasonable workload while meeting client expectations and remaining competitive requires careful planning. This includes adding time buffers to accommodate unexpected delays and ad-hoc requests, as well as maintaining constant communication within the team. By doing so, we can adjust assignments, priorities, and schedules as needed. When necessary and possible, managers will also recalibrate deadlines with clients to ensure their expectations remain aligned with our capacity.

All team members are expected to meet their deadlines. Occasionally, this may require working beyond the standard hours (8 hours per day or 40 hours per week). However, this should be the exception rather than the rule, and proactive planning is key to minimizing the need for overtime.

If you anticipate difficulty meeting deadlines due to your current workload or conflicting task schedules, it's essential to communicate with your manager as early as possible. This will allow for tasks to be reassigned or deadlines adjusted, ensuring timely completion without sacrificing quality or requiring overtime.

In the event of a surge in projects or major deliverables that require consistent overtime over several days or weeks, managers will discuss the situation with team members. In such cases, we will strive to keep the extra workload reasonable and will offer discretionary bonuses to compensate for the additional effort.

At Lyquix, we have successfully navigated these challenges by focusing on proactive planning, transparent communication, and teamwork. Together, we ensure that while we remain flexible and responsive to client needs, we also maintain a healthy balance that supports both personal well-being and professional excellence.

Best Practices

To make the most out of ClickUp and ensure smooth task management:

• Customize Your Home: Tailor the Home view to quickly see an overview of your work, including upcoming tasks and notifications.
• Stay On Top of Notifications: Regularly review notifications to ensure you don't miss important updates or requests.
• Assignee Management: You can change the assignee of a task as long as it's agreed upon by those involved.
• Proactive Task Management:
  • Pick up unassigned tasks if you have the capacity.
  • If you are working on something, make sure the corresponding task exists in ClickUp, you are assigned to it, and it has a due date.
  • Create tasks, sub-tasks, and checklists proactively for yourself or others when you see a need.
  • Organize your work independently, including setting due dates and assigning tasks to yourself as needed.
  • If you encounter:
    • Duplicate tasks, merge and delete them, or ask your manager.
    • Stale tasks, delete them, mark them on-hold, or ask your manager.
• Communication:
  • Prefer using ClickUp comments for communication about tasks, such as updates and questions, as this keeps information centralized and accessible to the entire team.
  • Store documentation in Google Drive and link to it in ClickUp for easy access and organization.
• Project Templates:
  • Use provided templates as a starting point for projects. Proactively close or delete tasks generated by templates that are not needed.

ClickUp Video Tutorials

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