How to Use ClickUp for Meeting Agendas w/ Dashboard, Doc or Tasks

If you're looking to organize your meetings, team check ins or client calls inside ClickUp, you're watching the right video. In this video, I'm going to go over three different structures you can use in ClickUp to organize these types of meetings. One is going to use dashboards, one is going to use docs, and the other is going to use tasks. None of these are really better than the others, but I'm hoping by showing you these in the video you'll be able to determine which is the best fit for you. Also, if you're new to this channel, welcome. Every single week, twice a week I release videos like this, talking about how to put your workflows into ClickUp so that your business can run less chaotically. So if you're interested in those type of videos, definitely click the subscribe button below. But without further ado, let's go into an example of how you can organize your meetings in ClickUp using a dashboard. So here we are in ClickUp and we've created a dashboard down here and you can actually see the name of it, aptly named Weekly Meetings. And we've added three different widgets into this dashboard to build a kind of one stop shop for our meeting organization. The first is a text widget which if you click here you'll see it's literally just a text box where we put some words in there. So I'm going to click save. Next to that we have a task list list widget which allows us to create interactive queries of tasks that we have in ClickUp and pull them into here. You'll see why we use this later in here. The settings I have are as follows and most importantly I have a task filter on these to only pull in tasks where the tag is to discuss. Next we have a chat widget which you can see here, which is just kind of like a chat room that we gave a nickname to and put in the dashboard so that discussions can happen directly on the dashboard. All of these that we can create from scratch by going into add widget and you'll find the exact names of the ones I'm talking about here, here. Also, if you're new to dashboards and you're still trying to get the lay of the lands, I have a video up here about how to set up dashboards and how to understand the widgets. Actually I think it's a whole playlist, so go check that out if you are new to dashboards. The main way this dashboard works is by having the agenda on the left hand side that you just kind of cycle through every single meeting agenda. And the fourth piece of the meeting agenda calls out the To Discuss widget. This To Discuss widget, like I talked about, is a filtered task list. It basically does a search of everything in ClickUp and pulls in results that that have a certain tag called To Discuss. Now, how the To Discuss tag works is we create the tag at the everything level. We make sure that that tag is available everywhere. And as people are going throughout their workday, they have a task and they're like, oh man, this is really confusing. They can go into that task no matter where it is, click on the tag icon and tag it To Discuss. Because we tagged something to Discuss. If we go back to that dashboard and refresh it, we'll see that that task now shows up in the agenda. This is a really great way to ensure that you're not manually typing things in for each meeting agenda and also makes it really easy to have discussions on on the tasks in the meeting. So for example, if we had a decision about Surface A during this meeting, we could easily click into this, check out the context and add a note of our decision, click comment and then remove that To Discuss so we know we don't have to discuss it any further. There we go. When we refresh the meeting or go into this dashboard again for next week, we'll see that that is no longer there. Fun fact. This is actually the structure that we currently use for our team meetings at ProcessDriven. Below these two widgets you'll see again the meeting notes, the chat widget, and the reason we have this is just to highlight some of the big decisions that were not already tracked by using the topics to discuss. So maybe in the business headlines we talked about a new sales goal, or maybe in the highs and lows we found out that someone is going to be taking some time off. Having those headlines just kind of timestamped by adding them into the meeting notes here can be a nice way to make sure that you are able to easily skim back through history and see kind of what was happening last time. This, as you add new comments into it, is going to be added to over time. So you'll be able to scroll up and see kind of the headlines, if you will, of past meeting. Now, chats themselves aren't great for storing long term data. You can easily see how this could accidentally be deleted by somebody. Maybe, maybe this could accidentally be removed. This is a very nimble, flexible way of managing a meeting. So this brings me to the second way to manage your meetings in ClickUp, and that is using a document. So here is a ClickUp document which just to give you some context, we created by going under docs, clicking all or clicking add new. That works too, and adding a new document. So if I go into the meeting agenda, you'll actually see that the very first page is a template. And you can only know it's a template just because we have an icon. And maybe you know that that means template. But this is just a blank agenda, and this is how I would recommend doing it. If you are going the doc method, this is your agenda and it's. And every single week you just duplicate that agenda and create a new page, which you can, if you wanted to nest kind of like this, under months or different categories if you'd like to have all of your meetings in one doc. Now, inside this document I added a table of contents, which you can just create by clicking tc. Then below that I have a header for attendees, which is kind of just a checklist using the tag function to tag a person or a team. Below that we have that same agenda, more or less than what we talked about before. And then we have some area for notes. Now notice in this one I actually tagged some docs and tasks manually to to make them part of the discussion. You could also replicate the to discuss method here by creating a table of tasks inside the doc itself. But notice, unlike with the dashboard, we're not able to filter by to discuss. We can only select an entire list and bring it in that way, which isn't exactly ideal. And you can see how this could get a little bit cluttered unless you had one list just for your meeting discussions or something like that. Now, the pros of this method is unlike a dashboard, these documents can be shared publicly. So I could go ahead and share the link to this exact page with anyone, anywhere. Dashboards at this point in time cannot be shared outside of ClickUp. So if you're having a meeting with outside stakeholders, that gives documents a real edge. The downside of this method is that we have to manually create the agenda each time. There's no dynamic sorting of to discuss. And it can be easy to accidentally delete these pages. Now you can get them out of the trash in ClickUp. There is a trash can that you can pull things back out of, but there isn't a nice archive button here like we might see for other things, like one more con of documents here is that as you can see, everything's kind of all together. And if I go out of these kind of documents, which really are more like binders, you'll see that every single document you have is just kind of floating about. And this can get really cluttered because at the time of recording this video, there are no folders for documents. So you end up either creating a duplicate document for every single meeting type, because you need to do that if you want to have different permissions for it, or you end up having one big document with a bunch of different pages and everyone has access to everything, which could be a little bit too much access. So just something to keep in mind, if you have a lot of different meetings that you're organizing, you might more interested in the next method we're going to talk about. So when you're using tasks for your meeting agendas, most of your content is going to live in the task description. So going in here, it's going to look very familiar to the docs because task descriptions function pretty much the same way with just a few less features. So here we have the attendees again, the agenda. We've again manually tagged some tasks here and below we have spaces for notes which we could then, just like in a doc, turn into tasks. What's nice about tasks versus Documents is if I actually zoom out, you'll see that we can make these recurring because they're treated like tasks, even though they're not really tasks. So you can see here that this is now recurring every single week and it'll automatically change every single week. I don't need to manually recreate a document or a page or a dashboard every single time. It's always there in our recurring settings. We can even choose what we want to have appear every single week. Do we maybe want to have the same assignees every week or do we want to blank out the description and start from scratch every week? You have those options when you're choosing the task method. The other perk of tasks is that you're able to archive things, so get them out of your face, but not out of search. That can be really nice if you're having a one time meeting, but you don't want to lose the record, but you also don't want to have it in your face all the time. The downside of using tasks are, well, they are tasks, right? So we need to be very clear with tasks as to whether or not we should mark them to complete and when that makes sense. Who is the assignee? Is Assignee? The leader of the meeting is everyone the assignee? If everyone's the assignee, who marks it complete. One option here might be to create a people field to say participants as to who's supposed to be attending the meeting and having a meeting type column to help make it very clear what type of meeting it is. Another perk though of this method and why I think for complex meeting structures this is one of the best ways to go is that unlike documents where the permissions of the overall document is shared by everybody, tasks are more like dashboards where we can give individual permissions for each meeting type. So here we have the team meeting. Maybe this needs to be shared with everybody, as you can see here. But on Harry and Sally's meeting we can go into sharing and permissions and we can also choose to invite just the individuals who need to be involved in that. By having these tasks private. Even if the whole list is shared with everybody, maybe everyone can see meetings. You'll only be able to see the tasks themselves that you have access to see. And if we wanted to get fancy and push this a bit further, maybe we even take a column and make a website column and add the zoom link here. If you're someone who's using conferencing, you could put the link here. If you have a recurring zoom link, or because ClickUp has this built in, you could choose to enable the zoom integration that will allow you to start a zoom meeting directly from the task itself. Now a few more notes about tasks. You can just like a document, share these publicly. So if we go into the task itself, go to the first sharing option, not the sharing and permissions. I know it's confusing. Click on the share. You can actually choose to share just this task publicly, just like we talked about with documents. So they share that benefit for both of them. Also, pro tip on the task method here, it has a time tracker built in, so if you're someone that times your meetings, this could be really nice. I've also seen people who have maybe more of an EOS team meeting structure where they have a subtask for each phase of the meeting and they time them individually to make sure that you're adhering to whatever the best practices is for your organization in terms of how long things take. By doing it this way, you could then even report on the time if you want to get into it, and really see how strong your meetings are and how much they're staying on schedule. So to recap, we've gone through three different ways that you can organize your meetings inside ClickUp, whether they're client meetings, team meetings, one on ones, performance reviews, anything else like that the three examples we went through relied on dashboards, docs and tasks. Now just keep in mind though that all of these kind of features in ClickUp, they're all in ClickUp, so you can choose to mix and match to make the best agenda slash meeting system for you. Now I hope this video was helpful for you. If you have any questions about how to manage your meetings and your team inside ClickUp, please do post below in a comment. Give this video a thumbs up while you're down there and hit subscribe if you'd like to see more videos like this. At this point in the video, I just want to open it up for a little bit of feedback here. I'm trying to decide what is going to be kind of the next follow up video for this video in the series, so I want to put it out to you. Would you rather see a video next talking about how to use ClickUp to replace Slack so building out more of a messaging system in ClickUp, or would you like to focus in more on the meeting agenda side? You know, what kind of flow do we want to have? What are some different structures that we can have for our meeting agendas? Maybe pulling in some examples from EOs or other kind of methodologies around team meetings and show you how those look in ClickUp, because I briefly touched on that today. So this is where you vote by leaving a comment. You can either write Slack in the comments below and that'll let me know that you'd like to see a video about how to replace Slack using ClickUp, or you can write the word agenda below and it'll let me know that you'd like to see more about the agenda and actual meeting flow process. But otherwise I think that's it for this video. Thank you guys so much for joining me for another one. I'll be back here with another video about how to use ClickUp and your processes very soon. Until then, enjoy the process.