I supported a boutique legal services agency in implementing ClickUp as their central project management system. The goal was to introduce structure, visibility, and standardization to a complex workload of over 80 ongoing client projects with strict legal deadlines.

Over the course of the engagement, I led the audit, design, and rollout of their ClickUp workspace, including workflow mapping, template creation, team onboarding, and live training. The result was a clear, scalable system that improved oversight, accountability, and efficiency across the organization.

This client is a boutique legal services agency comprising approximately 10 team members that handles multiple types of client projects simultaneously. They were managing all work from a single Trello board and several Google Sheets, which made it difficult to track deadlines, delegate tasks effectively, or hand over projects when employees left.

The owner lacked a consolidated overview of progress across their portfolio, and employees didn’t have a clear system or SOPs to guide daily operations.

To design and implement a single source of truth for managing client projects, providing the business owners with visibility into overall progress while equipping employees with detailed task-level guidance and repeatable processes.

A secondary goal was to lay the groundwork for future enhancements around time tracking, capacity planning, and partial automation of client communications.

The project began with a deep discovery phase to capture goals, workflows, and pain points from both leadership and team members. After auditing their current tools (Trello and Google Sheets), I presented alternative platforms and recommended ClickUp based on its flexibility, structure, and reporting capabilities.

Activities conducted:

Advised on the ClickUp Unlimited plan as the optimal starting point, with a roadmap to upgrade to the Business plan for time tracking and estimation features.

Mapped existing workflows and translated them into ClickUp’s hierarchy, creating clear Spaces, Folders, and Lists aligned to the agency’s three main service types.

Developed project templates and SOPs for each workflow, ensuring every project followed the same structure and best practices.

Validated the workspace and interface design with key stakeholders and refined it based on user feedback.

Defined user roles and permissions to reflect responsibilities across the organization.

Migrated data from Trello into ClickUp, ensuring a smooth transition of all active projects.

Conducted onboarding and team training sessions ahead of go-live.

Collaborated with the business owner to appoint an internal “ClickUp Champion” and handed over detailed documentation to sustain the system long-term.

Provided post-launch support to address early-stage questions.

ClickUp became the single, reliable source of information for all ongoing projects. The business owner gained real-time visibility into project status and deadlines, while employees had clear daily guidance through structured task lists and checklists.

Project handovers became smoother, as every piece of information and SOP was centralized and easy to access.

The implementation transformed how the agency managed its workload, bringing structure, transparency, and accountability to its operations.

The business owner now has clarity to make data-driven decisions about capacity and deadlines, and employees benefit from a more organized, predictable workflow.

The system is scalable, user-friendly, and sets a strong foundation for continued growth and efficiency improvements.