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Task Tracking

Our world is often wild and crazy, and we rely on the constant update and communication from our teams — especially when working remote.

Therefore, our Production Team coordinates all Labor Resource Planning (LRP) directly with the teams and Founders to ensure a smooth business transition –

Daily Task Management

It is mandatory for all staff to maintain the status of ClickUp tasks up to date, on a daily basis.

ClickUp has an incredibly helpful “University” that can download the main points of the system in record time:

During your onboarding, your Project Lead or Manager will review ClickUp with you (including the mobile app).

Biggest Takeaway

It is mandatory that all tasks are tracked, assigned, noted, and relayed via ClickUp as a consistent spot for company-wide communication.

Daily Task Granularity

Work load should be entered and scheduled at a task level. Generally speaking, if a task requires more than one work-day, it is not granular enough.

Break your tasks into bite-sized pieces (i.e. “Working on a project”, “Programming UI”, are not granular enough). Get into it – ClickUp enables you to add sub-tasks for items that may be a bit larger than average, assign tasks to your team, and set reminders.

The X Studios Production Team will handle generating new Projects (including set-up on ClickUp), as well as general tasks/milestones in ClickUp, however, it falls on each individual Team Member to be responsible for their tasks, and completion daily.

Company Sprint Planning

Typically every Monday, the Production Team will send out a calendar invite for a company-wide Sprint Planning meeting. During this meeting the following items are reviewed:

  • Forecast for the week
  • Upcoming Project Deadlines, Milestones, and Major Events
  • Anyone out of office, or traveling
  • Grainular Task Planning
  • Questions & Answers

All X Studios Staff are required to call-in, or attend this meeting, every week. It is essential that our team functions together, and is up to date on the ‘project world’ together.

Daily Stand-Up

During peak periods, the X Studios Production Team will set-up quick 15 minute “stand-up” meetings daily. This is your opportunity to chime in with what you’re working on for the day/week, any blockers, and items to make the team aware of.

Project Stand-Ups

For larger projects, the Production Tema will set-up project-specific stand-ups with the Client involved. Traditionally this will be the meeting where we get project notes, updates from the Client, and present next steps/blockers related to the entire project as a whole.

Pro Tip

Want to know if a meeting is internal vs. with a Client? Check the name of the meeting, if it has an [I] or [Internal] tag in name, you’re safe and it is internal just with our team.

Pre-Production Project Meetings

At the start of a project (no matter the size) the Production Team will schedule a “Pre-Production Meeting” where the assigned Project Team have a meeting of the minds, review Project Milestones, and dive into granular task/estimate tracking.

Here, we’ll align internally to ensure we’re delivering the best end result, including staff planning, production, fabrication, and get aligned as a team.

Scheduling Alert

No matter working remote, or in-person, the project team is required to be a part of the Pre-Production meetings.

Time Estimates

To ensure your workload is managable, all tasks assigned to a Sprint are required to have a time estimate added to them. This allows the Production Team to ensure you are not going over 40+ hours in a single week, and allows for easy deliniation of tasks across multiple departments/Teams.

Pro Tip

The more realistic you are in your time estimates, the better managed your “traffic” will be for projects. If you have any questions, or need assistance with time tracking speak to the Production Team.

Changing Task Statuses

While working through a project, all Workspaces inside ClickUp are organized neatly by Company, then Projects within the folder structure.

Click/tap on a folder (Company) to see what lists (Projects) are inside. You may also click on the folder itself to see all projects within for a 10,000 foot view. Same goes for all Projects.

The Production Team has organized each workspace with the following outlines of statuses:

  • Not Started – This task has not be assigned, or reviewed during Sprint Planning. Think of this as the “back burner” to be assigned.
  • Pending – This task has been reviewed, and is about to be worked on. Typically this task is assigned to a Sprint, and exact Team Member for better visibility.
  • In Progress – Currently being worked on.
  • In Review – Once work has been completed, ALL TASKS from Developers should be switched to In Review, which will notify the project responsible individual (RI). Here it can be Rejected, In Progress, or marked as Completed.
  • Blocked – If a task is waiting on another task or is awaiting feedback from a Client/Team mark it as Blocked. This should be temporary, and should not be permanent.
  • Completed – Task has been approved, and closed out.
  • Closed – Currently not used; but a deleted task, marked as Closed/abandoned.

Keep the Flow

Reminder: All tasks MUST be approved by the Project RI and cannot skip the In Review process. All updates are tracked in ClickUp for security and compliance.

Task Responsibility

It is your duty to inform the Project Coordinator, or Producer when you are out of tasks and open for new work. If you are then not assigned any new tasks, please let Production know that you are open for new work.

Adversely, if you are overloaded, and need assistance – speak up. We work as a team, and often wear different hats to get the job done. ClickUp does a great job alerting the Production Team when you are close to hitting your max hours of work per week. See above for Time Estimates to ensure you are on track, and keeping things solid.


The scheduling process should occur with the consultation of Project Management. However, you are ultimately responsible for your own tasks.