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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 and employees – 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 online short bite-sized tutorials that are helpful to get caught up with how the system works:

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

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.

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.