Time Logs, Notes & Comments
- Time Log Entries:
- Notes must be added to every time log entry—a short description of what has been done on the task during this time.
- Task Comments:
- When you add a time log for a task, add the note from the time log entry (as mentioned above) into the task comments section. Get into the habit of copying your time log note before you save the time log and pasting it in the task comments. This is a quick way everyone knows the status of the task.
- Client Communication:
- When you contact a client regarding a specific task, leave a comment in the corresponding ClickUp task comments noting the communication (e.g., email sent, meeting held, question asked). This keeps everyone informed of progress and current status.
- Time Estimates & Budget Awareness:
- If you anticipate that a task will exceed its estimated time, notify management as soon as possible.
- This is critical for budget tracking, as some projects are billed monthly and may require:
- Requesting additional budget from the client, or
- Reallocating or rescheduling work into a future month.
Reviewing & Working On Your Queue
- Review Task Queue:
- In ClickUp, go to the Spaces section and click on “All Tasks” and then open your personalized queue (labeled with your name).
- This queue is ordered by importance automatically.
- This queue should be checked daily and any over due tasks should be reviewed and updated if necessary (emergencies or clients meetings take precedence of course).
- Work Top down:
- Work from the top of your task queue down. Again, it’s ordered by importance.
- Keep Tasks Moving:
- Ownership of a task means seeing it through from start to finish. Please take an active role in moving your assigned tasks forward and ensuring nothing falls through the cracks.
- If a task is waiting on a client, reach out a few times a week to keep things moving (set calendar reminder if necessary). Should they remain unresponsive after a week or two, please call the client.
- If a task is held up internally, connect with the relevant team member to work through any delays together.
- Finish line:
- If a task reaches two weeks past its due date (held up by our team or client), please flag it in the daily stand-up or bring it to your manager so we can work together on a solution.
- Our goal is to ensure no task lingers more than two to three weeks beyond its due date —don’t wait to communicate that a task is over due.
- Closing Tasks:
- Make sure you close any tasks that are completed.