We are reviewing ClickUp’s Construction Management template and showing you, step by step, how to use it in your business.
P.S.: Click the hyperlinked text to go exactly to the part of the video where we mention each feature!
First, we’re going to bring in the Construction Management Template folder. Just follow these instructions: you need to go to the Space you want to add the folder to, then click on New Folder, Templates, and scroll down until you find Construction Management. Click Use Template. Here you can choose if you want to import the settings or just some items.
As soon as it pulls up, you get two views already set. The main one is where they show all the to-do status tasks, and the other one is a budget view where it shows all the set budgets, what was spent, etc. There are also have two calendar views, the Gantt view, and the Plan view so you can choose what works best for your project.
Our next step is going back to the main list view and choosing what you want to see, for example, docs or templates that you need to include. We recommend going through each of these tasks and figuring out if they are part of phase one, phase two, or phase three, and adding any custom fields, notes, and dates to help you stay organized.
Another useful thing you can do with this template is add notes, for example, dates and timelines for the project manager detailing how long each phase typically takes. This is extremely important if you’ll be replicating this template with several clients.
The next step is going phase by phase and setting up your view and what you’d like to see for each phase, paying extra attention to the statuses.
We would also suggest reviewing dependencies because some tasks might be waiting on others to continue and we want to make sure they’re correct. The same thing for SOPs and instructions, if you have them then you’ll want to add or embed them, and also add the necessary subtasks and checklists.
Once you’ve followed these steps for each phase, your template is done! Simply go to Template Center, click on Save as Template, and save it as Construction PM template or however you prefer, and hit Save.
Watch Amalie Show You How To Use The ClickUp Construction Management Template:
Read The ClickUp Construction Management Video Transcript
Amalie Shaffer 0:01
Hi, I am Amalie Shaffer from Systematic Excellence Consulting. And today I am going to go over the ClickUp Construction Management template. So I’m going to show you how to add it in. And then I’m going to go over some just kind of general review of it. Then I’m going to go over and make some recommendations about how I would go about implementing this in my business.
Okay, so the first thing we’re going to do, I’m just doing this in my template space, but you might do this in your operations or client space, we’re going to pull the Construction Management template folder, so we get all of the lists and everything in there. So I already have it here, but I want to show you how to actually bring it in.
I’m going to go to my space, I’m going to go to New Folder, templates. If you scroll down, you’ll see the ClickUp, you can also click on community. And then I’m going to click on the construction management, Use Template. And I’m going to import everything, and I’m going to call the CM 2.
I want to import everything. This is going to be, we’ll be doing start dates will be static. So I am going to remap them, not all of them will, I actually haven’t figured out why, I’m planning to look into it. But I wanted to at least make this video because the due dates aren’t as important because I think ultimately you’d be setting your own due dates. So we want to import all tasks as open. I’m not going to pull in the archive tasks.
Then I’m just going to go ahead and hit Use Template. And that’s going to create it. I want to show you what it looks like when you first import it. So in order to see that, now it’s going to pull it up. This is exactly what it looks like as soon as you pull it in, they have two list views already set.
If you click on this, then this is the main list view showing the filtered out and just show the to do status, then they have a budget, where that pulls in the different tasks, the budget that they’ve set, and then what was spent, and then a custom field with a confidence level, like whether it’s on track, or it’s gonna be late or might be late, whatever, then they also have a calendar view.
The two calendar views that they have is the calendar and then the schedule. And so the schedule looks like it’s pulling from the different tasks here, you can see what the filters statuses all so they’ve pulled that in, and then they’re showing this custom field that they have set up. And then the calendar view, you can see that here. That’s showing the different tasks and what is due, you know what is coming up, then they also have the Gantt view. And then they have the Gantt view.
Then they have the plan view where they’ve set different filters, set the want status all and then you can actually change how it’s sorted. So if we want to sort by assignee, then we can. Nothing’s assigned at the moment so that actually won’t be helpful. But let’s say you know, due date, if we want to sort by due date, then we can do that. And then it’s going to show the different phases. Got it.
So now what I really want to do is I want to go over the list view, the main list view. So what I would do coming in here is I would look at the first the main view, what do you want to see? How do you want to see it broken down? Are there docs or templates that you need to include? And they have a doc in here, which comes with the templates. So that really could be a guideline for you to get started. Oops, sorry, I meant to click back on last year. Okay.
So what I would do first is I go in, and I would go through each of these tasks that are already in here and figure out, you know, is that part of your phase one, preparing phase two, construction, phase three, finalize. And then I would come in here and decide, you know, what’s the range of the start date to due date? Does this competence level work for you? Do you want the notes? And then are there other custom fields that you would want to add here to help you stay organized? Maybe it’s a link to where you have Google folder with documents or whatever.
The first thing I would do is just kind of set up my view, my overall view and that goes task by task. Now what I would do is I would go through, and for the template, in the notes, I might make a note to say that this, how long each of these tasks typically take. So, you know, as permits and licenses, does that typically take a couple of weeks? Does it usually take a couple of days? I’d make a note of that. So that way, if you’re using this as a template that you’re going to recreate all the time for different clients, you have an idea of where to start this.
The other thing you can do here is information, you can actually set a due date for like phase one for that list, you can set a start and end date for that. So let’s say you always know that takes, I don’t know, maybe phase one takes three weeks, or four weeks, or whatever. So you can actually set a start and end date for each list. And that’ll be reflected in your calendar. You can see that here, phase one. And then if we go to the following month, over here, it says when it ends, so you can kind of keep track of those phases.
You can put notes in here. So let’s say you know, typically takes four weeks. And so this would help, you know, this might be for the project manager who is setting up this template to use over and over again. And you can make notes to make it easier when they come in to start scheduling things. So this phase typically takes four weeks, maybe this phase typically.
Oops, that I did not mean to do. Let’s see, let’s try this again. So we go here, click here, oh, I must not clicking typically takes four weeks. And so this will help with planning to know, okay, this particular page takes four weeks, and then you can measure it. So from February 14, we’ll set February 14 as the start date, and we’ll go one to four, so the due dates gonna be here. And then you can set that for the four weeks out. And then you can start scheduling these tasks within that four week time period, or however long it takes.
Then I would do the same for three, then what I would do is and as long as having it grouped this way works for you, you can do that if you want to group by confidence level, you can do that. That’s kind of what that other list on the budget list was, is by that custom field. So maybe you want it grouped by that, you know, I would create whatever views you want. So you can see the overall picture of this particular project.
Okay, so I’m going to go back to group by status, because that’s where I want it to stay for now. And then what I would do is I would go in each phase at a time, and I’d set up my view. So I like to see empty statuses, and I like to group it or not group, I’d like to see what to do at the top.
And then, as you go through this, I would want to review all of the statuses. Are these the statuses we need? Do we need an additional status? Maybe you want to close status or, you know, whatever, you can add different statuses here by going to list statuses and then editing. So either use the folder one or create custom, whatever that looks like for you. But what I would do is then go list by list. So your folder view is like how you want to see it overall. And then your list view is a little more granular, right?
So how do I want to see this? Are there other custom fields I want to add? And then again, I’d go through each of these tasks. So in this phase one, are these the steps of your process? If they are great, then the next thing I would do is going here so you can see this progress bar.
So what I would go in here to do is also review these dependencies. If you click on this, it’s going to tell you what it’s waiting on, tell you what it’s blocking and anything it’s linked to. This is waiting on. Sorry, I missed. What I was waiting on the contract execution, which is this one here, and it’s being blocked by the permits and licenses. So you can also see that this is waiting on permits and licenses. If that’s true for you leave it if it’s not change it.
Then the next thing I would do is come in here and I would create add some instructions. And so SOP if you have a link to an SOP maybe on your wiki or a Google doc something like that.
Then I would add subtasks or checklist items. So this progress bar is reading from subtasks, and checklists, and assigned comments, if you hover over that, you can see that. So let’s say there’s a checklist. And these are just specific items that might be you know, whatever the item, item one item two, I would add in whatever your processes, I’d go step by step task by task, updating it based on what you what your processes. And then that way, when people check this off, it will be reflected in this progress bar.
Okay. And then I’m just going to uncheck these. And I would do that for each task. So you want to put instructions, links to videos, links to SOPs linked to templates, whatever information is needed for these particular steps, I’d put that in add any additional steps that might be missing for your process.
I would also make a note in how long these typically takes. So if you know permits, and licenses, if that process typically takes two weeks, you need to know that so that way you can set due dates for these other items. Or maybe you have a main project plan that you can refer to to set these due dates, and that’s fine, too.
Okay, so I’d go through each of those and go over the statuses, set the view to how I want to see it. And I do that again, for each phase. So again, I’m going to review that phase two, I want to show all I want to see my empty statuses, and then I want to flip it around. So I can see that to-do at the top. And I’m going to go task by task, add anything that’s missing, I’m going to check the dependencies, make sure that’s good.
I’m going to add the subtasks, the checklist items, those are sort of like QA, just so the person who’s doing it can just go and quickly say okay, here’s the things I need to make sure I review. And again, I’m going to do that for the last phase, once I get this template, how I want it. And that’s in accordance with my process, I’m going to save it as a template.
So that way I can come back to it. So I’m just going to go to templates centers, Save as Template. I’m going to call this the construction, maybe pm template, whatever. And I want to import everything I wanted available to all members. And I’m going to hit save.
So now this is a template, what I do recommend doing is having a space for templates, because it makes it a lot easier when you need to go in and edit the template. Now, templates don’t automatically update it wherever you’ve used the template. But when you have a template that needs updating, you can go in Update and make sure that way, you only have one version of it versus like creating a new template, you know, and not replacing it.
If we did make a quick change to that, all we do to update the same one is just go to update existing template and I want to go ahead and find that template, I just hit Next, I want to import everything, I hit save, so now it’s updated. So I do recommend having a space for templates, I think it just makes a lot easier because you can’t edit the templates in the template center, it actually has to be you know, a thing, it has to be a folder or a list or whatever.
That is how I would come in here and do that. And one step you can do before that is if you don’t already have your process documented, broken down into phases, then what I would do first is have a brainstorming session. Sit down, break out, okay, what are the main tasks? And then what are the sub tasks or checklist items that need to go with each of those main actions? And then that is how you would start to build this template.
So again, I hope this is helpful. And if you have any questions, let me know. And this was all built on the free account. This is a free template that ClickUp provides which I think is really fantastic. I am doing a series of these. I did project management template already and then I will be working on my next video which is getting things done.
If you do need support in getting your template customized or figuring out the best way to customize this for your process. There is a link to book a consultation with me and you can check that out below. If you have any questions, put them in the comments area and I will make sure that I answer them. Thank you so much for watching, again, my name is Amalie with Systematic Excellence Consulting and I look forward to see you next time.
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