IT Visionists

20/10/2026

A tidy sidebar isn't the same as a ClickUp setup that works.

Since Subfolders arrived, I keep seeing the same pattern in client workspaces: a Subfolder for every region, every client type or every priority level. It looks organised. In practice, it adds a click to every task and tells the team nothing new, because the work moves the same way in each one.

One tip that saves a lot of undoing: before you add a Subfolder, check whether the groups are real workstreams or just labels.

Real workstreams (say Onboarding, Ongoing Delivery, and Growth and Renewals) have their own Lists, their own rhythm and often different people. A Subfolder can earn its place there.

Labels (region, client type, priority) are better as a Custom Field plus a view. Same visibility, no extra layer.

I made a short video on the 4 Subfolder mistakes I see most, including where fields, access and Automations should sit, and how to move live work without breaking anything:
https://youtu.be/40nfuc8Ao4A

Has anyone here added Subfolders and then ended up undoing them?

Six Lists in one ClickUp client folder. Group them into Subfolders ...

09/10/2026

If every task in your ClickUp List shows the same long list of custom fields, the problem may not be your team.

It may be that each task is being asked the wrong questions.

A simple test helps:

Does this field describe where the work sits, or what kind of work it is?

Client Name describes where the work sits, so keep it as a location field.

SLA Due describes what kind of work it is, so scope it to the relevant task type.

One warning: converting an existing location field is a move, not a copy. Read ClickUp's impacted-task count before you confirm. Values are hidden from tasks that do not use that type, not deleted.

Full walkthrough:

Every ClickUp task in the same List doesn't need the same 23 fields...

30/05/2026

Visited by our local MP Sarah Owen MP as a small business shout out

15/04/2026

Is your ClickUp hierarchy working for you or against you?

More levels is not better hierarchy - the right hierarchy is.

Watch the full breakdown on YouTube 🎥 link in bio.

14/04/2026

If your ClickUp sidebar is starting to feel overwhelming, your hierarchy might be the problem.

Most people set it up by following tutorials that show you where to click but never when or why. That's where things go wrong.

ClickUp has also added a brand new level to the hierarchy, Subfolders.

I have just put out a video breaking down all seven levels, including a decision framework you can apply to your workspace straight away.

Worth a watch if you've ever felt like your structure is working against you rather than for you.

Running a service business or managing a team in ClickUp? This video is for you. I'm breaking down the complete ClickUp hierarchy for 2026, including the bra...

31/03/2026

New video is live and this one answers the question I get asked more than any other.

ClickUp or Monday.com. Which one should your team actually use?

I have spent 15 years in business operations and systems.
I hold expert credentials with both platforms.
And this video is completely unsponsored.

What I cover in the full breakdown:

✔ Two questions that will point you in the right direction before comparing a single feature
✔ The core difference between ClickUp and Monday.com in one sentence
✔ Why your user mix matters more than any feature list
✔ Automations, Gantt, dashboards, and pricing - side by side
✔ The hidden costs that most teams overlook entirely
✔ Two real client scenarios where I recommended different tools and why both were right
✔ A clear decision framework you can apply to your team today

Video link is in the comments below.

Still not sure after watching? Drop your team size and your top two or three pain points in the comments and I will give you my honest recommendation. Consultation booking link is also in the comments if you would prefer to work through it directly.

Tag someone on your team who has been putting off this decision. 👇

27/03/2026

I was offline for 2 weeks with no warning.

An unplanned surgery pulled me out completely. No handover, no notice, no time to prepare. Just gone.

When I came back, my business had a lot to say about where I had set things up well and where I had not.

My team kept moving. Tasks were assigned, priorities were clear, nothing was stuck waiting for me to show up.

But four client calls had to be rescheduled. Three onboardings had to be pushed back.

And here is the thing I keep thinking about.

The calls stopped because I chose to own them. That was my decision and I knew the risk.

But most people I work with are not stopped by deliberate choices. They are stopped because their team does not know where things live, has no documented steps to follow, and is waiting on one person to hold it all together.

That is not a strategy. That is an accidental bottleneck.

And you will not know you have one until something forces you offline.

This month's newsletter covers
→ How to tell the difference between a deliberate bottleneck and an accidental one
→ Three questions to stress test your business right now
→ A simple way to get critical processes out of your head and into your team's hands

If you know someone who is the only person holding their business together, tag them or send this their way.

Read the full newsletter here: https://itvisionists.com/newsletter/

02/03/2026

With ClickUp – I'm on a streak! I've been a top fan for 3 months in a row. 🎉

24/02/2026

Just published a quick video comparing ClickUp AI Notetaker vs Fathom Pro specifically from a ClickUp user perspective.

Main takeaway:

If you want ex*****on (owners → tasks/docs) → ClickUp AI Notetaker
If you want replay/shareability (timestamps/clips) → Fathom
If you want both: capture in Fathom, execute in ClickUp (manual/automation)

Today I’m comparing ClickUp AI Notetaker vs Fathom using outputs from the same real meeting, so you can see the difference instantly and choose the tool that...