Leadership & Team Management

3 Ways to Improve Team Communication with ClickUp (Inspired by a Real-Life Rescue)

3 ClickUp Solutions That Transform Team Communication


In 2010, 33 Chilean miners were trapped more than 2,300 feet underground for 69 days.


What saved them wasn’t just drilling equipment or media attention. It was communication—layered, strategic, and relentless. From the trapped miners coordinating daily life inside the cave, to Chilean officials, NASA scientists, and rescue engineers above ground, this mission became a global masterclass in structured communication under pressure.

Now, your business likely isn’t operating in survival mode. But let’s be honest, sometimes it feels like it.

Important updates vanish into Slack. Your inbox turns into a maze. And meetings? They pile up quickly and often add more noise than clarity.

If your team’s communication feels more chaotic than connected, you’re not alone. The good news? With the right systems, you don’t need a crisis to overhaul the way your team talks, shares, and executes.

In this blog, you’ll learn 3 ClickUp-powered solutions that will help you:

  • Cut meetings in half without sacrificing clarity
  • Stop updates from getting lost
  • Create a rhythm of communication your team actually sticks to


Let’s dig in.

The Real Cost of Communication Chaos

Modern teams are drowning in fragmented communication. One study found that 60% of a team’s time is spent just searching for context, information, and action items scattered across messages. Another stat? 71% of managers believe most meetings are unproductive. And your team likely wastes close to 1 hour and 42 minutes each week just rescheduling meetings. That adds up to more than $1.85 billion in lost time every week in the U.S. alone.

The result? Burnout, confusion, and slow progress.

So what does good communication look like.
Let’s borrow a page from the Chilean rescue playbook.

One of the most powerful lessons from that event came from how engineers, geologists, political leaders, and astronauts managed to work in sync, even though they never trained together. They established clear communication channels, shared documentation systems, and a cadence of updates that kept everyone, from miners to media, aligned and hopeful.

Now let’s bring that same level of clarity and coordination to your team, minus the dirt and darkness.


💡 Related Read: Free ClickUp Template: Team Meeting Management

Solution 1: Streamline with Async-First Communication in ClickUp


To cut through communication chaos, adopt an async-first communication model using ClickUp. This approach prioritizes sharing information (via documented updates, task comments, or recorded videos) without requiring immediate responses or everyone being online at once. It reduces interruptions, slashes unnecessary meetings, and keeps your team aligned, making communication clear and purposeful.

Why Async-First Helps

  • More Focus, Fewer Disruptions: Constant pings derail productivity. A ClickUp survey found 60% of workers reply to instant messages within 10 minutes, but each interruption can cost 23 minutes of focus. Async updates in ClickUp tasks or Docs let team members batch communications and work during their most productive hours.
  • Fewer Meetings, Higher Productivity: Not every update needs a call. Cutting meetings by one day a week can boost productivity by 35% and job satisfaction by 48%, per research. ClickUp’s task comments or Docs replace status meetings, freeing calendars and reducing Zoom fatigue.
  • Inclusive Collaboration: Async levels the playing field. Team members who need time to process, as introverts or non-native speakers, can contribute thoughtfully via ClickUp’s comment threads or Whiteboards, ensuring diverse input.
  • Time Zone Flexibility: For remote or global teams, async communication eliminates scheduling headaches. Updates in ClickUp tasks or Docs let team members contribute on their own schedules, keeping projects on track.
  • Searchable Records: Async updates in ClickUp create a clear, documented trail of decisions and action items. This makes it easy to revisit discussions, onboard new hires, or avoid rehashing conversations.


How to Set Up Async-First in ClickUp

  1. Use ClickUp’s Tools: Share updates via ClickUp Docs for collaborative notes, task comments for progress reports, or Clips by ClickUp for quick video messages. For example, replace daily stand-ups with a recurring task where everyone posts updates.
  2. Define Clear Guidelines: Set expectations for async communication. Agree that project updates belong in ClickUp tasks, while urgent issues may need a call. Specify response times, like “Reply to comments within 24 hours,” to keep workflows smooth.
  3. Optimize Meetings: Reserve meetings for complex discussions, like brainstorming or urgent decisions. Use ClickUp’s Agenda feature to set a clear purpose and keep meetings concise.

When to Use Synchronous Communication

Async-first doesn’t eliminate meetings entirely. High-stakes issues or time-sensitive decisions may require a quick call. Before scheduling, try resolving the issue in ClickUp. If a meeting is needed, link it to a ClickUp task with a clear agenda to stay focused.

💡 Related Read: How I cut down on 8 meetings per day with Loom

Solution 2: Centralize Communication with ClickUp Docs & Comments


Scattered information is a productivity killer. When project updates are buried in email threads, feedback is lost in private chats, or meeting notes hide in someone’s Google Drive, your team wastes time searching for answers. The fix? Centralize your communication in ClickUp using Docs, task descriptions & comments, and integrated Chat. This creates a single source of truth, keeps conversations tied to the work, and ensures everyone stays on the same page.

Why Centralization Works

  • Single Source of Truth: ClickUp Docs act as a shared hub for project plans, SOPs, or meeting notes. Instead of hunting for the latest version, everyone accesses the same up-to-date Doc, with live editing and version history to keep things consistent.
  • Contextual Conversations: Comments on tasks or Docs keep discussions where they belong. For example, highlight a sentence in a ClickUp Doc to start a threaded comment, so feedback stays tied to the specific point. This eliminates the chaos of scattered Slack threads.
  • Reduced Search Time: A ClickUp survey found 83% of workers use fragmented tools like email and chat, and 92% risk missing decisions due to scattered documentation. Centralizing in ClickUp cuts the 60% of time teams spend searching for information.
  • Transparency & Accountability: Use @mentions or assigned comments to turn feedback into actionable tasks. For instance, “Add revenue figures here” becomes a trackable to-do, ensuring nothing slips through the cracks.
  • Easier Onboarding: ClickUp Docs double as a knowledge base. New hires or clients can quickly get up to speed by reviewing project folders or wikis, reducing lengthy handovers and empowering self-serve answers.

How to Centralize with ClickUp

  1. Use ClickUp Docs as Your Hub: Store critical information (project specs, FAQs, or playbooks) in Docs. Organize them in folders or Spaces for easy access. For example, create a “Project X Wiki” with nested pages for all related materials.
  2. Keep Conversations in Context: Encourage task or Doc comments over external chats. If someone asks a question in a DM, redirect it: “Can you comment this on the task?” This keeps discussions searchable and linked to the work.
  3. Leverage ClickUp AI Chat: For quick, on-topic discussions, use ClickUp’s integrated AI Chat. It’s built into your workspace, so you can reference tasks or Docs without switching apps. Reserve external tools like Slack for casual or cross-project chatter.
  4. Capture Meeting Outcomes: Post meeting notes or decisions in a ClickUp Doc or task comment. Better yet, collaborate live in a Doc during meetings to ensure everything’s documented in real-time.

Tips for Success

  • Build the Habit: Gently nudge your team to “communicate in ClickUp first.” It may take time, but consistency pays off with less confusion and faster access to information.
  • Use Wikis for Knowledge Retention: Turn ClickUp Docs into a company wiki for best practices or project archives. This creates a growing library of insights for future reference.
  • Streamline Feedback Loops: Collaborate on a Doc for feedback, then convert key comments into ClickUp tasks. This ensures action items are tracked and completed.

The Impact

Centralizing communication in ClickUp saves time, reduces miscommunication, and boosts transparency. Instead of chasing updates across tools, your team knows exactly where to look. For busy leaders or small teams, this means less stress and more focus on moving work forward.

Next, we’ll tackle how to streamline status updates with ClickUp, so you stay informed without constant check-ins or micromanaging.


💡 Related Read: ClickUp for Team Management

Solution 3: Automate Check-Ins and Status Updates with ClickUp


Constantly chasing status updates—“What’s the progress on X?”—creates stress and can feel like micromanaging. Automated check-ins and status tracking in ClickUp eliminate the need for manual pings, ensuring visibility and alignment while fostering trust and autonomy. By letting the system handle routine updates, your team stays informed without the clutter of ad-hoc messages.


Why Automated Check-Ins Work

  • No More Manual Chasing: Automated prompts replace “just checking in” emails. Team members share updates on schedule, reducing the manager’s need to nag and the team’s sense of being watched.
  • Clear Visibility: ClickUp Dashboards or task Statuses (e.g., “In Progress,” “Done”) let everyone see project progress at a glance, closing communication gaps that lead to micromanagement.
  • Fewer Interruptions: Custom notifications ensure updates reach the right people without spammy pings. For example, a status change from “In Progress” to “Needs Review” can auto-notify the QA team.
  • Boosted Autonomy: Async check-ins let team members report progress on their terms, reducing perceived micromanagement by 33% and stress by 26%, per studies. This builds trust and accountability.

How to Automate Check-Ins in ClickUp

  1. Set Recurring Tasks: Create a “Daily Stand-up” or “Weekly Update” task that recurs (e.g., every weekday at 9 AM). Team members comment with plans or progress, mimicking a stand-up without the meeting. Tools like DryMerge can auto-generate these tasks daily.
  2. Use Templates for Consistency: Standardize updates with ClickUp templates. A “Weekly Status” template with fields like “Accomplishments,” “Next Steps,” and “Blockers” ensures thorough, uniform reports.
  3. Leverage Automations: Set ClickUp Automations to nudge assignees if a task’s status hasn’t updated by its due date or to send daily summaries of changes. This keeps updates flowing without manual follow-ups.
  4. Create Transparent Dashboards: Use ClickUp Dashboards to display task progress or milestones. Managers can check statuses anytime, reducing the need for direct inquiries.
  5. Fine-Tune Notifications: Configure notifications for key triggers, like task status changes or milestone completions, so the right people stay informed without being overwhelmed.

Tips for Success

  • Keep It Routine: Encourage team members to treat check-ins as part of their workflow. A quick comment on a recurring task takes seconds but keeps everyone aligned.
  • Support, Don’t Supervise: Use updates to identify blockers and offer help, not to scrutinize. This shifts check-ins from oversight to collaboration.
  • Celebrate Wins: Set a weekly recap task or Doc where the team shares highlights. This reinforces transparency and ends the week on a positive note.

💡 Related Read: 5 ClickUp Automations for Your Busy Season

Fostering a Culture of Open Communication

ClickUp can organize workflows, but true communication strength also comes from your team culture. That means building a space where people feel safe to speak up, where roles and expectations are clear, and where different communication styles are supported. Some team members prefer real-time conversations, while others do their best thinking when writing asynchronously. With tools like ClickUp Docs and task comments, you can accommodate both without compromising clarity.

Clear roles and communication norms prevent confusion. A responsibility matrix in ClickUp helps direct questions to the right people, while defined practices around sharing decisions and flagging urgency help keep everyone aligned. Periodic reviews—whether through surveys or team retrospectives—can surface areas where the current system isn’t working and guide thoughtful improvements.

Psychological safety is key. When team members feel encouraged to voice concerns and ideas, feedback becomes part of the workflow, not a source of tension. Leaders set the tone by acknowledging issues openly, sharing lessons from mistakes, and inviting input in a respectful and structured way.

During the Chilean rescue, psychologists supported not only the miners but also their families and surface teams. Communication was frequent, transparent, and deeply human. That openness created connection across every layer of the operation. In your business, trust starts with the systems you put in place but grows through how consistently you follow through. When people see that their voices matter, communication becomes a strength that supports every part of the work.

💡 Related Read: How to Effectively Train Your Team

Workers test the NASA-engineered capsule used to lift trapped miners to the surface. Hugo Infante/Government of Chile via Wikimedia Commons

If You’re Ready for a Little More Ease


If you’re ready to simplify team communication, the Team Management Template Bundle is a great place to start. It includes ready-to-use ClickUp templates for updates, check-ins, and team alignment.

Need something more tailored? Book a call and we’ll help build a system that fits the way your team actually works. 🤝

July 2, 2025
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