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Migration (ClickUp → Productive)

For a 32-person Creative & Social Media Marketing team

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🧩 Snapshot

• Team size: 32
• Industry: Creative & Social Media Marketing
• Timeline: 2 weeks
• Tools: ClickUp → Productive, Miro, Loom

📈 Results (at a glance)

• Resource visibility: 0% → 100%
• Overbooking: 25% → 3%
• Founder time: 8 hrs/week → 30 mins/week
• Adoption: 92% (post-training survey)

🔎 Context

The team had grown fast, but resourcing decisions were still being made reactively. The goal was to move to real-time resource planning without disrupting delivery.

🔥 The problem ("the chaos")

• Zero visibility into capacity and allocations
• Designers frequently hitting 120% utilization
• Daily Slack threads: “Who’s available next week?”
• Founder firefighting allocations weekly (8+ hours)

🎯 Goal

Create a system where anyone can answer:

• Who is available and when?
• What is already committed?
• What needs replanning before it becomes a fire drill?

🛠️ Solution

We chose Productive for resource planning and availability tracking.

Key challenge: Recreate all workflows from ClickUp with no downtime.

🧠 My approach (2-week migration)