Beyond Words: Using ClickUp and Notion to document and defend your UX writing process

As a new UX writer, staying organized and having a system to manage all your projects is imperative. The role of a UX writer varies for different companies. Still, to give you a peek into how it works for my organization, I collaborate with product managers and engineers by receiving tickets in Aha! with a request to work on the microcopy. In many cases, I have to jump on Zoom calls with product managers and engineers to defend the microcopy I’ve written. This looks like providing data, referring to brand guidelines, and explaining my user perspective when writing the microcopy. All of this requires having my shit together.

In this article, I’ll share some tools and techniques I’ve adopted to help me confidently navigate this process. Starting with an organization system.

I use a combination of ClickUp and Notion. Notion is an all-in-one workspace tool for organizing notes, tasks, and projects. ClickUp is a personal management system designed to help you stay organized and efficient. So why do I use both? Let me explain.

ClickUp is my life organizer. I use it for personal life management and work stuff. For example, I’ve worked for startups that are no longer in business, and I was recently a part of the big tech layoffs; this has given me a good reason to keep track of all the projects I work on because whether I’m laid off, or a company goes under, I can have peace of mind knowing that I have everything I worked on for my portfolio. And so, In starting this new position as a UX writer, though my company uses a project management tool, I go an extra step and keep my own record of everything in this private workspace. In addition, I attach supporting documents, presentations, and everything I work on that would be helpful to my case studies.

ClickUp dashboard showing all the ways I organize my personal life and work tasks

Now, with Notion, this is where I collaborate with my team. There is one more UX writer in my organization and Notion allows us to see what each other are working on and support one another when either of us needs a new perspective on microcopy. We primarily use the docs within Notion to create tables to identify target users, style/tone, capture user emotions, and draft copy ideas for every ticket we receive from product managers and engineers. This table helps us document our process, keep track of our thoughts, and stay on track with our messaging.

A template for drafting UX writing microcopy

Another way we use Notion is to embed Figma files into our notes. This is particularly useful when working on microcopy that will appear in a specific part of the product. By embedding the Figma file, you can see how your microcopy will look in context and ensure it fits seamlessly into the overall design.

So now you want to know how these tools play into defending your microcopy?

If I still need to make it clear, defending your microcopy is a challenge that almost every UX writer has to take on, especially when you’re working with stakeholders who may need help understanding the importance of clear and concise language. And so when defending your microcopy, it’s essential to back up your decisions with data and research.

For example, you can use analytics to show that users are dropping off at a particular point in the product and then suggest microcopy changes that may help alleviate this issue. Being data focused is critical because you can alleviate your bias, make sure you’re being the best advocate for the users, and make a stronger case for the importance of good UX writing.

Photo by AbsolutVision on Unsplash

Here are some additional tips for new UX writers:

  1. Get involved in the product development process early on. The more you know about the product and the user, the better equipped you’ll be to write effective microcopy.
  2. Ask questions and seek feedback from the product team. Don’t be afraid to ask for clarification or feedback on your work. This can help you improve your writing and build stronger relationships with your colleagues.
  3. Build relationships with designers, developers, and other stakeholders. Good UX writing requires collaboration, so building strong relationships with the people you work with is essential.
  4. Continuously research and stay up-to-date on UX writing trends. The UX writing industry is constantly evolving, so staying on top of trends and best practices is important.
  5. Learn from other UX writers in the industry by reading their Medium articles, attending webinars, and joining online communities. There’s a wealth of knowledge and experience out there, so don’t be afraid to tap into it.
  6. Always be open to feedback and be willing to iterate on your work. Writing is a process, and getting things perfect on the first try is rare.

I hope this article is helpful to you. Follow my profile for more tips, tools, and perspectives on UX writing. Being a new UX writer requires a lot of research and learning on the job, but with the right tools and techniques, you can confidently navigate this world. Please reach out in the comments and let me know if you have questions. Happy writing!

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