You can move tasks between sections by dragging and dropping, or by using keyboard shortcuts. Projects are how you organize and plan all of the tasks related to a specific initiative, goal, or big piece of work. When I first started blogging, I would organize my content files by the title of the post. In Asana, you organize yourpersonal tasks under Today, Upcoming, and Later lists. Copyright © 2013–2020 Project Management Pros. Start by creating a new Project named, "Weekly Schedule" and add columns for each day of the week (Monday, Tuesday, Wednesday, etc. It is specialized for handling multiple projects at one time and it is suitable for companies of any size. From there, Asana will populate the task name, description, assignee, due date, and more. But because you start with a blank canvas it means finding the “best” way to organise you work can be tricky. Asana is a web and mobile application tool that makes it easy for teams to work together in creating lists, organizing tasks, and keeping track of progress.. And bear in mind that you’ll probably never find the perfect way to organise your work. Todd is the founder of Project Management Pros. How much work are you doing for each client. Depending on the project, you might have Sections for progress, assignee, or to split work into category buckets. Asana’s layout works in a top-down manner. But there’s no one right project view. 1. What is the best way to organize clients in Asana? Similarly, you can add Milestones, which officialize your key performance indicators (KPIs) for all team members to see. Asana tips: 4 templates for managing an Agile team with Asana. Although I prefer to avoid keeping the majority of work as subtasks, in this scenario it was necessary. These early project decisions are key to starting your project on the right track, and will make it easier for your team to track and execute work all the way through the finish line. Create a project for each of your main activities. The new and improved Asana for Microsoft Teams integration Staying connected and organized is always important, but remote connection has become an integral part of our work as many teams continue to work while distributed. Behind the scenes of how I manage my own Asana account while working with multiple clients. Part of what makes a project successful is easily being able to visualize who’s doing what by when. So how I start planning my projects is by creating a Workflow which then has individual Projects inside. Simply go to the project header drop down and select Convert to template. How it Works. For more Asana tips, check out our Best Practices—or log in to Asana to try them out today. We offer consulting services to help companies deploy and optimize Asana, but I wanted to give you a few tips on the best way to organize your Asana workspace to track work for clients and customers. Though you can always start with a blank Asana project, you can also try one of our 50+ project templates that come pre-populated with relevant Sections, tasks, and custom fields. Along with using Asana to organize my business, I also use it to help me manage a growing team! If it is good enough for them, it is probably good enough for you. Learn more about Dashboards charts in our guide. Learn how Asana works with documentation, suggested ways to use Asana, and videos to help your team get the most out of Asana. Asana makes it easy for me to assign tasks, whether they’re a one-off task or something that has to repeat daily, weekly, or monthly. How to Organize an Email Marketing Campaign in Asana. We organize our blog posts by theme, but you can use Asana tags in many other ways. ). For tasks and projects, it links you to the work in Asana. Asana2Go – Chrome Extension for Reporting (Unaffiliated). Am I doing this the best way?”. Oct 28, 2020. But with that flexibility can come the same sense of paralysis as when you sit down at a computer to write a 10-page report. We use cookies to give you the best possible experience on our website. Asana is a cloud-based task management solution that allows businesses to manage, collaborate, communicate, and organize their tasks and projects. Start by exporting your work as a .csv file and uploading that file into Asana. How to start using Asana for your personal projects and tasks? Deciding how you’ll visually track and manage your work is critical to setting your team up for success. Together, Asana and Microsoft give teams the confidence to plan, organize, and execute their most ambitious work. Let’s take it step by step. 2. Assign out the highest priority work first. Once you’ve decided on a template, click the “Use Template” button. You can organize your tasks into different sections through the board or list view (Read Tip #5) and use the Calendar view to plan your time. How does it work? How to Use Asana to Organize Your Blog Business the ultimate project management tool. That’s why we’ve consulted billion dollar corporations to one-person businesses in industries as varied as professional sports, education, digital marketing— even musical composing! How To Use Asana To Organize Your Business 1 | Asana Makes It Easy To Plan Your Projects. You can shorten it and organize it, without losing any info, simply by converting some tasks to subtasks. And you just sit there staring at a blank white screen wondering, “How should I structure this Asana workspace? So you can really see that it depends on your organization, but Asana is flexible enough to adjust to meet your needs. You’ve created and organized your project… all that’s left now is to manage it. I think the most important part and need is to control the flow of information in your team ("the catch is that there will only be one other team member in addition to me who should have constant access to all client information"). How to use Asana as a project management tool and content calendar to keep your creative business organized. One of the biggest areas of confusion when getting started with Asana is how to organise your projects. Make use of these lists as they will make things muchmore organized. If you’re using Asana to manage academic work, you can create different boards for different classes, or have a board dedicated to all your schoolwork. With Asana, you have the flexibility to organize your project in the best way for your team, so you can focus on high-impact work. I understand why it’s asked, too. By Before you get into Asana – identify what it takes to get an email out the door . In one instance, an insurance company tracked hundreds of clients/customers at one time. If you’re importing an existing spreadsheet into Asana, each row will represent a task, and each column will represent a piece of task data, like the task title, description, or assignee. If you’re currently managing your project in a spreadsheet or other project management tool, you can easily upload that information into Asana with the CSV importer. How many clients do you have on a regular basis? If this sounds all too familiar, a tool like Asana might be the solution you need to organize your busy personal life.. In Asana, you can view projects in four ways: Tip: After you find the best view for your project, you can save that view as default. Start by exporting your work as a .csv file and uploading that file into Asana. Unfortunately, you’re going to get a typical consulting answer: It depends. Asana is there to help with that – just choose ‘Personal Projects’ from your profile menu instead of the team projects you’re a part of. There’s no right or wrong way to create custom fields. How to Organize and View Asana Projects Your project will automatically be divided into sections, or phases. Try these tips to create and organize projects, so you and your team can always hit the ground running. Now that you know who will be doing what, schedule in each task or project. Since then, Todd has consulted a variety of organizations including Mercedes-Benz and Leatherman. But fortunately, you don’t have to spend your days scrolling up and down the task pane. Order your team’s list of to-dos and projects in terms of priority, and work on staffing the top priorities first. Whether it’s the task priority, helpful metadata like how many hours the work might take, or project-specific details like what category a request falls into, keep everyone on the same page with custom fields. Note: If you buy something linked to in one of our posts, we may get a small share of the sale. An example of this would be a marketing agency with a major client. To use an Asana-created template, create a project and hover over the “Templates” tab. Here are some of our most popular ones to try out: Tip: If you want to capture and standardize your own team’s workflows, you can also create custom templates. But, if you’re getting started with project management in Asana, here are a few to try out: Tip: Another advantage of custom fields: you can slice and dice Dashboards charts by custom field. My Tasks has four built-in priority sections to help you organize and execute your tasks: Recently Assigned, Today, Upcoming, and Later. Learn more about Dashboards charts in our guide. You can visualize projects as a list, board, calendar, or timeline. Types of projects you can manage in Asana. Organize a mandatory virtual Asana training day for everyone on your team ; Email your team members on a regular basis (e.g. See how you can, The best way to organize clients in Asana, //projectmanagementpros.com/wp-content/uploads/2019/02/project-management-pros-logo-dark.png, https://projectmanagementpros.com/wp-content/uploads/2017/04/Organize-Clients-in-Asana.jpg. This approach would probably work best up to about 10 clients max. Asana is one of the best project management tools, but it might be tricky for new users to navigate its many features. His work has been featured in outlets such as, Project Management Pros consults and equips organizations in how to deploy and optimize Asana task management software. How I organize my content so it’s easy to find and access; What I store on Google Drive and Dropbox; Creating a content calendar in Asana; What I include in my Content Planner spreadsheet; How I Keep My Content Organized in Google Drive, Dropbox, and Asana. I’ve also consulted companies where a TASK worked best to represent each client. You can have multiple teams, and within each team you have multiple projects. Once you’ve created your basic project building blocks, Sections make it easy to split, organize, and group like tasks. All Rights Reserved. For teammates, it generates a notification (aka “pings them”). At any one time, you might be working on nearly a dozen projects like new logo design, packaging design, a new video, and managing social media. If you’re still unsure, I recommend starting with Projects and then adjusting from there. Here’s what our blog calendar looks like, tags and all: I know I love to see the behind the scenes of how other online business owners organize all the things in their business, so today I'm going to share a little bit of how I do things. It serves as the master checklist that keeps you focused on the right pieces of work and allows you to organize and prioritize tasks based on due date. Julia Martins To view a template, simply select the “Preview” button. With Asana on your side, there’s nothing your team can’t do. You can edit and personalize the sections by clicking the down arrow next to Add Tasks. There are 2 primary factors that will help you decide what’s right for your organization: In some cases, a client would be best as a TEAM if you have many projects serving them occurring simultaneously. You know the feeling: you’re getting started on an exciting new project, but now that you’re actually sitting down to finalize the project plan, you have some tough decisions ahead of you. Asana for Weekly Planning or Process Mapping Asana makes it easy to also visibly plan out your week through its Boards view. Tip: Make sure each column has the correct name, like “Description,” “Assignee,” or “Due date.” Learn more about importing spreadsheets in our guide article. You can plan and manage almost any project or process in Asana, but here are the most common examples: 1. monthly) with tips and articles to increase user skill. And there’s no reason it can’t be a hybrid approach, either. Asana counts heavyweights such as Uber, Airbnb, Change.org, Dropbox, Pinterest, Mashable and CBS Interactive among their customers. The great thing about Asana is that there are so many different options and methods you can use to organise your work. Ways Asana keeps teams organized at work Make plans clear for everyone Get your team on the same page with all your to-dos, files, and plans in one tool across projects, tasks, and … It gets better. This approach would probably work well up to about 40-50 clients max. A good Asana task has an assignee and a due date, so your team always has clarity on who’s responsible, what they’re working on, and when deliverables are due. This is the most important thing on the list. What is Asana? How to track client work in Asana. While many people use it as a business or project management tool, I find Asana helpful for my personal use as well. If you’re currently managing your project in a spreadsheet or other project management tool,  you can easily upload that information into Asana with the CSV importer. We offer consulting services to help companies deploy and optimize Asana, but I wanted to give you a few tips on the best way to organize your Asana workspace to track work for clients and customers. p.s. It allows teams to share, plan, organize, and track the progress of the tasks. By continuing to browse this site, you give consent for cookies to be used. How I Organize My Asana. While Asana is known for its professional project management capabilities, the tool can bring much-needed order to your personal life as well. See the full Boards launch announcement here: https://asa.na/1cp With this initial version of Boards, visual thinkers can now organize and track their work from within Asana. When you’re spinning up a new project, there’s no reason to reinvent the wheel every time. Learn more about importing spreadsheets in our guide article. For example, if you’re importing a content calendar spreadsheet, you’ll want each row to represent an upcoming creative deliverable—like a blog, ebook, or article—and each column to represent additional information about the deliverable—like due date and assignee. Asana tip: My Tasks is a feature of Asana that automatically aggregates all the tasks assigned to you in a single view. If you start needing multiple projects per client, you can use project color-coding until you feel compelled to switch to a Team structure. Adjust until you find a structure that works for you. This would make projects too cumbersome. I recommend to create an organization as this will allow you to create teams within your organization. Beyond that, different team members and stakeholders might want to see information in different ways, depending on why they’re viewing your project. If you’d prefer the video, you can watch it here. I’ve come across variations of that question many times. Asana users can create tasks, assign them to team members, set due dates, add notes, attach files, create internal checklists, and communicate with others through comments. There’s different ways how you can set up your business in Asana – you can choose between a workspace and an organization. The number of tasks you have on Asana isn’t going to get any smaller. Perhaps you have one major client that is a team, and the rest are projects. Read this article in French, German, Portuguese, Spanish, or Japanese. In other cases, a client would work best as a PROJECT with different sections breaking down the work required. No more wondering if your teammate saw your message or sending out dozens of reference documents. This post comes with a video! After earning an MBA, he became executive director of a nonprofit by age 24 where he first used Asana. Balance start and due dates. Your bills are overdue, you forgot your best friend’s birthday, and it’s been weeks since you’ve grocery shopped. Here, you’ll find templates for onboarding, meeting agendas, company goals and milestones, and event planning. Just type @ and the name of the person, task, or project you want to link to in Asana. In Boards View, they show up as columns. Tip: Sections show up differently depending on project view. Adopt a task prioritization method to organize your work to-do list You could organize a content calendar by type of content, such as guest posts, webinars, ebooks, and so on. An example of this would be a manufacturing company tracking a variety of tasks related to its wholesalers. Instead, each customer was a task with various subtasks (and subtask sections) within it. Error: Please select a workspace before adding link. My team knows what to expect whenever they log in to Asana. I have a workflow for my website, one for my network marketing business, one for my coaching business, and one for my membership site. 2) Create Different Workspaces for Different Purposes. In List and Timeline View, Sections are horizontal rows of like tasks. From there, Asana will populate the task name, description, assignee, due date, and more. Unfortunately, you’re going to get a typical consulting answer: It depends. Once tasks are created, you can group them into projects and invite team members to brainstorm, assign subtasks, and work to achieve their goals. How to Use Asana Effectively for Project Management in 2020. Specifically, I'm going to show you into my Asana. Asana is incredibly flexible. But to help your team get their best work done, you also need to track more information. 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