3 Strategies to Successfully Streamline Tasks and Projects in Asana

We’ve tried many project management systems throughout the different stages of our business, and the one that’s allowed us to completely revolutionize how we complete projects and daily tasks is Asana. It’s the perfect fit for our team and, honestly, Boss Project has never been more organized and streamlined!

We’re learning new things and ways to refine our systems in Asana every single day. Even though our project management is ever-developing, we’ve still picked up on 3 strategies that have really amped our overall experience with the platform. Keep reading to find out what they are!

1. Use Task Templates for Recurring (Yet Different) Tasks

While this list isn’t in any particular order, this one is definitely our favorite and one of our biggest time savers using Asana. For tasks that are recurring but different, we use the task templates feature to get the “bones” of our task card set up. That way, we only have to customize what’s needed instead of creating a new card from scratch regularly.

For example, our emails are usually different, yet we use the same task template to save time when setting them up. For our marketing templates in The Co-op, each is different every month, but the tasks around creating them are consistent, so task templates really come in handy here.

You can easily convert existing tasks into templates, or you can create new templates from scratch.

2. Use Rules to Create Simple Automations

We love all things automation, so the fact that we’re able to perform simple workflows right within the native Asana app is a gamechanger. Asana’s automation feature is called Rules, and it allows you to set actions that are performed automatically from triggers.

Some triggers that are available are:

• Task is added to a section or a project

• Task is completed or approved

• A specific person is assigned to a task

• A due date is added

• The stage is changed

• An attachment or comment is added

• A due date is approaching

• Task is overdue

From there, Rules will perform actions like:

• Moving the task to a certain section or project

• Marking task as complete

• Adding a specific assignee

• Adding a due date

• Adding subtasks

• Adding a comment

• Sending a Slack channel or direct message

• Sending a Microsoft Teams channel message

• Adding an internal note to a Zendesk ticket

There are so many different ways to mix and match triggers and actions to streamline your tasks in a way that isn’t possible with other project management systems!

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3. Create Custom Fields for Tasks

Asana gives you multiple default fields that you can customize and add to tasks, like:

• Assignee

• Due date

• Tags

• Projects (You can add a task card to multiple projects)

• Stages

• Dependencies

We love the fact that we can also create custom fields to take care of other needs. For example, in our lead tracker board for The Incubator, we have multiple fields that allow us to keep track of the date they applied, what industry they’re in, their lead status, objections they’ve shared, the date they enroll, heat score, and more.

Asana has made such a drastic change in our everyday operations, and hopefully these 3 strategies will help you successfully streamline your projects and tasks! If you’d like to get your project management system in place, so you can get back into your zone of genius while creating a High-Touch Signature Service™, then we’d love to have you apply for The Incubator.