Projects, Tasks, Status Updates: With This Checklist You Will Become an Asana Pro

Asana is likely one of the most well-known work and task management tools on the market. To make the best possible use of the tool's functions, Bjoern Sjut explains how the software is used by the online marketing group Finc3.

The first question that arises when using Asana is: When do I use "Tasks"? And when not? There are no clear indications in the tool's interface. At Finc3, therefore, the rule is:

Every action that can be completed is a task.

Bjoern advises against using subtasks, because subtasks disappear from most overviews when the main task is completed. If it is a discussion, for example a question, Finc3 uses the "Message" function, which used to be called "Conversation". The third function of Asana are status updates, with which you can send an update of a project to all involved persons within a traffic light system. Bjoern Sjut recommends you to use the status updates at least once a week.

But back to the tasks again and the question: What does a well structured task actually look like?

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Finc3 has created a short checklist for you, which should be included in a task at Asana:

• The task clearly describes a specific, individual goal that must be achieved

• The task describes the conditions necessary for the task to be closed

• The task has a clear deadline (preferably even with a specific time)

• Files required for the execution of this task are either attached or a link to the files is attached

• Tasks with relevant information are linked in the description and in the comments

• Tasks that need to be done before work on the task can begin are marked as dependencies

• All relevant stakeholders are added as followers

• Important comments are pinned at the top

An important feature of Asana is that a task can belong to several projects.

This is useful because the project membership also controls the visibility of the tasks. Members of a single project can see all tasks added to this project, but not tasks from projects they are not involved in. A typical use case is setting agendas for internal meetings based on tasks from multiple projects.

Asana: Add tasks to multiple projects

Tasks can also be created by email.

Every project in Asana has its own email address. If you send the task to the corresponding email address, it immediately lands in the right project and attachments can be added. Tasks can be assigned to a person by sending the task to another user's email address. With the CC function, you can also add followers to a task. If you respond to an email in turn, comments are set and the response "Closed" automatically closes the task. A small insider tip at this point: Definitely delete your signature when you create or edit tasks by email, so you don't have to manually remove it from all tasks and comments later.

Asana: Create tasks by email

You can assign tasks to someone when an action is required.

This can also be a question that needs to be answered so that you can complete the project. To do this, you simply enter the name of the person in the field above and assign the task to the selected person. Then you should always add a due date for the task.

Asana also offers a handy tagging function.

You can tag both people and tasks. Tagging is always useful when it's important that the person reads the information in your comment. You can tag existing tasks to point out something or to highlight a comment or conversation. To tag a person or task, simply use the @ symbol.

You can also use the tagging function to create sub-projects.

As mentioned before, Finc3 is not a proponent of sub-tasks. Bjoern therefore recommends working with sub-projects instead. The tagging function can support you in defining and filtering certain subtopics within a project. A typical application example is when an additional hierarchy level is needed in a project and tasks and sections have already been used.

Asana: Tag tasks to create sub-projects (click to enlarge)

Comments in Asana are useful for any updates.

A comment is seen as a general update of the task or as a status update, for which no further action is required and which has the purpose "FYI".

You should also define a uniform regulation for closing tasks.

You should always close tasks when no further action is required. To perform the action, you can simply mark the tasks as "Completed" at the top.

You can also view tasks that have already been completed at a later time.

If you want to search for completed tasks, there are two ways: If the task was recently assigned to you, you can navigate to "View" and then switch to "Completed Tasks". Alternatively, you can directly search for completed / incomplete tasks or projects.

Asana also has a strong, advanced search function.

The "Advanced Search" function can be used in a variety of ways. With the function, for example, you can open reports where you want to review current open tasks or to see which tasks you worked on on a certain day. You can also save your searches as favorites to be able to quickly access them at a later time.

Asana: Advanced Search

You can also import CSV files into Asana.

For example, you can transfer mind maps from a meeting to a structured project in Asana with minimal effort. Lists of tasks from Excel, Editor, Word, Outlook etc can also be copied and automatically inserted as tasks into a project in Asana.

Asana: Automatically create tasks from mind maps (click to enlarge)