Learn the basics of task management and how to keep your team updated on work. This course is perfect for anyone just getting started.
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Adding work with projects and tasks
Create projects and tasks.
Now that you know what Asana is, let's learn how to create projects and tasks, which are the essential building blocks of Asana. If you learn nothing else, mastering tasks and projects with your team is it! Let's go...
To project, task, or subtask?
Before you build anything, you may have questions about when to create a project, task, or subtask. The answer usually depends on your goal and how you want to see the information. Here are some guidelines to help you decide the right way to go.
Create a project when you have a significant coordinated effort with a group of stakeholders working on one joint initiative over time.
Examples include launching a new marketing campaign, planning an event, or developing a product.
Create a task when you have a specific action or deliverable that needs to be completed. Tasks represent individual actions within a project and can be assigned to team members, given due dates, and tracked for progress.
Examples include publishing a blog post as part of your editorial calendar, performing market research for a new product launch, or finalizing the campaign messaging for a marketing campaign.
Use subtasks when you have smaller, actionable steps to complete within a larger task. Subtasks break down tasks into smaller pieces of work and can be assigned to different team members.
Examples include gathering customer quotes, summarizing research for product marketing, or reviewing campaign messaging.
4 best practice tips for using projects and tasks
Use these tips to create significant tasks, work with your team to manage projects, and respond to work assigned to you.
1. Clear project structures
Use projects to represent significant initiatives or areas of work. Start by organizing your projects in a logical and hierarchical way. Create sections within them to break down the work into smaller steps or phases.
Asana tip: Use the keyboard shortcut, [Tab N], to create a new section.
2. Use task titles effectively
Task titles should be concise, specific, and action-oriented. Start task titles with an action verb to clearly indicate what needs to be done. For example, you may say, "Complete first draft of blog post" rather than "Blog post."
3. Assign responsibilities
Assign tasks to yourself and team members so everyone knows who is responsible for what. Asana allows you to assign tasks to a single individual and add multiple collaborators, facilitating accountability and collaboration.
You can break up a task into subtasks if multiple people need to contribute to its completion.
4. Set due dates and priorities
Add due dates to tasks to establish deadlines and create a sense of urgency. Add a start date and due date to show a task’s duration and final deadline. Teammates can budget time on the task more effectively and know when it’s expected.
Remember, these best practices can be customized to suit your team and workflows. Experiment, gather feedback from your team, and iterate on your processes to find what works best for you.
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