In this step-by-step guide, you will learn how to streamline your organization’s projects with the Asana task management application.
Asana is a task management application that helps business users to organize their work. The app allows users to create projects and tasks, share updates and create archives of the whole process.
Asana is a great way to keep track of all your tasks, assign them to other people and then check their progress. Learn how to create workflows in Asana in this step-by-step article. We’ll also show you how to create a project, add tasks and sections, and set due dates.
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Creating Custom Workflows in Asana
Step 1: Log in to your Asana account
Once you have installed the Asana app on your mobile device or opened the app in your web browser, sign in with the email address and password associated with your account. You can also sign up for an Asana account if you don’t already have one.
The first screen will show your dashboard if you are logged in or ask you to log in to your account if it has been a while since you last logged in.
Step 2: Create a new project in Asana
Click the + icon to create a project, task, or message (Image A†
Image A
Enter the Project title and click Create Project.
To start building a workflow, first create a project. When you create a project, Asana automatically creates a task list within that project. Click Create Project and give it a name. Then select Create task list.
3. Choose the default view for your new project in Asana
Select the default view for the new project from the list of options and click Save. You can choose list or board option as shown in Figure B and Figure C†
Figure B
Figure C
Step 4: Create tasks and add them to your task list in Asana
In this step you will create tasks within the task list created in step 1. Once you’ve developed the tasks for each activity or task you need to do, click the gear icon in the top right corner of the screen and select Move Tasks In Progress to New Task List.
It will move all completed tasks to their to-do list so they don’t clutter your main to-do list while still being accessible later if needed!
Step 5: Add Sections in Asana
Add tasks for each section of your workflow, add details and assign them to people as needed. For example, if you want people to submit a resume as part of their application process, you can create a section called “Resume” and add tasks like “Submit Resume” and “View Resume”.
You can also add due dates for each task so that everyone knows when to complete the task (Figure D†
Figure D
Step 6: Add Dependencies in Asana
To get started, you need to set up your workflow with dependencies. This allows you to ensure that tasks are performed in order of priority and are not skipped.
When adding dependencies, it is necessary to assign a number to each task. You can then use this number for other conditions or notifications within the same workflow.
Step 7: Add Conditions in Asana
Conditions allow the project manager to validate the completion of a task before moving on to the next stage of your process (Digits E†
For example, verifying receipt of critical information from a customer before proceeding with a project. There are many different types of conditions – some are required fields and others are optional but recommended sectors when creating tasks within a steering group.
Digits E
Step 8: Set Due Dates Asana
Set due dates for each task by clicking the three dots next to it and select Add due date from the drop-down menu that appears (Figure F†
Figure F
Step 9: Set Up Notifications in Asana
Notifications are messages sent to team members when certain conditions are met within a workflow.
By default, notifications are sent via email, but this can be changed by clicking Manage notifications in the right menu when creating or editing (Figure G†
Figure G
Step 10: Make your workflows in Asana available to others in your organization
If you want to share the to-do list with others in your company, make sure they are collaborators on the project. Then select Organize from the project menu and choose Make a copy from the drop-down menu (figure H†
figure H
You can then give this copy a new name, such as “Operations Team.” Creates a new version of the task that is only visible to people who have access to it.
Conclusion
Getting your team aligned is key to making sure you’re all working towards the same goal. Whether you’re managing a work project or trying to get your homework done, it’s imperative to keep track of who’s doing what.
And because looking up each member’s information can be tedious and time consuming, setting up a workflow in Asana is imperative. Once you’ve done that, there are some triggers you can set to make things run more smoothly.
