Requests for work can clutter an inbox quickly, especially if you’re in a role that supports many other teams, individuals, or customers. Teams like design, copywriting, IT and facilities can streamline their requests process by tracking the work requests in an Asana project, where you can easily organize requests by priority level, assign the work, and track progress.
Set up a “Requests” project
- Create a project and name it “[TEAM NAME] work requests.” Make sure it is a public project on a public team so it can be accessed by anyone that needs to make a request.
- Share it with the appropriate people by adding them as project membersproject member Someone that has access to and receives notifications about a project. Read more .
- If the project is for internal requests, be sure to include anyone who frequently makes requests and anyone who would be responsible for addressing those requests.
- If the project is for external orders or requests, you can invite guests to the project or you can use Asana integrations (like a Google webform) to have the orders go right from your website or email to Asana, with no extra work for the person placing the order or request.
- To ensure that every request gets prioritized and assigned, designate a Project OwnerProject Owner Every project can have one Project Owner. They are able to set status updates for the project. Read more . This role can also rotate amongst the team.
- Create a template task to copy to make sure you’re capturing all the necessary information from the person placing the request. Keep it at the top of the project list for easy access and make sure it’s clear that requestors should copy the template task for each new request.
- Add custom fields to the project so you can track even more information, and have teammates fill them out before submitting the request. You could have fields for the estimated hours, or categorize the task by type. For example, a design team could categorize tasks by type of asset (illustration, photo, GIF, video).
- The Project Owner should add due dates to requests and then go to Calendar View at the top of the project to see the tasks on a calendar to make sure things are getting done on schedule.
If you are receiving requests by email, and you don’t want to add these people to Asana (or if you’re trying to help your team make the transition to Asana from email), set up an email forwarding rule. Use your email tool to forward emails to specific email addresses or with specific subject lines to an Asana project. Learn more here.
Connect your requests project in Asana with the other tools your team may use to collect orders and requests, like Evernote, Jira, and Google Sheets, without writing a single line of code. Learn more here.
Asana can help you automate many of your processes and workflows through projects with sections and powerful integrations. Check out the rest of the ways to use Asana in the “Use Asana for” part of the Guide for more ways to get your team and work into Asana.