Sprint planning

Many product and engineering teams work in Agile sprint cycles to keep a constant and efficient production schedule. Sprint planning meetings can be time consuming and results of them can end up in one-off spreadsheets or boards. Asana is a flexible tool that you can easily adapt to your Scrum practices, even as they change. By planning sprints in Asana, teams can have full clarity on sprint plans, milestones, launch dates, and backlog, with work efforts and communication together in one place.

Follow along with the article to build your own sprint planning project, and take a look at other resources directly below.

Resources for creating sprint plans Link
Asana-created template Use template
An online course Register for Asana Academy

How to create a sprint planning project

  1. Create a new project (either as a list or board) for your sprint. The product manager or technical project manager should be the Project Owner.
  2. Add project members and set them to receive notifications when there are status updates.
    • Make sure the Project Owner provides status updates at the beginning and end of every sprint (or as needed) to share progress.
    • Individuals can comment on their sprint milestone tasks to as needed to share updates.
  3. Add sections (list layout) or columns (board layout) to organize your work by individual sprint, or by categories like “ready to do,” “in progress,” “done,” and “backlog.” As your team makes progress, remember to move tasks into different sections or columns.
  4. Add custom fields for sprints so you can track when work is scheduled to be completed, expected hours, and priority. Add custom fields to your sprint planning project by clicking the blue Add Custom Fields link at the top of the project.
  5. Create tasks to represent sprint milestones and assign them to their respective owners. You can set a specific due date within the sprint, or make the milestones due on the last day of the sprint. Use start dates to show the span of time you’ll need to work on something during a sprint.
  6. You can also house the milestone tasks in other projects to keep goals in sight.
  7. Once created, save your sprint planning project as a template by clicking the project header dropdown and selecting Save as a Template. Then you can just create a duplicate of the template to jump right into your sprint planning.

Plan your sprints in Asana with boards

When teams regularly check and update this project, you may find that you can have fewer standup meetings and shorter sprint planning meetings, and that they become far more efficient.

Tips for managing your sprint project

Plan your sprint with Timeline

Head to the Timeline tab of your project to map out your sprint and ensure you can fit in all prioritized work. You can use it to see any sprint task dependencies and drag and drop tasks to resolve conflicts. Timeline provides a quick way to check in on all the moving pieces of sprint work to ensure you reach your goals by the end of the sprint. Use filtering on your Timeline to see tasks by custom field to ensure priorities are on track.

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Tasks

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Always know what to do next

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3 Minutes

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Communicate even faster

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You can use tasks to track, collaborate on, and organize all your work.

Tasks can be to-dos, ideas, notes, or reminders.

Assign a task to yourself or a teammate.

Press Tab+M to quickly assign a task to yourself.

Add a due date so your deadline is clear.

Add instructions and expectations in the task description field.

Type @ to link to other tasks, people, conversations, or projects.

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Followers get notified when new comments or attachments are added.

Add anyone who needs to stay up to date on your task as a follower.

They can always unfollow to stop getting notifications on your task.

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Heart a comment to let followers know you’ve seen it.

Add relevant files or irrelevant GIFs as attachments.

You can also attach directly from Dropbox, Google Drive, or Box.

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Subtasks can contain all the same details as regular tasks.

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Congrats! Looks like you’re up to the task.

On to the next lesson!

Always know what to do next with My Tasks.

My Tasks is a list of every task assigned to you.

It makes managing your work simple.

Click on your My Tasks list and start typing to add tasks.

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Forward to x@mail.asana.com to turn your emails into tasks

Asana will translate your email into a task, including your attachments.

New tasks will appear at the top of your list in New Tasks.

Tasks you add to My Tasks are private to you.

Click Make Public to share them with your team.

Prioritize tasks as Today, Upcoming, or Later.

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Mark the tasks you’ll have time for Today.

Teammates can view your My Tasks list to see what you’re up to.

They’ll only see tasks you’ve made public or shared in a project (more on projects later).

Mark tasks due within a week as Upcoming so you can see what will be due soon.

On its due date, your task will move from Upcoming to Today.

Just like magic.

Mark tasks due in more than a week for Later.

They’ll be out of your way until their due date approaches.

Your tasks will move from Later to Upcoming a week before they’re due.

Keep My Tasks prioritized to always know what to work on and what’s coming next.

Now you know how to track and plan your work!

Next, learn how to work with your team in Asana.

Work together on groups of tasks with projects.

Projects help you track and organize the steps in a process or initiative.

Like an event plan, product launch, or editorial calendar.

Like My Tasks, simply click and type to add tasks to your project.

If you have your steps in a document or email already, paste in that list.

Add tasks to your project from email.

View your project’s unique email address from the project dropdown menu.

Add your tasks to other related projects.

Tasks can be included in multiple projects.

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Type : at the end of any task title to make it a section.

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Drag and drop tasks between or within columns to reorder.

Assign your tasks and set due dates.

Never miss a deadline with your project calendar.

Drag and drop tasks on your calendar to change their due dates.

Add everyone who needs to stay updated on your project as members.

Project members will get notified of new conversations, statuses, and tasks.

Post conversations to make announcements or start discussions.

Your post will be sent to all project members.

Use Progress to see how your project is moving forward.

Set a project status to update your team on how it’s going.

The Project Owner will be reminded to set a status once a week.

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Click the star button on the left of your project name to favorite it.

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Now you can move projects forward with your team.

Just one more lesson before you dive in.

Communicate and coordinate faster with Inbox.

Check Inbox to quickly read and respond to your latest updates.

Inbox will notify you when you have a task due…

and when teammates update tasks, conversations, and projects you follow.

Open and respond to updates without leaving Inbox.

Click an update and you’ll have all the context you need to respond.

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When you’re ready, you can turn Asana’s Email notifications off.

Most communication with your team can be more easily managed from Inbox. Just remember to check it often.

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