Manager communications

In addition to their own team, managers also work with other managers to share resources, facilitate cross-departmental communication, and ensure progress towards overall company objectives. Unfortunately, “manager communications” often mean scattered emails, meetings, and hard to find, out-of-date documents. Asana gives managers a way to communicate and share resources easily and privately—no more meetings about meetings or endless manager email threads.

Building a management team

  • Create a team in Asana exclusively for managers. Scroll to the bottom of the sidebar and click Create New Team, or click the + button next to any existing team. Invite only managers and keep the team hidden.
  • Make a project for manager resources in the manager team. House the resources in individual tasks (remember, tasks don’t always need to be actionable!) You might want to include things like:
    • Onboarding materials and training documents
    • Performance review templates
    • Coaching Q&A’s
    • Performance improvement plan templates
    • Professional development resources
  • Use team conversations to share sensitive information, updates pertinent to management, or to get advice from other managers.
    • Replace your management team email distribution list with these conversations in Asana, so that managers can follow and unfollow threads easily.
    • Make the conversation actionable by creating a task directly from the conversation.

Resources for Managers project in Asana

Keep your org chart in Asana. Make a project and create a section for each manager, with tasks for each direct report’s name. When employee changes occur, move the task to another section, rename it, or delete it.

Do more with management meetings

Management meetings can be inefficient, lengthy, and unclear about next steps. Using Asana keeps everyone on track, with a clear meeting agenda and record of what needs to happen next.

  1. Navigate to the management team in Asana, and create a new project for a management and/or board meeting by using the Quick Add button in the top bar, or the + button next to existing management team projects. Add meeting attendees as project members.

  2. Similar to conducting and planning other meetings in Asana, you can use sections to organize the management meeting agenda. Everyone comes prepared and aware of what’s on the docket. For example:

    • Recurring (you can use recurring due dates so these appear every time)
    • Discuss this week
    • Revisit later
    • Action items
  3. Contribute topics as separate tasks. Attach relevant documents and add context to these tasks using task descriptions. You can also use conversations and comments to generate asynchronous discussion to save time in the meeting.

  4. During the meeting, designate a notetaker and store the minutes in a task for reference or for anyone unable to attend. Make sure to assign any relevant action items to their owners.

Management Meeting project in Asana

Meet your company objectives together

Managers have a multitude of responsibilities, but they often lack the single, collaborative space they need to actually work as a team. Asana provides that space where managers learn from one another, communicate, and collaborate to achieve the company’s goals—without adding extra work.

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Asana Lessons

Learn the Asana basics in less than 15 minutes with these quick lessons

Tasks

Tasks Lessons

Track all of your work

3 Minutes

My Tasks

My Tasks Lessons

Always know what to do next

3 Minutes

Projects

Projects Lessons

Work with teammates

3 Minutes

Inbox

Inbox Lessons

Communicate even faster

3 Minutes

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.

When you @mention someone, they’ll be added to your task as a follower.

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.

Add comments to ask questions or give followers updates.

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.

Create subtasks to break your task into smaller steps.

When you’ve added a subtask, press enter to add another.

Subtasks can contain all the same details as regular tasks.

Click the comment bubble to add comments or attachments to a subtask.

You can create tasks from any screen using your top bar.

Every Task has a unique URL to easily copy and share.

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.

Like a text document, add a new line for each new task or paste in any list.

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.

Click on the blue dot next to the task, to quickly sort it.

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.

Add sections to organize tasks in a list project.

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

Or, add columns to organize tasks in a boards project.

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.

Open and organize projects from your sidebar.

Favorite projects to pin them to the top of your sidebar.

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

Create new projects from any screen using your top bar.

Now you can move your projects forward with Asana.

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.

Archive updates you’re ready to dismiss.

Click the X that appears on the right of an update to archive it.

Open Archive to move dismissed updates back to your Inbox.

Click the arrow that appears on the right of an archived update to move it back to Inbox.

Unfollow tasks or projects to stop recieving updates about them.

You ultimately have control over all the updates you receive (or choose not to receive 😉)

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.

Congratulations! Now you’re ready to have a great work day with Asana.