When your company or team's reference materials are spread across emails, chat, and file sharing tools, it’s extremely difficult (if not impossible) to locate information when you need it. Instead, use an Asana project as your company’s internal wiki or resource center. From vacation policies to brand colors, every employee will know where to find the most accurate and up-to-date company information.
How to create an internal resources project
In Asana, unassigned tasks can serve as non-actionable reference items. These tasks are easily accessible in a project or through search. Follow these steps to create a library of internal resources:
Create a new project called “Internal Resources" or “Company Reference Materials.”
Add sections to organize the references, such as “IT resources,” “Brand resources,” or “Policies.”
Add reference tasks to each Section and attach appropriate files to each task from your computer, Google Drive, Box, or Dropbox. @mention other important projects or tasks in Asana.
Add custom fields to the project so you can make it easy to filter resources by additional categories. You could have fields for resource type, time to read, and more. Add custom fields by clicking the blue Add Custom Fields link at the top of your project. You can sort projects by custom field to see all tasks organized by a field to make resources easy to find and assess.
Invite your teammates to the project. Encourage them to add any additional reference information as tasks to the appropriate section.
Add a task in your onboarding template with a link to the internal resources project. All new employees will know where to find information on their first day.
Learn how The John Lewis Partnership department created an internal solution to support employee programs, training, and coaching.
Tips for managing your internal resources project
When reference documents or information changes, update the appropriate task. Your teammates can see the task history and know when and why changes were made.
Use Files View to see a gallery view of all the documents and files in your reference project.
Team-specific resource materials
Create a separate project for your team-specific resource materials. Tasks can live in your overall company resource project and in your specific team project. For example, all design assets can live in a Design Resources project and the most important ones (logos, etc) can also live in the Company Reference Materials project.
Save your team the time and hassle of trying to find important company documents. Not all tasks in Asana have to be actionable or assigned. Reference tasks organize and centralize internal resources so your team will spend more time working and less time looking for information.