Campaign management

How to create a marketing campaign project in Asana

There are a few ways to create your campaign project. To get started quickly:

  1. Start with our campaign template and customize it for your team’s needs.
  2. Import an existing spreadsheet where you currently track campaign work.

How to access all Asana templates

GIF demonstrating how to access templates in Asana from the +button in the top bar

If you’re a free user, prefer to build your own campaign project from scratch, or want general best practices for Asana projects get started here.

Invite any agencies you’re working with as guests

For extra smooth kickoffs and campaign execution, consider inviting any agencies you’re working with as guests into your project. That way, they can see your overall campaign plans and you can make expectations about deadlines and deliverables for them clear—so you can launch campaigns that are on point and on time.

Watch this quick tutorial to see how to invite guests to Asana.

Tips for managing and doing marketing campaign work

Now that you’ve built your marketing campaign project, these tips will help you manage it as work gets underway.

1. Map out your project plan (and adjust as things come up) with Timeline

Successful marketing campaigns have many critical deadlines and dependencies leading up to launch day. Timeline helps you map these out in your plan before you start to ensure all the pieces fit together to hit your goal.

GIF of project plan creation with Asana Timeline feature

How to create your marketing campaign plan with Timeline:

  1. Create tasks for all your campaign to-dos in List View.
  2. Click the Timeline tab at the top of your project to shift into Timeline View.
  3. Schedule tasks by drag and dropping them onto the timeline. If you spot timing conflicts, drag and drop tasks to reschedule them.
  4. Extend the task date ranges so the assignee can better budget their time to work on it leading up to the deadline.
  5. If tasks need to be completed in a certain order, create dependencies between them by hovering over a task, then dragging the dot to a related task.

Once work is underway, Timeline can also help you quickly address conflicts before they derail your plan. For example, if your campaign landing pages takes longer than expected to create, you can shift dependent tasks in Timeline. Task assignees automatically get notified that their deadlines have been adjusted. Work can start at the right time—without causing confusion, extra meetings, or a mad scramble after it’s already too late.

2. Capture relevant creative brief details and action them faster with forms

Creative briefs help marketing teams capture important details about an campaign’s goals, audience, and requirements, but they can slow down the creative process if they aren’t completed properly or get lost in a doc. Instead, create a creative brief form that’s directly connected to your campaign project to ensure your team starts with the information they need (in terms they understand.)

SCREENSHOT of a campaign brief form created in Asana

Forms can be submitted by anyone—even if they don’t use Asana—by sending them the form link. Once submitted, the form becomes a task in your content calendar project so it can get prioritized. When you’re ready to work on the new content piece, create a copy of your content template task. Then paste the creative brief details from the form submission into the task description.

Set up a form by following the steps outlined here.

3. Prevent duplicate work by tracking campaign tasks in more than one project

Campaign work often ties into other marketing activities—maybe as part of a product launch or recruiting efforts. Without Asana, teams might not be able to see work happening in other projects or initiatives, meaning work gets duplicated or they spend more effort coordinating.

GIF multihome the same task into multiple Asana projects for content calendar and launch project

  1. Type Tab + P and type the name of any additional projects you want to add a task to.

Add tasks to multiple projects to save time—without duplicating work or managing it in different places. It’s the same task across every project you add it to, so all the files and comments stay put, while stakeholders see it in a context that makes the most sense for them.

4. Create actionable feedback directly on campaign assets

Being able to provide and incorporate campaign feedback more easily can be the difference between shouting in the dark and going viral. Proofing in Asana makes it easy for reviewers to comment directly on assets so feedback is provided in context. Each comment turns into an actionable subtask that the creator can then decide how to incorporate.

GIF of image proofing workflow in Asana

Our integration with Adobe Creative Cloud allows creators to pull up feedback directly in the Adobe app they’re working in to help guide them, and save time on context and tool switching.

SCREENSHOT of Adobe Creative Cloud integration with Asana task visible in Adobe program

This makes the process of giving and receiving feedback easier because reviewers can make their ideas clear and creators can decide how to incorporate them or not (and keep a record all in one place.)

5. Hit deadlines with clearer handoffs and approvals

Paired with proofing, our approval workflow with custom field notifications can help teams have faster handoffs and review cycles.

GIF approval workflow with custom fields in Asana to show when work is ready or already approved

  1. Add the Asana-created “approval stage” custom field to your project by clicking the blue Add Custom Fields link at the top of your project.
  2. Notifications will automatically be turned on for this field, meaning that every time it gets changed, task followers will get notified.
  3. Once an asset is ready for review, the creator sets the field to Ready to review.
  4. The reviewer will get a notification that they can now start their review.
  5. Once they’re done reviewing, they set the custom field to Approved or Changes needed.
    • If changes are needed, the reviewer can leave actionable feedback with the proofing workflow in the previous tip.
  6. The creator gets notified that their work is approved or needs to be updated. From that notification, they can see feedback, and jump back into the file to incorporate it if necessary.

6. Save time on every campaign and never miss important steps with templates

Though each campaign can vary, there are likely a core set of tasks that need to happen every time, or for each campaign type. Instead of spending time recreating the plan for each campaign (or keeping the template in a doc that’s disconnected from work files and instructions), you can build and save campaign templates in Asana.

GIF of saving an Asana project as a template to reuse

  1. Build out your core campaign work as tasks in a project. Unless the same person completes the same task every time, do not assign tasks or add due dates.
  2. Click the in the project header and choose Save Project as a Template.
  3. If you want to restrict who can modify the template, make it a comment-only project
  4. For every campaign, copy your template by clicking the + New button, Project, then heading to the tab for your organization’s saved templates.
  5. As you continue to refine your campaign activities, you can update your template to ensure you don’t repeat mistakes or use old tactics.

Voila! Now you can get started on any campaign in a few clicks.

Tips for reporting on campaign work and progress

1. Have more effective meetings by using your project as a meeting agenda

Regular meetings help you check in on progress and cohesion. If you use your campaign project as a meeting agenda on calls with your agency or cross-functional partners, that makes it easier to see where work stands, and what topics you should really cover. Then you can focus on discussing strategies and ideas instead of doing general updates around the room.

During the meeting you can create tasks for action items as they come up so they don’t get forgotten.

2. Manage priorities and organize campaign work with custom fields

If you’re used to spreadsheets, you might sort and filter columns to make it easier to see key details. Custom fields are a much more powerful replacement, because they track this information in context with the work (instead of a place that only the campaign manager can see.)

For example, if you add a “priority” custom field to your campaign project, you can prioritize each task so every teammate is clear on where they should focus their attention. Then you can sort your project by priority to see highest priority tasks at the top to make sure they’re on track.

You can also see your tasks on Timeline by custom field to help you better visualize plans and spot blockers based on color.

3. See at-risk work and follow up with teammates in advanced search reports

Another benefit of using custom fields to track priorities and task status is that this information can be used to run advanced search reports. Advanced search reports pull information from all your work in Asana to help you answer questions like “what priorities are at risk?”, “what work is waiting on feedback?” in real time—without you having to manually search or compile it.

SCREENSHOT of advanced search report results in Asana

While you can create search reports for just about anything, at-risk work reports and approvals reports can help you spot blockers before they happen. From the report, you can also follow up with task assignees and stakeholders directly by commenting on the task.

To learn how to create other types of advanced search reports, start here.

4. Monitor progress and manage staffing across all campaigns with Portfolios and Workload

To get status updates and see content team bandwidth, team leads usually piece together information in meetings, emails, or spreadsheeets, which can be time consuming and inaccurate. Instead, create a project portfolio with your content calendar and other relevant content projects to see project status, deadline, priority, and owner all in one place.

Then use the Workload tab to visualize your team’s capacity across these projects based on tasks they’re already assigned in Asana. Workload helps you make informed staffing decisions to keep workloads balanced and content projects on track.

SCREENSHOT of work being rebalanced between assignees in Workload view

Workload defaults to task count, but we know not all tasks are created equally. You can set up effort custom fields across portfolio projects to get a better sense of the total hours or effort level going into each task.

Resources for planning and managing campaigns

More of a visual learner? Want to see how our customers run marketing campaigns? Check out these resources:

Resources Link
Marketing campaign template Use template
On-demand course Register for Asana Academy
Case study webinar See how InVision and the Leukaemia Foundation plans and manage marketing campaigns with Asana
Campaign tips blog Read blog
Connect with Community Attend an upcoming training or start a thread on our community forum

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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 Tab+N 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 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.

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 receiving updates about them.

In the end, you have control over 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.