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.
Follow along with the article to build your own work request project, and take a look at other resources directly below.
|Resources for creating a work request project||Link|
|A short video||Watch How to Asana|
|Asana-created template||Use template|
|An online course||Register for Asana Academy|
How to create a work request 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 Wufoo or 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 duplicate 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 duplicate 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). 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 help you keep priorities straight, or group tasks by which stage they’re in.
- The Project Owner should add start and 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.
Tips for managing your work request project
Now that you’ve created your work request project, here’s how to manage it over time and power up with integrations, Premium features, and more.
Use Calendar View
Use Calendar View to visualize your product roadmap. You can also drag and drop tasks in the calendar to change their due date in case product launch dates change. Use calendar filtering to sort by your editorial calendar’s custom fields to quickly spot top priorities, content types in the works, approval statuses, and more. Just click the filter icon at the top right of the project’s calendar.
For more detailed setup instructions, check out each integration on our apps page.
Create Webforms to capture requests across the company
You can create a custom webform with Wufoo or Google Forms to capture all the information you need for a new work request. Once filled out, the form’s fields will automatically sync to a task in your request project in Asana—you can even map fields on the webform to your custom fields in the project. That way, requesters know what details are needed to get the request in motion, and no time is wasted going back and forth to clarify the request.
Use the Slack integration to keep track of new requests
Work requests can come from any direction, and they’re easy to lose track of. But fear not—with the Asana for Slack integration, you can make conversations actionable by turning messages into Asana tasks. You can also get Slack notifications any time a new task gets added to the work request project to action or prioritize them. That way, nothing slips through the cracks, and you can move quickly on requests without switching tools.
Forward requests received via email to Asana
If you receive 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), use the Asana for Gmail Add-on or Asana for Outlook app to easily turn emails into tasks and comments.
If you use a different email client, you can forward emails to Asana at
email@example.com turn them into tasks. You can also forward emails to specific projects.
Connect your requests project to other tools with Zapier
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. Asana can help you automate many of your processes and workflows with projects and integrations. Learn more about setting up the Zapier integration.
Follow along with How to Asana
Watch How to Asana while setting up your work requests project.