Introduce Asana to more teams

Asana is great for teams, but it’s even better when everyone in an organization can track their work together. With your team on board, you can see clear examples of where it would be helpful to have other teams in Asana, too. Below are tips for introducing Asana so you can experience the benefits together.

Why other teams?

In introducing Asana to other teams at your company, you might wonder, “what’s in it for my team?” But taking the time to introduce Asana to other teams ultimately benefits your team, too:

  • Connect work—It’s easy to see how your work fits in with what other teams are doing, and you can connect projects and see work history as projects progress.
  • Save time—There’s less work about work, fewer status update meetings, and more clarity on who’s doing what by when, so you can get to work instead of tracking down details. Your team can be more efficient and have the clarity they need to keep work moving forward.
  • Improve collaboration—You can discover more opportunities for collaboration, better leverage the work of other teams, and refer back to prior projects, and be aware of what other teams are working on.

Using Asana across teams

Asana works best when all teams are using Asana to track their work. In addition to the benefits of Asana for individual teams, there are clear advantages when everybody is on board:

  • See how your company is doing in achieving its overall goals. By making organization-wide information public in Asana, everyone can have access to important information, conversations, and projects that show progress towards overarching objectives. This helps everyone feel connected to a common purpose.

  • Build out full workflows. Most likely your team engages in work that involves other teams. When everybody can see the same information, there’s more clarity about who’s doing what, and expectations can be set and spelled out in Asana.

  • One source of truth. Any employee that joins at any time can have access to public projects, teams, and conversations to quickly get context even if they weren’t originally tracking that work. You can use @mentioning to supply this information at any time.

  • Ditch the company-wide email chains. Create a staff team and add everyone in your company. You can start a staff team conversation with important updates for everyone, or to send out information for your company party.

Introduce Asana to other teams

Now that you and your team have started to see the benefits of using Asana, you are even more equipped to make a case for other teams to get on board. Below are a few tips for introducing Asana to other teams:

  • Similar to when you first invited a few teammates, invite some trusted colleagues or team leads from another team. They can work with you to understand Asana in general, then cater it for their team as well.

  • Don’t just invite the team to your Organization—we always recommend adding people as task followers, sharing projects, and mentioning them in task comments, so they can participate right away and see how existing projects and tasks work in Asana.

  • Encourage them to try a pre-made template so they can get a workflow into Asana from the start with our recommended tips. You can even have them try out the Asana onboarding template project to get them up to speed.

  • Send them examples of workflows that they can use specifically for their team, and show them list and board projects so they can start using Asana and get involved with your team, too.

  • Bring Asana to your next meeting with another team, and use it as a meeting agenda.

  • Send any new invitees to the quick start or Asana lessons so they can learn Asana and get up to speed in 15 minutes.

  • Have them follow along with our How to Asana YouTube series. It’s intended for newer users, and those considering Asana. There’s even a video for inviting your teammates:

Create more teams

If other teams are interested and you’re ready to invite them, create a team for them or have them create one themselves. Remember that teams are generally used for departments, work groups, or any group of people that will be working on several projects together.

To create a team, scroll to the bottom of the sidebar and click Create New Team, or click the + button next to any existing team.

Once the team is created, they can start inviting other teammates, create projects unique to their team, as well as join other teams and projects.

As more and more teams join and track work in Asana, you can connect more work, collaborate more seamlessly, and have the clarity you need to move projects forward, no matter who you’re working with. Your entire organization can run on Asana.

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Asana Lessons

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


Tasks Lessons

Track all of your work

3 Minutes

My Tasks

My Tasks Lessons

Always know what to do next

3 Minutes


Projects Lessons

Work with teammates

3 Minutes


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 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 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.