Add your first few tasks
Where do tasks fit in?
TasksTasks Tasks are the basic unit of work in Asana. Tasks can represent any kind of work, break down work into smaller pieces, or store information. Read more are how you break down your work and track it in Asana.
Tasks can live on their own or within a projectproject Projects are lists of tasks. Read more . Projects are ways to group tasks together, and projects are organized within teams in Asana. For example, you might have a task to write a blog post, and another teammate is responsible for reviewing it. These tasks can be tracked in an editorial calendar project that is stored in the Marketing and Communications team in Asana.
How to add tasks
Start by adding some tasks for yourself. You can list things you want to get done today, tomorrow, this week, or later this month. Try to write tasks that have a clear owner and result. For example, “Read through all Getting Started articles in Asana,” “Schedule a meeting with Katrina” or “Draft presentation outline.” Then try adding a task for a teammate. You could ask them to share information, provide feedback on your work, or answer a question.
Assigning your first tasks to others
If you’re the first person from your organization to use Asana, you can type a teammate’s email address in the assign tasks field to invite them to join Asana. When they sign up, they will have the task already assigned to them, so they can get up and running quickly.
Choose teammates who you think will be interested and excited to try Asana with you, and start with a small group.
If your team is already using Asana, you can click on the assignee field of a task and start typing your teammate’s name or email. You can also use the keyboard shortcut Tab + A when you have a task open, and select an assignee. They will receive a notification that you’ve assigned them a task.
Building a great task
When you click into a task, you will pull up the right pane with all the task details. Task details primarily include the assigneeassignee The person responsible for the task or subtask. Asana allows one assignee per task or subtask. Read more , due datedue date The date that a task or subtask is due. Read more , task descriptiontask description Task description is a text field that allows users to add details and context to their tasks. Read more , commentscomments Comment on a task or conversation to offer help, answer questions, and help move work forward. Read more , and followersfollowers Add followers to any task and they will receive notifications about updates to the task. Read more .
Building out a task is easy:
- Ensure you have a clear task name that represents a specific piece of work. For example, you might want to say “Incorporate feedback from design review” versus “Make design” so the work is clear and manageable instead of being vague and undefined.
- Next you can assign the task to yourself or a teammate. Tasks have only one assignee so it’s clear who’s doing what by when. You can break up a task into subtasks if multiple people need to contribute to its completion.
- Add a due date to indicate when the task needs to be completed. You can also add a due time. This gives the assignee clarity about the deadline and helps them prioritize the task with the rest of their work.
- Use the task description area to give more details, instructions, or context to the task. Then anyone following the task will have the information they need to understand the task and get it done.
- Finally, you can add followers to the task. Followers can be any teammates that should be aware of what’s happening with the task. They will receive notifications about activity on the task. You can add or remove followers at any time.
When you’ve completed a task, click the checkmark next to the task name.
Organize and complete work with My Tasks
Getting more done and staying organized starts with you, and My Tasks is mission control. My Tasks is a view of all the tasks that are assigned to you. We recommend you start each day reviewing your task list.
Review new tasks daily
- New tasks will appear at the top under New Tasks. Anyone can assign you a task, and you can create them for yourself.
- To prevent new tasks from piling up, try to only keep up to ten tasks in your New Tasks section at any time.
Prioritize your tasks
- Mark the tasks that must get done today as Today using the keyboard shortcut
Tab-Y. You can mark the remaining tasks as Upcoming (
Tab-U) or Later (
Tab-L). You can also drag tasks to these sections.
- Ideally you should only have 3-5 tasks marked as Today. Make sure to reprioritize at the start of each day so what you’re working on is clear. Take a look at your Upcoming tasks, too, so that they’re on your radar and you’ll be ready to start working on them soon.
Make sure that tasks you’ve moved to Later have due dates (even if they’re rough estimates). This way, they’ll still get moved to Today the day before they’re due.
Organize My Tasks
You can also divide your Upcoming and Later list into sections (e.g. by priority, due date, or category of task.)
By default, your Later section is collapsed so future tasks don’t distract you from today’s work, but are still quickly accessible.
You can also review tasks and upcoming due dates by sorting My Tasks by project or due date to get a sense of your upcoming work. Click View at the top of your task list, then FIlter and Customize View. Click Sort, and select your custom field.
Learn more: Using My Tasks
Creating an easy-to-navigate organization system in Asana early on will help you plan your day, and set you and your team up for long-term success.
Once you’ve added tasks to Asana, you’re ready to create your first team project.