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

To quickly add a new task, click the orange + button in the top bar. You can also add tasks from the List View of any project, or from your My Tasks list.

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:

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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.

Organize your work with My Tasks

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.

Prioritize your tasks by dragging them between Today, Upcoming, and Later

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.

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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 : 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 your projects forward with Asana.

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 recieving updates about them.

You ultimately have control over all 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.