Invite a few teammates

Now that you’ve created a few tasks and projects, it’s time to start collaborating with your team and really get the most out of Asana. If you’re the first person in your organization to use Asana, now is the time you should invite a few trusted teammates to try it out with you.

Follow along with How to Asana

Watch How to Asana for a quick rundown of how to invite your teammates and get them started in Asana.

Start small

Adding another tool to your team’s lineup usually requires everybody’s investment and feedback. But before you get your whole team on board, we recommend starting off with only a few teammates. That way, you can build a case and propose Asana to your entire team once you’ve started to get results you can demonstrate. And when you’re ready for your whole team, we’ve got you covered.

A good test group could be a few of your most trusted coworkers, or teammates you work with frequently that might be a smaller subset of your whole team. Ask around and get a group of up to five others to try it out with you. You can use our email template to invite your teammates and set expectations.

If you’ve already built a project for them to test, you can make it comment-only so nobody worries about accidental changes. Then when they feel comfortable using Asana, you can give them editing access.

Proposing the value of Asana

Even if your teammates are excited to try Asana with you, they’ll most likely want more information. Here are some benefits you can highlight to get them on board:

  • Know who’s doing what, by when—Asana tells you who’s doing what by when. That means spending less time following up and in meetings, and more time working on what really matters to you.

  • Save time, and make conversations actionable—You can discuss work directly on a task or within a project, which means no more messy email chains. Conversations are always focused on concrete, actionable work in Asana so you can move work forward, instead of just talking around it.

  • See your work in context—You can connect your work in Asana so you know where it fits in with projects and your team’s goals overall. Get updates on the projects and tasks you’re following, and see your team’s progress with Dashboards and status updates.

Inviting teammates to Asana

Once you’ve got a group to try Asana with you, there are several ways to invite these teammates to Asana:

There are several ways to invite teammates to Asana

Inviting Members

  1. Click the + button under your team’s name in the sidebar.
  2. Click the orange + button in the top bar and select Invite.
  3. Click the + button in your team page’s header. You can access this by clicking Team Conversations from the sidebar.

You can also create a task and type in your teammate’s email as the assignee to trigger an invite, or invite them to a team.

After choosing any of these options and inputting your teammates’ emails, an Asana invite will be emailed to them on your behalf. Make sure you’re using work email addresses, so everyone ends up in your OrganizationOrganization Organizations connect everyone in a company using Asana based on a shared email domain. Read more together. Let your teammates know they should be expecting the email—use our email template to make it even easier.

Once your teammates are in

Once your teammates sign up for Asana, you’re ready to start tracking your work together. Here are a few tips for a smooth kickoff:

  • Have them read through the quick start or Asana lessons so they can understand the basics and get up to speed. The Guide (what you’re reading right now) is a major resource that will help them continue to learn.
  • Establish a few conventions so you’re all on the same page.
  • Invite them to your existing projects and brainstorm even more potential projects your team could set up in Asana. Building a project together gets everybody invested.
  • Add them as followers on relevant tasks, and encourage them to assign you tasks and commentcomment Comment on a task or conversation to offer help, answer questions, and help move work forward. Read more , like, add attachments to, or even complete a task, instead of sending emails or chat messages.
  • Schedule a meeting (or create a project) a few weeks into use to clarify questions, reflect on how things are going, and make note of the benefits you can convey to your team.

Spending the time with your “test team” to get started in Asana quickly pays off as you manage your work, communicate more effectively, and do great things together.

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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 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.