Plan your day

It’s stressful and time consuming when your to-do list is a guessing game, especially when you have to sort through emails and other tools to figure out what’s happening. Working in Asana helps you stay productive and organized to move work forward—all in one place. Follow along to learn how to plan your workday in Asana.

“What am I working on?”

My Tasks is your personal to-do list. It helps you prioritize and visualize your day’s work by automatically showing all tasks assigned to you and when they’re due. Come back to My TasksMy Tasks All tasks assigned to an individual can be found in their My Tasks list. Read more throughout the day to check off tasks you’ve completed, see any new work that’s come in, and get started on your next task.

Your Asana game plan:

  • Check My Tasks when you start your day so you can see what you need to do now, and what’s next. Create new tasks for any other to-dos so nothing falls through the cracks.

Use My Tasks to see what you're working on and stay connected to all your work

  • Use Calendar View to visualize your schedule. If your tasks have start and due dates, you can see the timespan you’ll be working on them to plan accordingly.
  • Make emails actionable with the Asana for Gmail Add-on or Asana for Outlook app to quickly turn emails into tasks, instead of trying to manage your work and to-dos all via email.
  • Forward emails tox@mail.asana.com to turn them into actionable work in My Tasks. Instead of CCing teammates, add them as task followersfollowers Add followers to any task and they will receive notifications about updates to the task. Read more so everyone can keep working in Asana and avoid the long email chains.
  • Attach any relevant files to tasks you’re working on—instead of keeping them in a separate folder—so you and other teammates can easily find them and collaborate on them in context with instructions and feedback.

Want to master using and organizing My Tasks? Check out our Asana Lessons and get up and running in just a few minutes.

“What should I work on next?”

Prioritize tasks with Today, Upcoming, and Later to get a clear picture of your day, week, and month so you can stay on top of deadlines and work on what matters most.

Your Asana game plan:

  • Click the blue dot next to a task, drag and drop tasks into Today, Upcoming, and LaterToday, Upcoming, and Later Today, Upcoming, and Later are sections that divide the My Tasks list. Users can drag tasks into these sections to prioritize them. Read more , or use shortcut keys to keep them prioritized and organized by date and priority.

Prioritize and organize your work in My Tasks

  • Use different views to see your work by due date, complete/incomplete tasks, or on a calendar so you don’t get caught by surprise or forget about an upcoming project. You can even view My Tasks in our mobile app for quick access after hours or on your commute.
  • Mark task dependencies so you know when you can get started without having to keep asking a teammate about the status of their task. You’ll get notified when they complete the task you’re waiting on.

“What’s the status?”

With Asana, you’ll get updates on only the work you’re following in Inbox. But unlike your email inbox, you don’t need to worry about organizing your notifications—everything is already in Asana. Check InboxInbox My Inbox displays activity on tasks, projects, or conversations a user follows. Read more throughout the day to keep a pulse on work, but stay focused on the task at hand.

Your Asana game plan:

  • As you and your teammates comment on, attach files to, and complete tasks you’ll get notifications. You don’t have to message them separately to let them know or ask if something is done.

Check your Asana Inbox throughout the day to follow work and comment on it right from Inbox

  • Use task comments to communicate about updates specific to that piece of work. And as the project moves forward overall, you can communicate to all stakeholders with project status updates.
  • Your work in Asana is connected and visible, so teams don’t have to work in silos or try and get everyone in the room at once. Follow only the work you need to be a part of.

“What’s this meeting about?”

Most calendar invites don’t give you much context about the meeting agenda, which leads to poor preparation, or sitting through meetings you didn’t really need to attend. Use Asana to run your meetings to stay on topic and on time.

Your Asana game plan:

  • Create a project for your meeting and use tasks to list your agenda items. Create additional sections for any notes or follow-up tasks. Then after the meeting, make sure any action items are assigned so it’s clear who’s responsible for them and they aren’t forgotten after the meeting.
  • Help presenters and attendees prepare by attaching any files to tasks in the meeting project to make sure everyone comes with the right materials.
  • If someone needs to present about work that’s already occurring, you can add existing tasks to the meeting project so you don’t need to duplicate information.

Create meeting projects in Asana

Stay organized

There are tons of ways to use Asana to make your work day work for you, but here are a few general tips to help you stay organized and productive with Asana.

  • Keep a browser tab with Asana open, and check it throughout the day for any new tasks and updates on work you’re following.
  • As you finish work, make sure to check off tasks, add comments, attach files, update custom fields, and more in Asana so your teammates know what’s going on.
  • If you own or work in a lot of projects, favoritestar Users can star projects, people, tags, or custom search views to easily access them in the sidebar. Read more them by clicking the star next to their name. Then they’ll always be easily accessible in your sidebar and from the Asana mobile app.
  • Take the last 10 minutes of your day to head back to My Tasks and check off anything you completed, and make sure your workload for the next day is realistic. You can use the Calendar View.
  • Use our Android or iOS apps when you’re away from your desk, in between meetings to jot down ideas, or on your way home from work to gauge priorities for the next day.

Follow along with How to Asana

Check out our How to Asana video and follow along. Subscribe to Asana’s channel to get new tips every week.

Get in the zone and stay there by planning your day in Asana.

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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.