Work on tasks together

Once you have a few teammates on board to try Asana with you, you can start working on tasks together. Communicating with your team on a task is as straightforward as creating it. Here are some ways for you to start collaborating on tasks and move workflows into Asana smoothly.

Check out our Asana Lesson for a quick breakdown of task basics.

When assigning tasks to others…

Assign a task

If you need to make a request or ask for information, create a task for your teammate instead of sending an email or chat message. The task will show up in their My TasksMy Tasks All tasks assigned to an individual can be found in their My Tasks list. Read more list and they will receive a notification that it has been assigned to them. You automatically become a follower on tasks you’ve created, so you’ll know when the task is completed.

You can assign a task to anyone! Tasks are meant to be created and assigned by all team members.

Set a task due date

To communicate a task’s deadline, just add a due date at the top of the task. You can also set a start date so the assignee can better budget their time to work on it.

Add a task description

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.

Make your task descriptions easier to read by using rich text for different text formatting styles or bulleted and numbered lists.

Add an attachment to a task

To share documents, images, or spreadsheets with your teammates, add attachments to the task. All task followers will be able to keep track of the latest version of these files and know where the work stands.

Asana integrates with Google Drive, Dropbox, OneDrive and Box to make it easy to attach files from the tools you already use.

Add a follower

A task followerfollower Add followers to any task and they will receive notifications about updates to the task. Read more receives notifications when the task is updated. Some task followers are actively involved on a task, while others might just need to follow along for information. When you create a task, consider who might need to know the information, and simply add them as followers. You can add followers at any time and they will always see the same information on the task as other followers.

Edit followers by clicking the + button at the bottom of a task

You can drop in or out by following or un-following tasks. Just click the + button at the bottom right of a task pane to edit the followers.

Mark dependencies

Now that you’re working with other teammates, some tasks might depend on others finishing their work before you start on your work next. Task dependencies let you know which tasks are ready to start, and which tasks are waiting on others.

Responding to tasks assigned to you

When someone assigns you a task, make sure to acknowledge it so they know the work can start. You can use a simple like or use a pre-populated quick response to accept the work, ask a question, or direct them to a another teammate who is better suited to work on it.

Does your team use Slack? If so, you can easily take actions on tasks right from Slack to keep working without tools.

Asana for Slack integration helps you move work forward faster no matter where your team is working

Comment on a task

Comment on a task whenever you need to discuss the work with your team, provide an update. That way, the discussion stays in context with the task, and you can easily navigate back to it (even after it’s complete).

If one comment contains critical information, or is the key decision or take away from a task, you can pin to toppin to top A pinned comment sits at the top of a task's activity feed and has a yellow background. Read more and it will keep it at the top of the task so everyone can see its importance.

@mention a teammate

If you need to draw someone’s attention to a task or comment, you can use @mentioning. Just type “@” and start typing their name to pull them up. They’ll be notified that they’ve been @mentioned and can quickly navigate to that specific task. @mentioning someone on a task automatically adds them as a follower.

Type @ in a comment or description field and then the name of a teammate to @mention them

You can also @mention project, task, and conversation names to connect your work.

Send a simple, quick message with a like

To show that you acknowledge the task, like or approve of a comment, or appreciate your teammate’s work, you can like it with one click. It’s like saying “thanks,” or “great! I got it.”

As you start communicating and collaborating on tasks, you’ll have more clarity and transparency into what’s being worked on—without all the status updates, email chains, and searching around in folders.

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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.