Workload

Workload is available for all Business and Enterprise customers.

Workload gives you a visual snapshot of team capacity, and a closer look into what your team is working on across projects — all in one place. Pinpoint conflicts so you can address risks and keep projects on track by easily reassigning or rescheduling tasks in the same view. Make sure team members aren’t overwhelmed or underworked and projects are properly staffed.

Access Workload from Portfolios

You can access Workload through Portfolios - Click Portfolios in the sidebar, select a Portfolio and then navigate to the Workload tab.

Workload 1

User lists are populated by anyone who has work assigned to them in the projects in the portfolio.

Create a team portfolio to see your team’s work across projects. Create a portfolio across teams to see important projects you own that are shared by multiple teams.

How to create a Portfolio

In order to use Workload you must have a current Portfolio or create a new Portfolio.

Dashboard 1

To create a Portfolio:

  1. Click on Portfolios on the top left of the sidebar
  2. Click on the New Portfolio tile
  3. Name the Portfolio
  4. Click Create Portfolio

Capacity Overview

Capacity trendline

Capacity is based on task count & task duration. When you click into a Workload View from your Portfolio, see a capacity trendline across people in high level view.

trendline

  • Any task in your project that has a due date or date range added will automatically show up on your Workload View.
  • Tasks must be assigned to be accounted for in the capacity trendline, otherwise they will appear at the bottom of your Workload View in the “Unassigned Tasks” section.
  • You can assign tasks by dragging and dropping them to an assignee, or opening the task menu and assigning the tasks.

Use tasks for work you want accounted for in Workload View, as subtasks are not visible in the view.

Start dates

Use Start Dates on tasks to account for tasks that take more than one day to complete.

start

Custom Fields

Set custom fields based on priority to get a sense of task weight. You can select custom field colors in the toggle.

custom

Create Custom Fields and colors in your project view. Then, when you set a custom field value on tasks, that color can be viewed in your Workload View.

Our product team is currently hard at work building custom effort features into Workload. Available in Beta in a couple of months, this will let you choose the best method for measuring capacity on your team, whether it’s based on hours or points. If you’re interested in early access, sign your team up here and we’ll be in touch soon with next steps. Note that your team must be on Business or Enterprise plans, or on a Business Trial.

Hover states

Hover on an individual’s chart to see a count of their tasks on a given day.

hover

Hover on a specific day column header to view multiple team member’s total tasks on a given day. Hover on a person’s name to see their total task counts over time.

Drill down view

Click on the caret to show projects and tasks per person in drill down view.

drill

  • You can open the project status modal by clicking the project name.

Workload will only show the first 5,000 tasks in a portfolio.

Drag and drop tasks

Drag and drop tasks to reschedule the time, or reassign to another person.

Workload

  • You cannot move a task to a different project.
  • When you reassign tasks, the schedule is locked to reduce errors. After reassigning, you can then drag the task to reschedule.
  • You can create tasks in Workload View by clicking directly on your Workload under the assignee, date, and project that you’d like to schedule the task and type in the name of your task. You can then click into the task’s details to add additional information.

Multi-select bulk rescheduling: Press the Command/Control key, and click on all the tasks you want to reschedule and/or reassign while pressing the Command/Control key.

Filter

Filter your Workload view by role and person.

filter

  • You can search for and select people you want to see in your Workload View.
  • You can also search by “Role.”

Encourage your team to add their roles to their profiles in Asana.

You can also save a Filtered view as the Default view for everyone.

filter search

  1. Select people for your filter
  2. Click Apply filter
  3. Click the drop-down arrow

filter search

From the drop-down menu select save layout as default.

filter result

Zoom

To zoom in or out, click on the “Zoom” button to select between Days, Weeks, Months, Quarters, Half-Years, or Years.

zoom

  • Click on “Today” to quickly come back to present day.

Use zoom to adjust your view based on your work planning and monitoring time frame.

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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.