Project progress and status updates

Overview

This feature is currently being rolled out

The project progress section gives you an in depth snapshot into the status of any Project you’re working on. Status reports make it easy to create rich, repeatable, actionable status updates and share your work with key stakeholders.

progress overview

Project progress snapshot

When you click into the Progress tab in your Project, you’ll be presented with a snapshot of your Project’s current progress status.

progress status

From the Progress View, you can:

  1. Check if the project is On Track, At Risk or Off Track
  2. View the number of Completed, Incomplete, or Overdue Tasks
  3. Set a status reminder
  4. Update the project status
  5. View or change the project ownerproject owner Every project can have one Project Owner. They are able to set status updates for the project. Read more or view or change the project due date or date range
  6. See the most recent statusstatus A way to update project members on the progress of a project. Status includes a color (red, yellow, green) and short summary. Read more update

Milestones, Portfolios and Custom Fields overview

From your Progress tab you can also see Milestones, Portfolios and Custom Fields which are associated with your Project.

milestones overview

From the Progress View, you can:

  1. View or add a new Milestone using the + icon
  2. View Portfolios associated with the Project
  3. View any Custom Fields associated with the Project

Only Portfolios you have access to will be displayed. Portfolios are available to all Business users.

Recent Status Updates and Insights Overview

In the Progress tab you can get a quick look at historical Status Updates with the dots diagram.

The Task Burnup chart also allows you to view completed versus incomplete tasks over time. This provides you with a visual representation of the health of a Project.

insights overview

From the Progress tab, you can:

  1. View recent Status Updates through the dots diagram
  2. View a Burnup chart displaying completed vs incomplete tasks over time

How to create a Status Update

Any Project Member can set a status to inform other project membersproject members Someone that has access to and receives notifications about a project. Read more on a project’s progress.

The templatized block structure allows you to incorporate the actual work being done in Asana with narrative context to explain the status of work.

Creating your Status Update

status update creation

To create a new Status Update:

  1. Click the Update status icon from your Project’s progress view

The ability to add Custom Fields in your Status Update is a Business feature.

status update screen

From the Status Update window, you can:

  1. Add a title
  2. Fill in your Status Update details, including progress, the Project name, Project owner and Project dates
  3. Choose which Custom Fields should be included in your update
  4. Add a new Section
  5. Include a Summary
  6. Outline your Next steps
  7. Outline the main accomplishments since your last update
  8. Drag Highlights into your Update to help tell your story
  9. Once you’ve entered an update, click the blue Post button.

Please note that you must select a project status of On Track, At Risk or Off Track before you can post a Project Status Update.

Adding Highlights to your Status Update

You can drag and drop Highlights such as completed Milestones or overdue Tasks into your Status Update to help tell your story. Adding these Highlights gives a visual insight into recent achievements or potential blockers for your Team.

Once you’ve added your Highlights and published your Status Update, Asana will remember the Block structure and ordering for future updates.

highlight ordering

You can also reorder your Summary, What we’ve accomplished and Next steps section by drag and dropping them into place.

Update Status Reminders

Each Project’s Owner will receive a weekly task each Thursday to update the status of their Project due Friday. If you are the Project Owner and do not want to receive these reminders, you can turn them off.

turn off status update reminders

To turn off these Status Update reminders:

  1. Navigate to the Progress View
  2. Click the Remind me to update the status every Friday switch

Status updates will appear in the Project’s Progress View and Conversations View.

Print or delete a Status Update

delete status

To print or delete a Status Update:

  1. Click the three dot icon beside the Status Update
  2. Click Print Status Update or Delete Status Update

You can only delete your own Project status, not a status posted by others.

A note on snapshotting

Status Updates are intended to be a snapshot of a Project’s status at a moment in time. As such the data is frozen at the time of publishing. This includes things like Project name, Custom Fields, Task names, Due Dates and Assignees.

This means that if a Task name or Due Date changes after publishing, the appearance of the Task in the update will stay the same so you can look back and get a complete account of a Project’s Status at a moment in time.

Privacy

Anyone who is added as a Collaborator on a Status Update will be able to see the whole contents of the report, even if they don’t have access to the underlying Project.

This means they’ll be able to see whatever Task details or text is included in the report. However, if they click on a Task, Milestone etc, that is part of a Project they don’t have access to, they will see a request access page and not be able to access the underlying data.

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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

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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 Recently Assigned.

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 Tab+N in any task row to create a new 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.

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