Power user checklist
If you’ve completed the onboarding checklist and you’re ready to learn more, you’ve come to the right place!
These features were created to connect your work and teammates and help you save time. (They also lead to the most “a-ha” moments with existing teams using Asana). Once you’ve mastered them, you’ll be even more productive at work—and a true Asana expert.
1. Connect information with @mentions
Use @mentions to link to teammates, projects, tasks, and conversations from any description or comment field in Asana. Just use an @ and start typing the information you want to connect.
Use @mentions for:
Linking to background information: Link to another task, project, or conversation so that previous work history and relevant conversations are immediately accessible.
Calling out related tasks: If one task is closely related to another, include the link to the other task in the comments or task description.
Address a comment to a specific person: @mention your teammate in a task or conversation to direct your comment to them. They’ll get a notification and be added as a follower to the task or conversation.
2. Add tasks to multiple projects
This task is in two projects, including “Website Launch” & “Weekly Team Meeting”
A key step to making Asana fit your workflow is adding a single task to multiple projects. To do so, type Tab + P and use the + button that appears to add the task to as many projects as needed.
This enables you to view the same information in many different contexts, without duplicating work. If a task is updated, the changes are reflected in both projects (since it’s the same task that is just listed in two projects).
Here are a few scenarios when adding tasks to multiple projects is particularly useful:
You want to discuss a task in a meeting: Add the task to your meeting project and keep it in the original project.
Your task relates to a high-level goal or milestone: Track goals in a project with your larger team or company, and track the action steps in a separate project with only your immediate team. Put the goal task in both the “Goals” project and “Action steps” project.
The task is relevant to more than one project: Add tasks that require a handoff or work from two teams to both teams’ projects, so everyone can track progress, without duplicating information or conversations about the task.
3. Use advanced search to run reports
Create Search Views to slice and dice, sort, and filter information in Asana, in any way you choose. Search Views allow you to create customized list of tasks based on projects, people, due dates, and other criteria. You can favorite Search Views for easy access later.
Some useful Search Views: Here are a few suggestions of reports you can create using Search Views:
What your team has completed recently: Specify the Assignee(s), select Completed, and set the due date to within the last week or month.
What your team needs to get done soon: Specify the Assignee(s), select Incomplete, and set the due date to within the next week.
Tasks you’ve assigned that are not yet complete: Select Tasks I’ve Assigned to Others from the search bar. Then click Refine Search in the upper left-hand corner, and change the completion status to Incomplete.
4. Use multi-select to update many tasks at once
Press shift and the arrow keys to highlight multiple tasks at once. Then drag them, assign them, set due dates, or make any other edits. Your changes will be reflected on all the tasks you select.
5. Use keyboard shortcuts to work even faster
We designed Asana to be quick! One of the keys to speed in Asana is learning keyboard shortcuts.
Here’s the complete list of keyboard shortcuts. You can see these in Asana by typing Cmd/ or Ctrl/ (a keyboard shortcut for keyboard shortcuts, so meta). Some of our favorites are below:
Tab+Q - Quick Add task
Tab+M - Assign to me
Tab+Y - Mark as Today
Shift+down arrow - Multiselect many tasks, this works with shift + any arrow key.
Tab+F - Add follower
Colon (:) to a task name - Turn a task into a Section heading
Tab+↵ - Jump to task list/main pane
H in Inbox - Hide read items
6. Assign copies of a task
Assign copies of a task to multiple teammates, or even to a whole team, with just a couple of clicks from the task assignee field.
When to assign copies of a task:
When you need feedback on a document, assign copies of a review task to all the relevant stakeholders for comments or approval.
When a routine process needs to get done, like open enrollment for benefits, assign tasks to everyone on your team to make sure they get it done by the deadline.
Assign copies for each team member to add agenda items to your team’s weekly meeting project prior to your next meeting.
Assign copies directly from the assignee field in the task details.
7. Create and use templates
Templates make setting up projects in Asana easier (and faster). There are two types of project templates:
- Custom templates are great for workflows and projects that are repeated often. Custom templates save you setup time, and ensure that no steps get missed.
- Asana-created templates are a good starting point for common workflows based on recommended practices from Asana. You can further customize them to meet your team’s specific needs.
8. Set up integrations
Many of the tools you already use at work integrate with Asana. Set up a few integrations to streamline your workflow and track all your work in Asana.
Asana has integrations for a wide variety of workflows: * File storage: Dropbox, Google Drive, and Box * Communication: Slack, Gmail, Outlook * Development: Instabug, GitHub, Phabricator * Reporting: Instagantt, Hourstack, Weekdone
See a full the list of integrations here.
Hooray, you’re now an Asana power user!
By now, you are likely an expert at tracking your work and getting results. Feel free to revisit this checklist or the onboarding checklist [link] any time. Here are a few more resources you might find useful:
Help: Check out the Help section if you have a question about specific features.
Videos: A collection of videos that highlight features, workflows, and examples of ways you can use Asana. These are helpful when you need inspiration or ideas about what to do in Asana, or want to share what Asana does with teammates.
Asana blog: Stay up to date with new product launches, suggestions for working smarter with your team, and more, by visiting and subscribing to our blog.