GTD and productivity with Springest

 

Speakers

Ruben Timmerman

An enthusiastic internet entrepreneur and the founder of Springest, a comparison website for training programs and courses as well as a user centered learning managing system (LMS) for enterprises. Springest’s mission is to help people find their way in personal and professional development.

Ruben’s background is in marketing and he is a specialist in the fields of user experience, online marketing, learning, and productivity.

Goals for Asana

  • Grow fast while reinforcing holacracy over bureaucracy
  • Develop and responding quickly to the environment without losing structure
  • Have one way to implement GTD across the company
  • Create clarity and peace of mind

Best Practices

  • Make Asana work for you. Take some time to research best practices and explore tricks and hacks that’ll increase productivity and efficiency. The Springest team has created their own meaning around unicode characters to further categorize tasks and Projects.
  • Integrate your company’s unique organization strategies into the onboarding process for new employees. Intentional knowledge-spreading ensures that everyone’s on the same page.
  • Do regular GTD peer reviews.
  • Get everything out of your head and into Asana. Quickly jot down tasks from your phone and clarify or add detail later.

Workflows

Processing to Action

Ruben and the Springest team have created a morning ritual to make the most out of their work days and achieve maximum productivity from start to finish. The first step in the morning ritual is to process My Inbox and New Tasks in Asana. This allows team members to gain a sense of clarity and focus on the priority of the tasks before them, along with any company updates. Next, the tasks are organized using one of the 4 priority sections in My Tasks. The Springest team also shies away from assigning tasks that can’t be done at the present moment. The last step in the morning ritual is to move into action.

Clarifying Roles

Springest uses Holacracy, a system for self-management, to increase accountability and organizational agility. When it comes to high-level planning, Springest uses an Alignment Roles project to keep the company on track and aware of who does what and who’s supposed to do what. The project is filtered by Tasks By Assignee, which makes for a user-friendly reference of company roles.

High-level Planning

In order to set strategy and provide their team with a sense of purpose, Springest uses the Objective and Key Results (OKRs) framework. OKRs are typically organized into Projects where the Objectives are the tasks, the Key Results are the subtasks, and the comments section of a task, are used to grade each OKR.

Learn how to build an Objectives project in Asana here.

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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 your projects forward with Asana.

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 recieving updates about them.

You ultimately have control over all 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.