Project status updates and reporting

Getting pinged about project updates gets stressful and time-consuming fast. With Asana’s Dashboard and Progress views, you have a data-driven approach to understanding insights, and a one-stop-shop to compile, share, and automate these updates.

How do Dashboard and Progress Views work?

Dashboard and Progress are project views in Asana (so you can toggle between them at any time.)

Interested in reporting on multiple projects at once? Check out our Portfolios best practices article instead.

SCREENSHOT of Dashboard view in Asana, showing five different visualizations across bar graphs, pie charts, burnup charts, and budget sums to see incomplete or complete tasks by section, assignee, and more.

Dashboard gives you a set of customizable charts populated by your project data, showing task progress by completion, assignee, due date, and more. The charts help you answer important questions so you can not only make more strategic decisions quickly, but also use data to back up and communicate these decisions.

Use Progress to draft, share, and see a collection of status updates on a project—no cobbling necessary.

GIF of dragging a highlight into Asana project status update post template to show a graph of completed tasks by assignee

Drag and drop highlights into your updates to share charts or milestones. Progress view even saves your update template so you follow the same format every time.

Reporting in Asana examples

Nothing in Asana works in isolation. Here are a few examples of reporting questions and how to answer them and take action across your work.

GIF showing Dashboard view as user customizes project data charts to see incomplete tasks by priority, then incomplete tasks by projection; then seeing overdue tasks by assignee

Starting question What to check in Dashboard How to action insight
Are we on track to complete priorities? Tasks by completion status or priority custom field Check in with task assignees by commenting on the task and flag anything at risk in your progress update.
Where are we behind? Incomplete tasks by section Use Timeline to shift multiple deadlines and understand the impact of doing so, then share new schedule in a progress update.
Is anyone overloaded? Incomplete tasks by assignee Use Timeline or List View to shift work around for just that project. (Use Workload in a Portfolio to make changes to their bandwidth across multiple projects.)
How are we tracking on estimates vs. actuals? Make sure you have numeric custom fields in the project, then check your Dashboard sums Looking over budget? Use your project data to make a case for more resources.

How to write a great status update

Post status updates in Asana from the Progress tab at the top of any project

  1. Set the project deadline (if there is one) so it shows up in your progress chart and makes your big deadline clear to everyone.
  2. Set project milestones to mark major project goals or critical pieces of work that need to be completed in order to progress and/or finish the project.
  3. Update the project status regularly. Select a color (green, yellow, red) to indicate if a project is “on track,” “at risk,” or “off track,”.
  4. Use the status builder and highlights to quickly drag and drop details into your update based on the data already in Asana.
    • Use @mentioning to quickly give kudos to teammates and reference work in Asana. For example, you could @mention specific tasks in your status update to quickly see what’s been done and what’s up next.
    • Project members will get an Inbox notification when someone posts a new status update, and your Portfolio will be updated in real time so everyone stays in the loop.

Now you can tell a compelling, visual story using the information you already have in Asana to give your stakeholders the clear updates they need.

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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 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.

Congratulations! Now you’re ready to have a great work day with Asana.