Status updates and progress

Unclear project status updates can lead to delays, unnecessary meetings, scrutiny from leadership, and ultimately not hitting your goals. Instead, you can rely on Asana to automate updates, and share them with your team—freeing you up to tackle the work and strategy to make your project a success.

Why use Asana for status updates?

  • Because work is planned and managed in Asana, you don’t need to monitor progress separately in a different tool. Asana gives you lots of different views to understand progress depending on how you need to see it.
  • Posting regular updates to Asana means you can use meetings to tackle blockers and address strategy instead of going around the room simply listing what’s already in your project plan.
  • Instead of cobbling something together, you can quickly pull the information you need from Asana to share with leadership and other stakeholders for updates.

How to post project status updates

Instead of digging through files, calling a meeting, or sending an email for updates, you can use Progress View to post or understand key updates about a specific project’s status.

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

Here’s how to get started with Progress View:

  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. No more cobbling!
    • 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.

Monitor multiple projects towards an initiative with Portfolios

Project managers, team leads, coordinators, and executives follow a lot of moving projects, and are usually responsible for reporting updates to others in the organization. Portfolios help you monitor, report, and see the real-time status of projects for a specific initiative (like tracking all the major projects towards your goals/OKRs.) Portfolios pull information from each project’s Progress tab and have custom fields options so you can see the most important information at a glance, all in one view.

Other tips for using Portfolios:

  • To filter your portfolio view, click the filtering button in the top right corner or add your own custom fields to sort by.
  • See your portfolio projects on a Timeline View to better visualize key work in a certain timeframe. For example, product launches for the year could be organized in this view.
  • Share the Portfolio link or add members to your portfolio so others can see progress.

Questions Portfolios can help you answer

Portfolios provide real-time progress across any set of projects

  • Which projects are at risk or on track?
  • Which projects are close to completion?
  • What portion of projects are on track?
  • How is work balanced across teammates and/or projects?
  • What are the top priorities for my team?
  • When are projects kicking off and completing?

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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.