Planning with Asana calendar
- Skip Ahead to
- See your calendar
- See a project's calendar
- See your team's calendar
- When to use Calendar vs. Timeline
What’s on your calendar for today? This week? This month? If you can’t readily see your schedule and deadlines, things can slip through the cracks, or you can get overloaded. With Asana, you can see tasks and projects on a calendar to help you manage your time, workload, and deadlines.
There are a few different Calendar Views in Asana. You can see your personal task list, any project, and all your team’s projects in calendar format. It’s also visible in our mobile app so you can quickly review or reschedule work when you’re away from your desk.
For planning projects on a deadline, try Timeline instead. It will help you manage dependencies, have a solid schedule before you start, and keep your team on track as work changes.
See your calendar
You might be used to seeing My Tasks as a list, but you can also see all of your tasks on a calendar, too. Whether you’re coming in on Monday morning, or wrapping up at month end, Calendar View helps you stay on top of deadlines and visualize your workload for the day, week, or month. The next time a teammates asks if you have bandwidth, double check your calendar in My Tasks.
To see My Tasks in Calendar View:
- Start in My Tasks.
- Click Calendar in the header.
Tips for My Tasks calendar:
- If you prefer to see all your tasks in Calendar View, set it as your default view.
- Create new tasks by double clicking on the due date you want. Or mark tasks complete by hovering over them on their due date and clicking on the check mark that appears.
- If a particular day looks crowded, you can move due dates by dragging and dropping the tasks to a new date.
- Use start and due dates for tasks to see the span of time you’ll be working on it. Knowing when to start is just as important as when to finish.
- Head to the Display tab of My Profile Settings to change the day of the week your calendar starts on.
See a project on a calendar
View any project on a calendar to keep track of completed tasks, upcoming due dates, and what’s on deck for the week or month. Calendar View is great for editorial calendars to make sure you’ve got a solid content schedule.
To see a project’s Calendar View:
- Start in the project
- Click Calendar in the header.
Tips for project calendar:
- Easily change due dates by dragging and dropping them on the calendar. Assignees will receive a notification about the change.
- Use Calendar View for projects like editorial calendars to easily see where you have content gaps, or event and sprint planning projects to make sure deadlines are reasonably spaced out.
- Use calendar filtering to sort by custom fields in any project to quickly spot top priorities, content types, approval status (or whatever you have custom fields for).
See your team’s calendar
If you’re trying to see your team’s calendar to make staffing decisions, try Workload. Workload helps you make realistic team schedules (and revise current ones) to prevent missed deadlines, inefficiency, and burnout.
Tips for managing team bandwidth with Workload:
- Get the most accurate view of your team’s schedule and bandwidth by adding all the projects they’re working on into one portfolio.
- All tasks are not created equally. Set up task effort across any projects in your Portfolio so you can more accurately gauge hours or effort spent on each task.
- Pull up Workload before kicking off projects to better visualize when current work will finish and new work can start.
- Get an at-a-glance view of your team’s overall bandwidth at any given time. You’ll spend less time in check-in meetings or sifting through email chains, chats, and other communications.
- If a teammate looks overextended, use Workload to reassign or reschedule the work to prevent burnout or project delays.
When to use Calendar vs. Timeline
Timeline and Calendar View give you different insights and should be used for different purposes. They’re both project views, so you can always toggle between them, but here’s what to consider:
|Consider||View Timeline if...||View Calendar if…|
|Deadline||Your project has an end date||Your project is ongoing|
|Workflow||Your project has dependencies and work happens in a certain order||Tasks are more independent of each other|
|Schedule||You want to create a project’s schedule, and see progress towards it||You want to get a glimpse of work happening this week or month|
|Audience||You want to share the plan with executives, other teams, stakeholders on the project||You’re looking at your own schedule in My Tasks, or your team’s overall schedule|
Follow along with How to Asana
See Asana calendar in action and learn more by following along with How to Asana. Subscribe to the Asana YouTube channel for weekly tips and tutorials.
Stay on schedule, and know what’s next for you and your team to tackle with Asana’s Calendar View.