Create an Asana adoption plan
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- 1. Answer 'Why Asana?'
- 2. Design your adoption plan
- 3. Pick your first process
- 4. Build healthy habits
- 5. Maintain and expand use
Using Asana should be easy, but getting your team up and running takes careful planning, patience, and persistence.
To help your team adopt Asana, we’ve analyzed what the most successful teams in Asana have in common and paired that with the expertise of our Customer Success Managers to give you the best game plan for managing the change to Asana.
The best way to get started with Asana is with a free trial of Premium or Business.
1. Answer “Why Asana?”
Adapting to any change is tough, and changing the way your team works is no cake walk. Before you invite everyone to Asana, make sure you have a compelling answer to “why Asana?” for your team as a whole, and for teammates individually to stay motivated and on track.
Envision success in Asana
First, imagine your ideal world where your team is using Asana, and what you’ll achieve. Ask:
- What goals will Asana help you achieve?
- What are your priorities?
- What projects will you work on in Asana?
- What processes will you run in Asana?
Identify pain points
Next, identify pain points that will resonate with your team that Asana will help you solve. For example:
|Information is scattered||Requests and information are separate across email, file sharing, other apps|
|Collaboration is challenging||Teams and people work in silos|
|Processes are inconsistent||Every time you kick off a project, you start from scratch|
|Responsibilities are unclear||Teammates miss deadlines, repeat work, or don’t know who is doing what|
|Project management is difficult||You can’t see your timeline or manage the steps within it|
Write your goal statement
After identifying your goals and constraints to address with Asana, come up with your goal statement. For example:
2. Design your adoption plan
Now that you know your purpose for using Asana, it’s time to get an initial adoption plan in place. The plan should set expectations and give you a timeline so you can gauge if adoption is on track. You can create this as an Asana project with tasks for each step.
What to include in an adoption plan
Every adoption plan looks a little different but should entail:
- Picking the first process you want to try in Asana and building it into a project. Read the next section for tips.
- Looping in influential stakeholders (team leads, executives) that can promote and reinforce Asana use.
- Inviting teammates to Asana. You can use our email template.
- Having an Asana kickoff meeting.
- Establishing key milestones along the way. For example, “everyone has assigned and completed a task by week 3.”
Most teams take about two months to learn and successfully adopt Asana. Jumpstart your adoption with more training in Asana Academy.
3. Pick your first process
With your plan ready to go, invite a few people to try Asana out with you before inviting your entire team. The specific process you try depends on your team, but aim to pick a process that:
- Is simple and specific
- Is highly collaborative across your team
- Has clear goals, plans, and deliverables
- Currently isn’t working or is cobbled together
- Is valuable for your team to have a record of
When the project is created, teammates should play around with it to get familiar with features and figuring out the best workflow for the project. Most changes in Asana are easy to undo, so don’t be afraid to try things even if you’re not sure how they might work.
Once your test team is ready, invite your whole team and host an Asana kickoff meeting to cover the information from step one and introduce them to Asana and your test project.
4. Build healthy habits
As your team gets up and running, you can start to make more decisions about how you’ll use Asana (e.g., how will we build projects?, what happens when a task becomes overdue?) That way, people feel comfortable they’re “doing it right” and everybody agrees on the “right way.”
Setting and enforcing Asana conventions
Some teams hit roadblocks, not because their team can’t learn to use Asana features, but because they’re not sure when and why to use them. A teammate might know how to create a project, but they aren’t sure when they should create a project and how to manage it.
Read our recommendations and best practices to implement them for your team, or use them as a starting point.
Once your conventions are set, try these tips to help keep your team on the right track:
- Set up an Asana project where people can ask questions or provide feedback; then, go through them at a regular cadence.
- Have someone be the friendly enforcer to steer teammates in the right direction.
- Create incentives for learning and using Asana.
- Set up a “safe space” where people can play with features without fear that they’ll “break” something.
5. Maintain and expand use
You and your team are well on your way to adopting Asana. Reflect back on what you wrote in step one and see how you’re tracking. Did you accomplish your goal? Are new processes running smoothly? How effective is Asana relative to your expectations?
If you’ve been successful and completed your timeline, communicate your wins and progress to your executive sponsors and stakeholders. You can also start adding more processes, projects, and workflows to Asana if you haven’t already.
But the learning doesn’t stop here. See how other teams use Asana and learn more best practices with our wide array of resources:
- The Asana Academy for in-depth on-demand courses.
- The Asana Community and Forum to connect with customers and Asana fans.
- How to Asana for quick video tutorials.
- Team onboarding Asana template is the Asana project version of this article.
Getting your team on board with Asana isn’t always quick and easy, but once you do, collaboration and productivity will become much easier than ever before.