Create an Asana adoption plan

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.

Skip the setup and use our Asana team onboarding and adoption template.

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:

Pain point 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, “move a process to Asana by week 3.”

Most teams take about two months to learn and successfully adopt Asana. Jumpstart your adoption with our template.

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

For example, you could start with a work request project, or a team meeting.

You can build the project together as a team, or have one person create it. Check out the Guide for best practices on project creation.

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.

Get started quickly by using our project templates, or follow our steps on the Guide.

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.

Need ideas of more projects to add to Asana and how to build them? Check out the Guide or use one of our templates.

But the learning doesn’t stop here. See how other teams use Asana and learn more best practices with our wide array of resources:

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.

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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 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.