Move communications to Asana

At this stage, your team might have questions about how to transition the work previously done over email or chat into Asana. When all of your conversations are tied to teams, projects, or tasks in Asana, your team will have clarity about what’s actually happening around work instead of having to cobble together or track down information across various tools.

Below are ways to help your team transition their collaboration efforts into Asana.

1. Start a conversation on a task

Comment on a task whenever you need to discuss ideas, ask/answer questions, or provide updates. To add a specific teammate to a comment @mention them or type Tab + F and then their name to add them as a follower.

Drop in or drop out of conversations by following or un-following tasks. When you’re added to a task, you’ll see the task’s previous activity, and no one on the task will be interrupted.

2. Start a conversation with project members

Use project conversations when you want to have a discussion about multiple tasks, share a high-level idea, kick off a project, talk about progress, or brainstorm.

3. Start a conversation with your team

When you need to talk about something work-related, but don’t yet have a project or task that’s relevant, or if you want to share information with a large group, team conversations are the way to go.

Share information with everybody using a team conversation

You can use team conversations for weekly updates about multiple projects, introducing new employees, general team announcements, or team brainstorms.

4. Create and assign a task to a teammate

Instead of sending an email or chat to a teammate to make a request or ask for information, create a task for them. The task will show up in their My Tasks list, and you’ll automatically be added as a follower. That way, you know it’s not buried in their email and they can prioritize giving an answer with the rest of their work.

5. Forward emails to make them Asana tasks

The easiest way to get tasks into Asana, and to stop working out of your email inbox is to forward emails that have tasks or requests in them to Asana. Use the email address “x@mail.asana.com.”

You can also follow these conventions to assign tasks to yourself straight from your email, send emails to specific projects, and add followers to tasks. Here is how your email will be formatted in Asana:

  • Email subject = task name
  • Email body = task description
  • Email attachments become task attachments
  • Sender = assignee

Since you’re the sender, you’ll become the assignee, but if you need to change the assignee, you can always re-assign it in Asana.

6. Use search to find information

All public tasks, projects, and conversations are searchable by everyone on your team so you can find what you need, even if you just joined the team or weren’t originally following the task or project. Type what you’re looking for into the search bar, or use advanced search if you need to find specific criteria. No more messy inboxes or holding on to old email chains.

7. Status updates anytime, without asking

With Asana, you can see status updates on any project in Progress View so you don’t have to spend time asking your teammates what’s happening on a project. Make it a habit to have Project Owners update the status of their projects every week to keep them current.

Whenever a project status update is posted, your team can reply directly to the status with questions and feedback—or they can create a task directly from the conversation.

8. Use My Inbox

Similar to other kinds of notification feeds, My Inbox in Asana provides automatic updates about the tasks you’re following. Using My Inbox allows you to see, respond, and take action on notifications more easily than in email or chat, for example. You can see updates like new tasks, comments, task completions, changed due dates, and more. This way, you always know what’s happening around the work that matters to you—and can keep working on it in Asana.

Learn more: Conversations in Asana

Having a clear plan to shift communication and collaboration into Asana from other tools sets up the right expectations. You and your team can have the full benefits and clarity of Asana from the start.

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