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.
Follow along with How to Asana
Prefer to watch it? Check out our How to Asana episode about team communication to have smoother interactions without more email or meetings.
1. Start a conversation on a task
Comment on a task to acknowledge it when assigned, and 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.
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. Move seamlessly between Asana and email
Ideally, as your team begins to use Asana, you’ll rely on it less to manage your work—requests, planning, and communications should happen in Asana. For all the places you still need email, however, there are options to move seamlessly between both tools.
Gmail users can work in the Asana for Gmail Add-on to quickly turn email conversations into action and update tasks right from Gmail. That way, to-dos and updates don’t get lost in your email, and you can use Asana right within your email inbox.
If you use a different email client, forward emails to Asana to turn them into tasks. This is helpful to capture to-dos and communications. Use the email address
firstname.lastname@example.org and the task will go to My Tasks.
You can also forward emails to a specific Asana project.
To assign a task to yourself straight from email, follow these conventions. 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
6. Move seamlessly between Asana and Slack
Many teams use both Asana and Slack to coordinate and communicate about work. Instead of picking one tool or the other, teams can use them together with the Asana for Slack integration. That way, you can meet teammates where they work and coordinate seamlessly to move faster.
You can set up the integration in just a few clicks, and you have several ways to use both tools without constant context switching.
- Turn Slack messages into an Asana task to make conversations actionable.
- Take task actions within Slack to move work forward without switching tools.
- Push project updates to specific channels to keep everyone in the loop.
- Get Slack notifications about work assigned to you and tasks you’re following
Watch How to Asana to quickly see how you can take the actions mentioned above.
7. 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.
8. 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.
9. Use Inbox
Similar to other kinds of notification feeds, Inbox in Asana provides automatic updates about the tasks you’re following. Using 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 about Inbox with a quick Asana Lesson.
Email is a critical communication tool, but it’s not well suited for project and task management. Follow along with this How to Asana to get more tips on transitioning your team away from email.
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.