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. Discuss a specific task with comments

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. Discuss a project with teammates by starting a project conversation

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. Share information with your entire team with a team conversation

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 tasks to teammates

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.

The Asana for Gmail Add-on and Asana for Outlook integrations help you quickly turn email conversations into action and update tasks right from your email inbox. That way, to-dos and updates don’t get lost in your email, and you can move work into Asana seamlessly.

gmail add-on create task details

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 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

Asana for Slack integration helps you move work forward faster no matter where your team is working

Watch How to Asana to quickly see how you can take the actions mentioned above.

7. Use search to find information and create reports

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. See status updates anytime

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.

You can monitor multiple projects in one place by creating a portfolio. Portfolios are ideal for project managers, team leads, or executives so they have a mission control center to better manage strategic initiatives in real time.

For example, you could create a portfolio to monitor all of your product launches, active marketing campaigns, or the projects directly impacting your company goals or OKRs.

9. Get notifications about work you’re following in 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.

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Asana Lessons

Learn the Asana basics in less than 15 minutes with these quick lessons


Tasks Lessons

Track all of your work

3 Minutes

My Tasks

My Tasks Lessons

Always know what to do next

3 Minutes


Projects Lessons

Work with teammates

3 Minutes


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 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.