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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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 your projects forward with Asana.

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 recieving updates about them.

You ultimately have control over all 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.