Monitor initiatives and manage resources

Project managers and leaders need easy access to reporting, status updates, and team staffing to ensure work is on track and to make informed planning decisions. They can rely on real-time Portfolios with Dashboard and Workload insights to source all this information in one place.

How to use Portfolios

Portfolios are the best way to organize, monitor, and report on multiple projects in one place. They can help you answer questions like:

  • Which projects are at risk or on track and why?
  • When are projects kicking off or completing?
  • How is work balanced across teammates and/or projects?
  • What are the top priorities for my team?
  • Where do I need to focus my attention most?

Like projects, Portfolios offer several different views (listed below), so you can get different insights about the projects in the portfolio.

Portfolios are the best way to keep track of all projects for a specific initiative or team in one place

  • Projects—Main view for at-a-glance updates across projects that you can sort and organize.
  • Timeline—Drag and drop projects to create then view annual/quarterly/monthly plans and schedules.
  • Progress—Post status updates to summarize all efforts towards your initiative.
  • Workload—Monitor team bandwidth and make adjustments by dragging and dropping—all based on work already assigned to them across your portfolio projects.

Examples of how to use Portfolios

Portfolios are ideal for project managers and team leads, but anyone can use them in a variety of ways. Here are some examples to get you started:

Role Example
Product managers Track product launches or gauge product manager bandwidth or engineer coverage for each launch
Executives/leaders Monitor top projects towards achieving team or company OKRs and export PNGs of progress to use in presentations
Managers and Agile scrum masters Track sprint work in one portfolio and use Workload to balance allocations and set agile work points
Event planners Manage multiple events and see them on a Timeline, while using Dashboard to check in on high-priority milestones
Creative directors or producers Get a pulse across major projects and use Dashboard to report on progress to cross-functional partners, or make a case for more resourcing
Campaign managers Track active campaigns and manage team bandwidth across all campaign pieces with Workload
Customer success managers Keep active client accounts in one place, and gauge their health across status updates
IT manager See all active software deployments or considerations and see implementation schedules in Timeline

Want a template for any of the projects above? Check out our templates gallery to get up and running in a few clicks.

Tips for managing projects and resources with Portfolios & Workload

  • Project status update looking stale? Click the Request Update button, and the owner will be assigned a task to update the project’s status.
  • Teammate looking overloaded? You can drag and drop tasks to reassign or reschedule them, or comment on a task to check in with the assignee first. Set up task effort across any projects in your Portfolio so you can more accurately gauge hours or effort spent on each task.
  • Home in on the details you need to see by sorting. Sort your portfolio by custom fields to ensure priorities are on track or group similar projects. Workload is automatically sorted by assignee.
  • Share the Portfolio link or add members to your portfolio so others can see progress.

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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 Recently Assigned.

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 Tab+N in any task row to create a new 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.