Build and maintain momentum

We built Asana to make tracking your work as simple as possible, but doing so might represent a new way of working for your team, so it’s important to check in regularly. Ultimately, Asana is most powerful when it’s used by your entire organization. So as your team achieves more clarity and hits goals, you might start to see ways to use Asana that extend beyond your team.

Checking in with your team

By now, your whole team should be exploring Asana’s functionality and beginning to see the benefits of tracking their work together. At this stage, it’s critical to check in to make sure everybody is moving forward together. Here are a few things you can cover:

Use an Asana feedback project

If you haven’t already, you can create a project to track questions, comments, concerns, and successes you experience while using Asana.

  • Teammates can assign tasks to one another, or comment on them along the way to help answer questions and clarify any confusion.
  • Schedule a recurring meeting, and use the check-in project to set the agenda. You can discuss victories you had, and any challenges you’re still facing. You can find a few other teammates to do this with you if not everyone needs to attend.

Select an “Asana champion” for your team to help facilitate check-ins, answer questions, and make sure the team is using Asana as you’ve already outlined.

Address common questions

There are plenty of resources we offer to help you address questions from your team about features and the “why” behind them:

  • For questions about learning Asana in general, you can direct them to the quick start article, onboarding checklist, and power user checklist.
  • For specific functionality questions and in-depth “how tos”, point them to our Help section of the Guide.
  • For other types of learning materials (videos, presentations, documents), you can check out our Resources page.
  • To learn more about our company and to find out about new feature releases, check out our Blog.

If certain teammates still seem hesitant, read Inspire team confidence for more tips on how to address questions or concerns.

Expanding your use of Asana

As your team gains confidence with Asana, you might see opportunities to get other teams on board. Here are a few ways to continue the momentum:

Partner with other teams

With your team’s workflows built out, you might find that some work requires input from other colleagues who aren’t in Asana. Inviting them brings more clarity to your workflows, and their team can start to see the benefits, too. It’s a simple way to start small.

Identify cross-functional projects

Before a bigger, cross-functional project begins, you might consider how you could introduce Asana to project stakeholders instead of coordinating through endless email threads or separate tools.

Share results from your team

Others in your organization will want to hear about how much time you’ve saved, pain points you’ve addressed, or see a before and after comparison of workflows with and without Asana. Keep track of these and share them in an “Asana wins” project.

You can tag existing tasks with “Asana win” and search for the tag to quickly pull up a list of examples. Or you can store the task in multiple projects.

Use Asana-created templates

Use our templates to easily create projects for common workflows for any team. Once created, you can further customize the project to match your needs exactly.

Use examples from others

Asana is trusted by great companies across all different types of teams and industries. See how they use Asana, and how that might fit with others in your organization. You can also read about ways other teams can use Asana.

Check out Asana integrations to get even more mileage out of apps you already use, and see how these integrations can make your workflow more efficient.

Learn about Asana Premium and Enterprise

With more teams and work going into Asana, you might find that Asana Premium or Enterprise better suit your company’s needs and teams’ workflows. Get more value out of Asana with in-depth reporting across projects, more admin control, additional powerful features like custom fields and templates, and get set up for success with a Customer Success Manager.

Once you and your team have confidence about tracking all your work in Asana, you might see other opportunities to introduce Asana to more teams. For more tips and guidance about how to make this happen, keep reading in We’re expanding our use of Asana.

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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.