Client management with Crema

 

Speakers

George Brooks

George is the founder and chief product officer at Crema. He leads a cross disciplined team of strategists, managers, designers, and developers that finds the best methods, techniques, tools, and technology to help entrepreneurs and brands launch new products and business lines. George has worked as a UX/UI designer for over ten years and he is passionate about building creative teams that solve big problems.

Goals for Asana

  • Stay on the same page internally.
  • Transparency both inside and out.
  • Provide a space to collaborate with clients. Let them share ideas and comment on developments.
  • Give clients visibility so that your relationship can be centered on collaboration rather than uncertainty.

Best practices

  • Organize clients by Team. Each Team representing a client and containing a set of template projects.
  • Use a unique code at the beginning of each project name to separate similarly named projects across client Teams and make them easier to search.
  • Invite your clients to their respective team and allow them to have complete transparency into your team’s process and progress.
  • Spend 30 minutes training clients in both how to use Asana and how you’ve set up your workflows. Be sure to demonstrate where they’ll need to focus or take action.
  • Limit project and Team membership to only the staff members directly involved. Make sure your team doesn’t receive notifications for projects they aren’t directly working on.
  • Use instagantt to share detailed progress and timelines with clients.

Workflows

Client communications

Crema creates a Client communications project in each client Team. George’s staff uses Asana’s ability to add tasks to multiple projects to surface tasks that need the client’s attention here. The Client communications project also gives clients a place to ask questions or make requests.

Learn more about how to create customer facing communication projects here.

Timeline

Each Team contains a high level roadmap project. This gives the the client a birds-eye view of the path and key dates ahead. The tasks in this project represent high level milestones in Crema’s process rather than the specific pieces of work along the way.

Create your own roadmaps in Asana using these instructions.

Priorities

Crema uses a Priorities project to let clients dig into what is happening each week. This project is organized on a sprint by sprint basis and is broken up into three section: * What is happening in the current weekly sprint. * What is planned for the next sprint. * A backlog of the tasks that have yet to be finalized for future sprints.

Setting up a sprint plan in Asana is simple. Just follow these six steps.

Capabilities

Throughout a three day strategy session, Crema builds out a Capabilities project for their clients. This project captures the problems the client is trying to solve and suggests solutions in the form of user stories. Each task in the Capabilities project represents a particular function or product component with a variety of related user stories captured in their description.

George and the Crema team use at-mentioning to reference related components and user stories in task descriptions.

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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 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.