How we use Asana

We love to push the boundaries of what Asana can do. From creating meeting agendas to tracking bugs to maintaining snacks in the refrigerator, the Asana product is (unsurprisingly) integral to everything we do at Asana.

We find many customers are also pushing the boundaries of Asana to fit their teams’ needs and processes. Since Asana was created to be flexible and powerful enough for every team, nothing makes us more excited than hearing about these unique use cases.

Recently, we invited some of our Bay Area-based customers to our San Francisco HQ to share best practices with one another and hear from our cofounder Justin Rosenstein about the ways we use Asana at Asana. We’re excited to pass on this knowledge through some video highlights from the event. You can watch the entire video of the event here.

Explore the 2024 Gartner®️ Magic Quadrant™️ for Collaborative Work Management

Download the report to discover how to evaluate CWM vendors for your teams and organization and why Asana was named a Leader for the second year in a row.

Download the report

Capture steps in a Project

“The first thing we always do is create a Project that names what we’re trying to accomplish. Then we’ll get together as a team and think of, ‘What is every single thing we need to accomplish between now and the completion of that Project?’ Over the course of the Project, all of the Tasks end up getting assigned.”

Organize yourself

“Typically when I start my day, I’ll start by looking at all the things that are assigned to me. I’ll choose a few that I want to work on today. I try to be as realistic as possible, which means adding half as many things as I am tempted to add. After putting those into my ‘Today’ view, there are often a couple of other things I need to do. I just hit enter and add a few more tasks.”

Forward emails to Asana

“Because I want Asana to be the source of truth for everything I do, I want to put emails into my task list and prioritize them. I’ll just take the email and forward it to x@mail.asana.com. We chose ‘x’ so it wouldn’t conflict with anything else in your address book. Once I send that, it will show up in Asana with the attachments and everything right intact.”

Run great meetings

“We maintain one Project per meeting. If I’m looking at my Task list and see a Task I want to discuss at the meeting, I’ll just use Quick Add (tab + Q) to put the Task into the correct Project. Then when the meeting comes around, everything that everyone wants to talk about has already been constructed ahead of time.”

Track responsibility

“Often a problem comes up and someone asks, ‘Who’s responsible for that?’ So instead, we’ve built out a list of areas of responsibility (AoRs), which is all the things that someone at the company has to be responsible for. By having AoRs, we distribute responsibility. We can allow managers to focus on things that are more specific to management and empower everyone at the company to be a leader in their own field.”

By sharing best practices across organizations, we can increase the collective output of every team. So, please share your team’s best practices in the comments!