# Project Intake Software to Manage Requests > Project intake software to automatically capture, prioritize, and follow through on requests, so teams have more time to get work done. Source: https://asana.com/uses/project-intake #### Standardize requests Give teams the information they need to prioritize and tackle new projects. #### Automate each step Move faster by instantly assigning, organizing, and updating requests. #### Improve your processes Build request workflows in one place, and instantly apply changes org-wide. Gather the right details - Collect key information before kickoff with custom or AI-generated forms.  - Capture requests from Slack, Microsoft 365, and Google Workspace all in one platform. - [Smart forms](/product/ai) - [Forms](/features/workflow-automation/forms) - [App integrations](/apps) Kick off quickly - Add custom or AI-generated labels to easily organize and prioritize requests.  - Create automations to instantly assign, schedule, and follow up on work. - [Smart fields](/product/ai) - [Custom fields](/features/project-management/custom-fields) - [Rules](/features/workflow-automation/rules) Boost efficiency - Capture best practices and clarify next steps with custom templates for each request type.  - Manage and update intake workflows in one place, and instantly apply changes across your organization. - [Templates](/features/workflow-automation/project-task-templates) - [Bundles](/features/workflow-automation/workflow-bundles) #### Track requests across tools Hundreds of app integrations let you centralize requests in one tool, across your organization. - [Explore all apps](/apps?category=all-apps ) #### Google Workspace Enable Google Workspace SAML SCIM for better control around user provisioning and deprovisioning. - [See integration](/google-workspace ) #### Microsoft 365 Seamlessly deliver Asana notifications to your Microsoft Groups. - [See integration](/apps/microsoft-office365-connector) #### Jira Software Cloud Automatically create Asana tasks from Jira issues and sync updates instantly. - [See integration](/apps/jiracloud) #### Zendesk Resolve tickets faster and improve cross-functional collaboration with Zendesk for Asana. - [See integration](/apps/zendesk) #### Slack Turn ideas, work requests, and action items from Slack into trackable tasks and comments in Asana. - [See integration](/apps/slack) #### ServiceNow Reduce manual work for IT teams. Automate task creation in Asana, and provide cross-platform visibility into task status and context. - [See integration](/apps/servicenow ) #### Google Workspace Use Asana to coordinate and manage the work you do in Google Workspace. - [Learn more](/google-workspace) #### Microsoft 365 Asana notifications delivered to your Microsoft Groups. - [Learn more](/apps/microsoft-office365-connector) #### Jira Software Cloud Automatically create Asana tasks from Jira issues and sync updates instantly. - [See integration](/apps/jiracloud) #### Zendesk Resolve tickets faster and improve cross-functional collaboration with Zendesk for Asana. - [See integration](/apps/zendesk) #### Slack Turn ideas, work requests, and action items from Slack into trackable tasks and comments in Asana. - [See integration](/apps/slack) #### ServiceNow Automate task creation in Asana and provide cross-platform visibility into real-time status and context. - [Learn more](/apps/servicenow) #### Track requests across tools - [Explore all apps](/apps?category=all-apps ) #### Project intake templates #### Work requests template Prioritize and manage all the requests your team receives in one place. - [See template](/templates/work-requests) #### Awin content localization template See how Awin uses Asana to manage content localization requests across 15 territories. - [See template](/templates/awin-content-localization) With Asana, there’s a standard way to work, a standard way to update information, and full visibility across the network. #### Build best-in-class intake processes - [Read the article](/resources/t-mobile-pmo-operational-excellence) #### Tips to streamline operations from T-Mobile's PMO Learn how Amanda Howell organizes workflows across teams to boost efficiency and drive more value. - [Read the ebook](https://resources.asana.com/operations-workflows-ebook.html) #### Drive organizational efficiency with workflows Learn how to build scalable and repeatable processes across your organization. - [Watch the webinar](https://resources.asana.com/2024-tech-stack) #### 6 keys to a better tech stack Get tips to build better processes and maximize the impact of your collaboration tools. #### Still have questions? We have answers. #### Project Intake Strategy & Best Practices #### What is the difference between a project intake process and a project request form? A project intake process includes the full workflow from request submission to prioritization and execution, while a project request form is just one part of that process. The form captures key details, but the intake process also defines how requests are reviewed, scored, approved, and scheduled. #### How do you handle urgent or last-minute project requests in an intake process? To handle urgent requests, establish a clear process for escalating them in your intake process. Decide what counts as urgent, who can approve changes in priority, and how current work might need to be adjusted. This keeps urgent projects visible and helps avoid disrupting planned work without proper review. #### What metrics should you track to improve your project intake process? Track metrics such as the number of requests, the number approved, the time to review, and the time to finish projects. Also, watch the workload and backlog size to find bottlenecks. These numbers help you improve your process and keep work moving smoothly. #### Why do I need software to manage our project intake process? An effective project intake process isn’t just about tracking requests—it also requires follow-through. Asana brings your entire workflow into one platform by letting you track requests in one hub, and then prioritize and assign action items in the same place. That means nothing falls through the cracks, and teams have full visibility into the request process from start to finish. #### How should I choose a tool to manage my project intake process? Look for software that allows you to collect, prioritize, and follow through on work requests in one place. A good project intake tool includes automations to eliminate manual work. It should also give leaders and teams total visibility into work status and progress, so they can adjust resourcing as needed.  The best way to know if a project intake tool is right for you is to try it. That’s why anyone can try Asana for free. [Try Asana today](https://app.asana.com/0/billing/pricing). #### Standardization & Team Workflow #### How do you standardize project requests across multiple teams? To standardize project requests, use a single intake form and a shared process across all teams. Set clear requirements for required fields, approval steps, and request prioritization rules. A central system helps keep everything consistent and makes it easier to manage requests from different departments. #### How can I standardize project requests? Project requests can be standardized by using Forms (including AI-generated labels) to collect structured info, map responses to custom fields, and trigger automations. #### Can I standardize intake across teams? Yes, intake can be standardized across teams by building intake Bundles/templates to apply forms, custom fields, and rules organization-wide. #### Can I route requests to different teams? Yes, requests can be routed to different teams by using Rules triggered by custom field values to assign or move tasks/project based on form input. #### How do I manage the intake backlog? The intake backlog can be managed by using Board view with custom fields, sections for status, and Rules to auto-assign, tag, and move requests. #### Asana Automation & Form Features #### Can I organize project intake processes in Asana for free? Yes, you can. Learn about [pricing](https://asana.com/pricing), or [try Asana](https://asana.com/create-account) Advanced for free, no credit card required. #### Can I prioritize intake submissions automatically? Yes, intake submissions can be prioritized automatically by using dropdown custom fields + Rules or formula fields to score and rank incoming requests based on form responses. #### Can I trigger subtasks or tasks on intake? Yes, subtasks or tasks can be triggered on intake by using Rules to add subtasks to form-submitted tasks, which convert into their own tasks when multi-homed. #### Can form responses populate custom fields? Yes, form responses can populate custom fields as form questions can map to custom fields and then feed automation rules based on those values. #### Can I export intake metrics? Yes, intake metrics can be exported as Dashboards automatically chart form responses, submission volumes, and backlog trends. #### Can I reuse intake layouts as templates? Yes, intake layouts can be reused as templates by building flows (Forms+Fields+Rules) and grouping them into Bundles/templates for reuse. - [Start your free trial](/create-account) Try Asana for free. No credit card required. - [Get started](/create-account) - [Watch the demo](/go-demo) See how Asana connects companies at scale. - [View demo](/demo/main) - [Speak with a sales rep](/sales) Learn how Asana helps teams collaborate seamlessly. - [Contact sales](/sales) #### Transform the way you work with Asana ## Project intake process: How to capture, score & start When project requests come from all sides, teams can quickly feel overwhelmed. Without a clear system, work gets lost, priorities keep changing, and teams spend more time sorting requests than actually getting things done. A project intake process solves this by giving your team a consistent way to collect, review, and prioritize new work. In this article, you'll find out what a project intake process is, why it's important, and how to create one that keeps your team focused on the most important tasks. We'll also share a real-world example, best practices, and answers to common questions. ## What is a project intake process? A project intake process is a set workflow that teams use to collect, review, prioritize, and act on new project requests. It replaces scattered requests and random approvals with a consistent system, so the right work happens in the right order. The process usually has three main parts: - A [form](/features/workflow-automation/forms) to capture new project requests, including all the details teams need to get started. - A [prioritization method](/resources/how-prioritize-tasks-work) to identify and schedule the most important work. - Pre-defined next steps to kick off work for each request. This workflow helps teams handle work requests quickly and focus on the most important projects first. ## Why is an intake process important for project management? In project management, standardized processes help projects run smoothly. A work intake process turns the often confusing, time-consuming task of prioritizing requests into a clear workflow with defined steps. Here’s why this is important: - **Faster completion times:** Instead of wasting time on back-and-forth, teams can move through each step of the process quickly. - **Consistent prioritization:** Work is evaluated and ranked the same way every time, across your entire organization. - **Less confusion:** Everyone knows where to submit requests, how they'll be reviewed, and when to expect a decision. ## The challenges of managing project requests [Request management](/resources/service-request-management) is tricky. Teams ask for things at the last minute, requests come from many different places, and everyone seems to think their project is the highest priority. Here are some common challenges in request management, all of which can be solved with an effective intake process. ### High request volume A common challenge for enterprise companies, too many requests can make teams feel like they're drowning in work, leading to [burnout](/resources/what-is-burnout) and slow completion times. An intake process solves this with a clear [prioritization method](/resources/priority-matrix), so teams can focus on tasks with the most business impact. ### Requests are scattered in different places When requests arrive through email, chat, or meetings, teams spend extra time tracking them. Sometimes, requests get missed and are never completed. A clear intake process fixes this by collecting all requests in one place. ### Requests don't include enough context It's hard for teams to get started when they have only the bare minimum of information. This often happens when companies don't have a standardized request form to support [requirements gathering](/resources/requirements-gathering) and specify all the details required for each [proposed project](/resources/project-proposal). ### Ad hoc requests delay your timelines Projects are chugging along smoothly until a last-minute, high-priority request comes in, monopolizing resources and requiring teams to push their [timelines](/resources/create-project-management-timeline-template) back. While ad hoc requests will always occur, an effective project intake process can prevent them by clarifying upfront how long it will take to complete a request. And if needed, it includes a predefined method for prioritizing and rescheduling project work. ## Features of an effective project intake process Project intake processes can look different depending on your organization’s needs. Still, every process should have these three main features: ### 1. A project intake form [Forms](/features/workflow-automation/forms) are the gold standard of work intake. They give [stakeholders](/resources/project-stakeholder) a single centralized method to submit requests, so you can collect new work in one place rather than across scattered communication tools. Because forms standardize the information included with each request, teams get the context they need to act quickly. #### What should your project intake form include? To start, a basic project intake form should include the following sections. You can then add more questions based on what your organization needs. - **Requester:** Who is proposing the project? - **Requesting team:** What team will this work support? Is this an external or internal project? - **Type of project:** What kind of work is this? For example, it could be a new image, web page copy, or a video. - **Request summary:** In a few sentences, what do you want done? - **Timing:** When does this intake request need to be completed? - **Priority:** Is this business-critical or a nice-to-have? It's often helpful to include a numerical priority ranking, like P1, P2, P3, and so on. - **Associated business goal:** What company priority does this request align with, if any? - **Contextual information:** What screenshots, documents, or other attachments can you provide for additional context? For example, a bug request form could require a screenshot or video of the bug. ### 2. A prioritization method With your form, you now have a set of clear, standardized requests. Next, you need a way to prioritize and schedule these tasks so the most important work gets done first. Here's how to establish an effective prioritization method: - **Ask requesters to provide prioritization information via the form.** You need data to assess the importance of each request, and your form is the best way to collect it. Instead of just asking requesters to pick a priority (and have them pick P0 every time), you can also ask for the [business goal](/resources/business-objectives-examples) the request supports. - **Create a prioritization score:** Use information from the form to assign a numerical score that weights task priority, associated strategic goals, the requesting team, and so on. This helps reduce any subjectivity in the prioritization process. - **Gather all requests into a single central location.** To prioritize well, you need to see every request, along with its score and timing. This makes it easy to spot urgent requests and quickly assign them to your team. - **Track your team's workload.** Document the requests your team is currently working on, so you can clearly see what's on everyone's plate. [Work management software](/product) can be handy here, especially if it lets you see and adjust team [workloads](/features/resource-management/workload) in real time. - **Schedule work according to the prioritization score.** Now that you have the full picture of each task's priority and an understanding of your team's bandwidth, you can schedule work. When scheduling, it's helpful to use work management software that lets you visualize tasks on a [timeline or calendar](/features/project-management/project-views). ### 3. Plan next steps To start work quickly, teams need a plan. Predefined next steps are key to any project intake process. They give everyone a standard way to handle any request, whether it’s a blog post or a product feature. To define next steps, consider each type of request your team handles. For each one, ask yourself the following questions: - What tasks need to happen to complete this request? - In what order should these tasks occur? - Are there any [dependencies](/resources/project-dependencies) (tasks that can't be started until another is completed)? - How long will each task take? - Who is the best person to complete each task? Then build a workback schedule for each request type, including each task (in order), the estimated time, and the assigned person. You're essentially building out a predefined [project timeline](/resources/create-project-management-timeline-template) for each request type. For example, here are the next steps for a marketing ebook. - **Day 1:** The assigned writer sets a publication date for the ebook based on how long each process step will take. - **Day 2-3:** The writer creates an outline. - **Day 4:** An editor reviews the outline and provides feedback. - **Day 5-8:** The writer revises the outline and writes a first draft. - **Day 9:** The editor reviews the first draft and provides feedback. - **Day 10:** The writer revises the draft. - **Day 11:** The editor and a PMM partner review the final draft. - **Day 11:** A project manager submits the final draft to the design team. - **Day 11-14:** The design team creates visual assets for the ebook. - **Day 11:** The project manager submits a request to the web team to create a gated landing page for the ebook. - **Day 15:** The writer and editor review the final design. - **Day 16:** The web team stages and publishes the landing page. Publishing this ebook involves many steps. Some tasks must be done in order, while others can be done at the same time. By setting up the workflow in advance, your team can start right away without wasting time deciding who does what. This also helps deliver consistent, high-quality results. ## How to create a project intake process Building a good intake process from scratch or improving your current one can be tough. Here’s a step-by-step guide to help you begin. - **Determine roles and responsibilities** What to do: Define who owns, submits, approves, and completes requests. - **Define how requests are approved and prioritized** What to do: Set evaluation criteria and a scoring method. - **Document and standardize your workflow** What to do: Outline each step from submission to delivery. - **Centralize your process** What to do: Bring all requests into one platform. - **Identify tools to make things quicker** What to do: Use templates, automations, and forms to reduce manual work. - **Communicate the process** What to do: Train your team and share documentation. ### 1. Determine roles and responsibilities Start by clearly defining who is involved in the process and what each person is responsible for. Setting these roles early prevents confusion and makes sure everyone is accountable. Key roles to define include: - **Process owner:** The person who oversees the entire intake workflow. - **Requesters:** The individuals or teams responsible for submitting project requests. - **Decision-makers:** The stakeholders who approve or decline requests. - **Project owners:** The team members tasked with reviewing and prioritizing work to ensure it aligns with [strategic priorities](/resources/strategic-planning). ### 2. Define how requests are approved and prioritized Establish an [approval process](/resources/stage-gate-process) and [decision-making process](/resources/decision-making-process) for how key stakeholders should evaluate incoming project requests. Common criteria to consider include: - Project size and amount of work required - Expected impact on business goals - Available resources and team capacity - Strategic importance and alignment with organizational priorities Use these criteria to develop a [prioritization method](/templates/prioritization-matrix) that ranks requests, so resources are allocated to the initiatives that offer the greatest value. ### 3. Document and standardize your workflow Create a [standardized workflow](/resources/workflow-examples) that outlines each step of the intake process, from submission to final delivery. This documentation should include roles and responsibilities, criteria for evaluating requests, your submission form, and each step required to prioritize and complete a project. A standard intake process ensures consistency, reduces errors, and streamlines the process. ### 4. Centralize your process Next, consolidate your entire intake process into a single central system or platform. For example, you can use a work management tool to collect, prioritize, and track requests in one place. Centralization is especially important in larger companies to manage requests, track progress, and keep everyone informed. ### 5. Identify tools to make things quicker Leverage technology to automate and expedite parts of the intake process. This can include using [templates](/templates) for project requests, [automations](/features/workflow-automation/rules) to route requests to the appropriate approvers, and forms to standardize submissions. These tools reduce manual work, increase efficiency, and capture all necessary information from the start. ### 6. Communicate the process Finally, make sure everyone understands how the intake process works, their roles, and how to use any related tools or platforms. This could include training, written guides, or demo videos. Clear communication helps avoid confusion and keeps the process running. ## Project intake process example Here’s an example to show how this works. Imagine you’re on an agile team that handles new feature requests. Your project intake process might look like this: - A [project initiator](/resources/project-initiation) completes a project intake form, detailing what the feature should include, why it needs to be created, and when it needs to be completed. - A [project management office (PMO)](/resources/pmo-project-management-office) reviews the project request form and performs an initial assessment to determine the desirability, viability, and [feasibility](/resources/feasibility-study) of creating the new feature. - Based on their assessment, the PMO approves or denies the request and assigns a prioritization score. - The PMO adds the request to the engineering team's [product backlog](/resources/product-backlog) and schedules it based on the prioritization score. - Schedule a [kickoff meeting](/resources/project-kickoff-meeting). - A project manager uses information from the project intake form and kickoff meeting to complete a proposed project. They base this project proposal on a set of predefined basic steps for every new feature launch. - A senior stakeholder approves the proposal or sends it back for more work. - The project manager creates a more detailed [project plan](/resources/project-management-plan) from the proposal. - The project manager allocates resources, assigns tasks, and sets a launch date. - The project team starts work. ## Project intake best practices Once your intake process is in place, these best practices will help you keep it effective and easy to scale as your team grows. - **Make sure someone owns the process.** Every intake process needs a dedicated owner, like a project manager, PMO lead, or operations manager. This person keeps the process running, fixes bottlenecks, and ensures requests move forward on time. - **Make sure everyone follows the process.** An intake process only works if everyone uses it. Set a rule that all requests must go through the formal process, regardless of size or urgency. - **Use a dashboard to keep everyone informed.** Create a central dashboard that lets stakeholders quickly see the status of all requests. This reduces status-check messages and lets everyone know what’s been submitted, what’s in progress, and what’s coming up. - **Test your process before roll**ing it out to everyone. Start with a pilot in one team or department. Collect feedback, find any issues, and improve the workflow before using it across the whole organization. - **Give feedback on declined requests.** When you deny or delay a request, explain why. A brief explanation helps people understand your decisions and reduces the need for repeated submissions. ## Take your intake process to the next level With these tips, you can turn your project intake process into a reliable, repeatable workflow. To streamline your processes even more, learn how experts use Asana to build smarter, scalable enterprise processes. Ready to see the difference for yourself? [Get started](/create-account) and bring clarity to your team's intake workflow today. #### Streamline your intake process Automatically capture, prioritize, and follow through on requests so teams have more time to get work done. - [Get started](/create-account) - [View demo](/go/demo-operations) Project Intake