Organizing our workflow with Asana

We love keeping track of our projects and to-dos with Asana! This tool has proved to be a boon and has helped us organize all that we do. In this post, we would like to highlight a few ways in which we use Asana within our workflow.

The Asana Hierarchy

Before we move on to see how we use the different features of Asana, let me explain you a little about the Asana Hierarchy.

Asana hierarchy

As seen in the image above, an organization is the top most level in Asana. It is under the Organization, that you can create a number of teams that can further have a number of projects. You can create countless tasks under each project. Take a look at how we use each of these.

Asana internal screen

Organizations:
We have an Asana Organization under which we manage a number of product teams & projects. Every time we are working on a new client or a customer, we create a new Asana Organization. This gives our customers and clients full access to the team, projects & tasks, so that they know what is going on.

Teams:
We work on a number of products, customer projects, and have small teams for each of them. For example, we’ve a dedicated team for ConvertPlus – our WordPress Plugin. This is where we’ve included everyone working on the plugin; right from the developers, the designers, the marketing people and more.

Note: FREE Asana comes with the limit that allows only 15 people in one team (as of now).

Projects:
Teams are further divided in smaller projects. For example, we have a “CP Docs” project where we manage documentation related activities. “CP Integrations” is where we keep track of integration tasks and in the “CP Outreach” project, we list marketing related activities.

There could be a number of projects included under one team. In case of individual features, or new updates – we like creating a new project and organize related stuff there. Sections are then created to further categorize a project.

We make sure we have a lead for every project who takes the responsibility of looking over the project and handling or assigning tasks within it.

Tasks:
Tasks are important and the core part of project management. Thanks to the friendly APIs of Asana, we can add tasks in several ways. We do this in the following ways – Chrome extension, Slack integration or the most obvious is directly through their user friendly web view. Each task can further be divided into sub tasks while a due date can be set for each of them.

A task can be assigned to someone while a few others can be added as followers since they need to be updated about the progress. To categorize a task and define it in couple of words, we have created some tags that give instant idea about what needs to be done.

New Task – Completely new task
Needs Patch – when something needs to be fixed
Has Patch – when something is fixed
Needs Input – when you need feedback on something from another team member
Needs Testing – when you need the feature tested (compulsory after each feature)
Needs Doc – when the feature is big and it will need explanation for the end user to understand
Done – when everything is ready to ship

Furthermore – team members can add comments on the tasks and keep the communication streamlined.

Here’s an example –

1. A customer recently requested a new feature. So I went ahead and created a new task in the relevant project.
2. I made sure the task was descriptive with screenshots, etc.
3. I added the tag – “New Task”
4. I assigned it to “PC” who happened to be the lead of that project.
5. PC has some extra questions. So he added a comment and a new tag “Needs Input” and assigned it me.
6. I responded to his queries via another comment, removed the tag “Needs Input” and assigned the task back to PC.
7. PC now assigned this task to one of his team members working in the project – Nik.
8. Nik gets the task done, assigns to PC, adds a comment and a tag – “Needs Testing”
9. After testing PC adds a tag “Needs Doc” and assigns the task to Elvina
10. Elvina after completing the documentation – provides the link or file in the comment and assigns to PC
11. PC marks the task as complete!

This is just an example of how one new feature was developed. This workflow can be tweaked as per the need of project and your comfort.

Views:
There are 2 views our team members check their tasks through.
1. Project that they are involved with.
2. View of My Tasks.

In the “Project” view, everyone can see all the tasks related to that project.

In the “My Tasks” view – one can see all tasks assigned to him. Most of the team members generally start their work by checking the “My Tasks” view.

This is how we use Asana within our team to help us manage and accomplish tasks within a given time span. Hope this proves how organized we are! Asana helps us do it well!

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