Asana is a well-known project management application with numerous features. Utilize Asana for your projects with the help of this tutorial.
To successfully manage a large or complicated project, it is necessary to have the appropriate tools to satisfy project deadlines, budgets, and objectives. In the past, this meant using a spreadsheet to create a cumbersome, clumsy Gantt chart and then spending hours manually updating it.
Today’s project managers have access to an abundance of project management applications. These applications offer extensive functionality, allowing project managers to concentrate on execution rather than spreadsheet updates.
Follow these five steps to use Asana for project management in your small business:
- Set up a project
- Create tasks
- Organize your plan
- Manage the project
- Close out the project
How To Use Asana To Manage Projects
Asana is optimal for lean project management. In the following sections, we will focus on executing the fundamentals of project management using Asana.
Step 1: Set Up A Project
Even before creating your project on Asana, you should evaluate how you intend to view it. Asana offers a variety of approaches for visualizing your project to complement the project management framework you are employing. It enables the creation of projects using a list view of tasks, project boards, a calendar, or a timeline.
- The list view is a straightforward list of a project’s tasks.
- The board view is similar to a customizable whiteboard for your project. If you utilize an agile technique such as kanban or scrum, this is a common strategy. You configure your project view to resemble a kanban or scrum board using this way.
- The calendar view provides the capability to see tasks in a calendar format.
- The timeline view is comparable to a Gantt chart in that it displays all project tasks over a timeline that displays their timing and interdependencies.
You can also utilize an Asana template to expedite project startup. Common project categories covered by templates include marketing project plans and product launches. Select a template to establish your project with the least effort.
Step 2: Create Tasks
Fill your project with activities. A work breakdown structure can be used to identify relevant tasks for a project. Simply click the “add task” button to begin generating tasks in Asana.
The functionality of Asana’s tasks depends on the user’s needs. They can function as basic labels to remind you of items requiring your attention, such as calling a vendor, or they might symbolize the deliverables of your project.
Utilize the task card in Asana to store pertinent information for more complex items. Within the task, you may choose a deadline or a start date, assign it to a teammate, upload documents, and even create subtasks to divide up bigger amounts of work.
Step 3: Organize Your Plan
You have identified a list of tasks, but to meet the project’s objectives, you must organize them into a strategy that maximizes your chances of success. Asana provides numerous tools and functions to facilitate project planning.
Group related tasks, such as all pending chores, into sections or columns. Arrange tasks inside these sections by the due date, workflow phases, or timeframes, or use custom fields to establish precedence.
Asana’s automation features are an excellent work hack. The platform enables the automated execution of repeated operations, such as task assignments. To use this functionality, you must configure the automation rules.
Additionally, configure any essential custom fields, such as task priority. You can color-code these sections and highlight important information, such as red for jobs that are on hold.
Designate dependencies between tasks so Asana knows that some tasks cannot begin until others have been finished. As a result, Asana is better able to construct your project plan, as the system combines all information about your activities to construct your calendar and timeline views and assess if the project is on track.
As you distribute tasks, Asana’s workload function enables you to estimate and monitor each team member’s capability. You will be able to determine if a teammate has too much work or if you may allocate them more.
Step 4: Project Management
Asana provides various features that assist the project team in staying organized.
- Every team member has access to their allocated assignments and their respective due dates.
- A component of the inbox provides a news feed with updates to tasks you are tracking. It lets you respond or browse straight to these activities, allowing you to keep on top of important work.
- The search capability of Asana allows you to rapidly locate any item within the system.
- Asana’s sort and filter tools enable a view of tasks based on their priority, status, and other criteria, allowing you to rapidly monitor the progress of several tasks.
- Utilize Asana’s Progress section for the duration of project execution. It provides an overview of the overall state of your project.
You can evaluate milestones, view recent status updates, check custom fields such as approval status, and make updates that disseminate information to the entire team without scheduling a meeting while also easing communication with remotely managed online personnel.
Step 5: Close Out The Project
To conclude a project, compile significant lessons learned for incorporation into the next project. Create a customized template to accomplish this.
The template contains comments, actions, and other data to optimize your operations. For example, if your last product rollout failed to inform a critical group within your business, you should alter your product launch template to guarantee that these teams are included in the future rollout.
Archive your finished product for future reference. Asana stores it so that you can return to it, and Asana allows you to revive archived projects.
Asana’s capabilities cover the majority of project management requirements, but if something is missing, it offers seamless connections with Google Drive, Microsoft Outlook, and Salesforce to increase capability.
With Asana pricing starting at a free tier for individuals and small teams, you may try the platform before purchasing it.
With the knowledge of how to utilize Asana for project management, you can boost team productivity and communication, enhance visibility, and expedite project oversight.
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