Overview

Asana is a powerful, flexible project management tool. We have implemented our Production workflow in it. We use it because it is deeply customizable so we have been able to set it up to perfectly match our approach.

📏 Rules

✅ Do...

• Use Asana to track of your ‣s
• Use Asana to manage and participate in Projects.
• Log your OOO time in the shared team calendar project
• Keep internal weekly reports in Asana
• Set up Asana forms to handle inbound requests from clients

🚫 Don’t…

• Keep Project Plans in Asana (use Notion
• Keep Site Documentation in Asana (use Notion)
• Use Asana for emergency communication (use the phone)
• Use Asana for client communication (Use email or Slack)

Loom Guide

<aside> ☝ Note: This guide was filmed in 2022, and our workflow has changed, but the video is still mostly relevant.

</aside>

https://www.loom.com/share/a27bc41a4c95427496ff345d2184b20d

Notification Recommendations

Asana can have a firehose of notifications. We expect you to see and read every Asana notification. To make that easy, we recommend:

• Turn off all email notifications
• Have Desktop Notifications turned to “Task Updates” only
• Have Project Notifications set off by default, but set them on for the specific projects you want to be following.

Teams

We use Asana teams to represent groups of people at the company who work on a similar thing. Almost everyone in the team is a member of the Production department, so that is the most commonly used. Other internal projects/templates go into the other teams. We don’t tend to use Teams for much communication or discussion.

Portfolios

Portfolios are a separate way to organize projects and view them at a high level. They can be used to view a full “pipeline” of projects across a specific client or company department, see the combined schedule for multiple projects at a glance, and add notes and weekly updates to the overall suite of projects rather than individual ones.

All production projects should be added to two portfolios:

• One for all projects related to that client (Even if it’s just one project)
• One for all projects in the Production department.