Asana is a popular project management tool that can boost productivity, track project progress, and assign tasks to specific team members. The best part? It offers a free forever plan that is often a great long-term solution for many business owners.
This post is all about How To Assign a Task In Asana
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Part of being a Virtual Assistant is researching software solutions that solve problems for business owners without breaking the bank. This sometimes means researching different software options, making sure they can work in combination and fit within budget.
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This post shares Virtual Assistant Tips – How To Assign a Task In Asana
How to Assign Tasks and Add Due Dates
There are a few different ways you can assign a task, either in the project view or in the task view.
Project View
- From the project view, under the Assignee column, hover your mouse over the icon and click on the blue + button.
- From the drop-down, choose which teammate you would like to assign the task to.
- You can also invite more people to Asana by clicking on the ‘Invite teammates via email’ button or you can follow the instructions under the How to Invite Team Members section below.
- If you want to assign the task to multiple teammates, follow the instructions below to add multiple assignees from the Task View.
Task View
- With the task view open, click on the Assignee button.
- Click on the assignee you would like to assign a task to, you can also assign a task to multiple people by clicking on the ‘Assign to multiple people’ button.
- You can also invite more people to Asana by clicking on the ‘Invite teammates via email’ button or you can follow the instructions under the How to Invite Team Members section below.
The following are additional instructions to get started in Asana + best practices for Virtual Assistants.
How to Get Started on Asana
- Visit asana.com to create an account.
- Follow the account creation steps on the screen and confirm your account by clicking on the link in your email provided during sign-up.
How to Create a New Project
- Once you’ve logged into your Asana account, on the left-hand side you will see a sidebar section called Projects. Click on the + sign to create a new project.
- You’ll be prompted to choose whether you want to create a blank project, start from a template, or import via CSV.
- For our purposes today we will select ‘blank project’, but feel free to explore Asana’s template library. The built-in templates can often give you ideas on how to organize your projects.
- Give your project a name, set the privacy setting, and decide your project’s primary view, either a list, board, or calendar.
- It’s been my experience that most clients use the list view for team collaboration.
How to Invite Team Members
- On the right-hand side, at the top, click on your profile icon. A dropdown will appear, click on Invite to Asana.
- Next, you’ll be prompted to add email addresses for team members you wish to collaborate with, in Asana.
- In the Add to Projects section, you can also decide whether you want your team members to have access to all projects or limited projects.
- Click on Send, your team members will receive an email with instructions on how to join Asana.
How to Create a New Task + Add a Description
- In a project, click on the + Add Task Button on the upper left of the project view.
- Give your task a name in the ‘Write Task Name’ section.
- Click on the > icon to open the task details.
- Here you can add an assignee, due date, assign the task to a different project, or assign it to a specific section of the current project.
- In the Description section, you can add a description of the task, and link to your SOP (Standard Operating Procedure) document.
- You can also click on the + Add Subtask button to add subtasks related to the main parent task.
Asana Best Practices for Virtual Assistants
- Create a template project: This might seem obvious to some, but creating a template project allows you to easily duplicate that project whenever a new client gets signed on, flesh out your process, and make any required updates.
- Create your SOPs in Google Docs: I learned this the hard way, write out your SOPs in Google Docs, and link them to your Asana Tasks. This way, if you need to make a process update you can easily do this directly in the Google Doc instead of going through task by task making all the updates for all the projects.
- Review and archive old projects: To keep your projects organized, regularly review all projects and archive the ones that are finished or that you don’t need anymore.
- Color code projects: Color code projects in Asana according to their level of priority or according to the steps in your process (Potential Client, Client, Completed Projects).
- Use ‘My Tasks’: Prioritize your day by looking at the ‘My Tasks’ section. This to-do list can help you plan out which tasks need to be completed first to meet deadlines in a timely manner.
Asana Advanced Features
At some point, you may outgrow the free or basic Asana features and want to upgrade to the advanced or paid version.
Asana offers a few different price points to help fit within your budget. You can check those out here: https://asana.com/pricing
Some of Asana’s most notable paid features are:
- Advanced project views: List, Board, Gantt Charts, Timeline, Portfolio, and Goals
- Automated Workflows
- Project Reporting: Create dashboards, charts, custom fields, milestones
- Time tracking
Asana is a great beginner-friendly Project Management tool with a fantastic free forever plan. As a beginner Virtual Assistant, you can sign up for a free account and follow along with lots of great online tutorials to learn the ins and outs of the software.
Once you’ve mastered the basics like assigning tasks, setting due dates, adding a task name and description of task. You can easily add this software to your portfolio or resume offering project management as a service to your potential clients.
Ready to get started with Asana?
Sign up for a free account today and explore how it can simplify your Virtual Assistant business!
This post was all about Virtual Assistant Tips – How To Assign a Task In Asana
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