The Ultimate Guide to Asana Project Management

Project
Management
Relee Cruz * virtualreleecruz.wordpress.com * virtualreleecruz@gmail.com
ASANA
The GUIDE to

Table of Contents:
1. What is Asana?
2. Getting started with Asana
3. The Asana user interface and functions
keys
4. Asana features
5. Asana terms
6. The benefits of using Asana

What is Asana?
It is a web and mobile application
designed to enable teamwork without
email. Asana was built to improve
productivity of teams and increase the
potential output of every team’s effort.

Open
asana.com
on your
browser

Click on Sign Up
Using Google

Upon clicking
“Sign Up Using Google”
You will be redirected to your
Google account log-in page,
Choose the Google account
you wish to use with Asana

Enter your
Google account
password
Hit Sign in

You will then be
redirected to this
page.
Click the Accept
button to authorize
Asana with your
Google account

Another
authorization
page will
display, click
Accept

Welcome to
Asana
Click on
Continue

Complete
your profile
details then
click  to
proceed

Then click 
to proceedRelee Cruz * virtualreleecruz.wordpress.com * virtualreleecruz@gmail.com
Invite your
team
members by
entering
their email
address on
the email
fields

Name
your
team
Proceed

Your Asana
dashboard
will open

This is your
Asana
Dashboard

Let us explore
the Asana
dashboard
itemsRelee Cruz * virtualreleecruz.wordpress.com * virtualreleecruz@gmail.com

Click on
“All Items”
and it will display
All Tasks and Conversations

When you click on “Deleted Items”
All your deleted tasks and conversations will
display

Click on
“My Tasks”
to display
your task list
If you have tasks this
area will be populated

You also have your INBOX in Asana.
It contains updates and notifications about the items
you are following

Let us continue to explore the
other parts of Asana.
Remember a while ago, that we
gave a name to your team, your
team’s name is also your
“Workspace”

1. Click on this icon to
display the dropdown
menu
2. Your
Workspace
name will
display and the
Workspace
Settings option
3. Click on
Workspace Settings
option and let us
explore this menu.

When you click on Settings this
pop-up window will display. This
gives you the option to rename your
workspace.

Clicking on the Members tab, will open
the members area, this gives you the
option to add members to your
workspace.

You can add up
to 15 members
with the
basic/free Asana
account

Add members by
entering the e-
mail address of
your team
members.

After entering the e-mail
address of your team
members, click Send
Invite. Your team
members will receive an e-
mail invite to join your
Asana Workspace.

The Advanced tab
is also located on
the workspace
settings menu.
The Advanced tab displays the list of
App integrations you can use with
Asana.

To enable App Integration
Tick the box before the App name
and it will enable the App and
integrate it with Asana

Those are all the options
under the Workspace
Settings Menu.
Let us move into the other
menu options.

Let us now
explore the
My Profile Settings
menu

My Profile Settings
I t has 7 tabs
1. Profile
2. To Email
3. From Email
4. Account
5. Themes
6. Apps
7. Hacks

Profile tab
Edit your name,
add your profile photo,
tell something about yourself, you
can do it all here.
Here you can also set yourself as
away when you tick the vacation
indicator.
Click on Update Profile
to save the changes.

“To Email”
Tab
Set your communication preference here.
Choose the email where you want to receive
reminders, activity and dashboards messages.
You can add and remove e-mails here.

“From Email”
Tab
Set your e-mail sending preference here. Choose
the email you want to use as your address when
sending e-mails.

This is where you will find
the option to Deactivate
your Asana account
“Account”
Tab

“Themes”
Tab
Personalize your
Asana
workspace,
customize it
with the theme
you want.

“Apps”
Tab
This is where you
can see all the
Apps you have
authorized with
Asana, you can
activate apps here
too.

“Hacks”Tab
Here you will find the
“Hacks” that the Asana
development team are
working on to provide
more features to Asana
users.

Let us pause for a recap.
What have we learned?
1. Setting up your Asana account
2. Creating your first workspace
3. Explored the workspace settings menu
4. Familiarized with the profile settings options.
Let us proceed to exploring Asana.

What if you want to create a new workspace?
1. Click on the
workspace name,
the dropdown
menu will display

2. Click on
More,
a new menu
will open

3. Click on
Create New
Workspace

This
window
will open

Fill up the
required fields
then click Create
Workspace

Creating your new
Workspace

Your new
workspace
is now
listed here

Let us now
proceed in creating
Asana Projects

Creating Asana Project
Click Get started with a project

Now enter
your
Project
Name

Set your workspace Privacy
settingsRelee Cruz * virtualreleecruz.wordpress.com * virtualreleecruz@gmail.com

Your
Project
Name will
display
here
Your Project overview
will display here

Now you have your first
Project

Let us
now
create a
Task

Your Project
will now
have a Task

You can now
assign the
task to your
team
members

Click on the
Unassigned
button,
the name of your
team members
will display, now
choose your
assignee

Now assign
a due date
for the task

An Asana
TASK can also
have a
sub-task
under it

To create a
sub-task click
this icon or
type Tab+S

Now you have
a PROJECT
a TASK
a sub-TASKRelee Cruz * virtualreleecruz.wordpress.com * virtualreleecruz@gmail.com

You can
also
assign a
due date
to a
sub-task

A sub-task
can also be
assigned
to a
particular
team
member

Notes and
Comments
can also be
added within
the sub-task

Once a
sub-task is
completed you
can also mark it
as complete by
ticking the box
before the sub-
task name

A sub-task can be
marked as complete
on its own. You can
mark a Task
complete by ticking
the box before the
Task name.

With Asana you can also attach
files within the task

You can attach files in
4 ways:
1. Attach from computer
2. Attach from Dropbox
3. Attach from Google
Drive
4. Attach from Box

You can show your support for a
task when you click on the heart
icon

Monitoring time spent on task is very easy
with Asana with its timer integration features

Click on the Timer icon to start
tracking time spent on a task

Harvest is a
Timer App
integrated with
the Asana task
pane

Create a free
Harvest
account by
clicking the

One you have set-up
your Harvest account,
always click the Timer
icon each time you
start on a task for your
time to be recorded
and monitored on
Harvest.

With the many features of
Asana Project Management
has never been easier.
Let us explore the rest of the
function keys found on
Asana user interface...

Click on the drop-
down arrow on
the right to
display additional
Asana actions

These actions are:
1. Delete Task
2. Delete Selected Subtask
3. Make a copy
4. Convert to a Project
5. Print
6. Merge Duplicate Tasks
7. Full Screen

Using TAGS is
among Asana’s
features. Click the
Tags icon or press
Tab+T

Tags are used for filtered views
of tasks across projects.
Use the search bar and enter the tag name,
it will return a list of tasks bearing the same tag.

In Asana followers can be added to a task.
Click on the + icon, the name of the team
members will display. Add them and they will
receive updates about the task.

Let us explore the
rest of the Asana
function keys and
menus.

Click on the drop-
down arrow on
the left to display
another set of
additional Asana
actions

These actions are:
1. Sync to Calendar
2. Add Tasks by Email
3. Print
4. Use as a Template
5. Set Highlight Color
6. Export
7. Archive Project
8. Delete Project

Click on
Sync to Calendar.
This window will
open. You have the
option to sync your
Asana tasks with your
preferred Calendar

Click on Add Tasks by Email.
This window will open. You can add a task by
sending an email to a pre-assigned e-mail
address with your Asana account

You can also
customize your
tasks by
choosing a
highlight color.

Asana provides a whole
range of actions that
provides working and
collaborating on a project
or a task a lot easier.

You can do the following:
Print
Use as a Template
Export
Archive Project
Delete Project

There is also a
drop-down
menu to
customize your
view options

This is how
the Task to
Do view
option looks.

This is the
Calendar
view

You also have the
option to view your
task attachments in
one window. Click
the Attachments
tab to do this.

To view
Team
Conversations
click here.

This is the
window for
Team
Conversations

If you need more
help in Asana,
you can access
the Help Menu by
clicking the
? icon.

Here are
the
Keyboard
Shortcuts
to make
your Asana
experience
a lot easier.

Let us have a quick review of
our Asana User Interface
The core components of Asana
 WORKSPACE
 PROJECT
 TASK
 sub-TASK
Understanding this hierarchy will make using Asana easier.

With Asana Project Management:
1. Your TEAMS, PROJECTS, TASKS and SUBTASKS are
organized.
2. TEAM collaboration within a project/task is easier.
3. Time Management and monitoring is very convenient.
4. Quick retrieval of important documents/files for a project
is possible because of file attachment options.
5. No need to maintain and check project/ task emails, it is
now in one place.

With ASANA,
It is TEAMWORK without EMAIL
Project Management made easy
by ASANA
Presented by your seasoned Project Manager
Relee Cruz of virtualreleecruz.wordpress.com

The Ultimate Guide to Asana Project Management

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