How to minimise your Asana projects and stay more organised

[@mdarifulislam676]

Dedicated one hour today to become more of a pro in managing my tasks and my staff tasks, found your video the best so far. Thanks!

[@MikeLyncheski]

Thanks, Paul, for this video. I was struggling with how I wanted to use Asana and found this approach appealing.

[@qingmeilife2637]

Thanks Paul, This Video helped me planning my projects of the year with Asana.

[@urgotera]

I am very new to Asana and your concept blows my mind away (gray matter scattered all over the place kinda-thing). So simple to follow and so efficient!

[@alexhartan]

This video is a fantastic resource. Just getting into Asana and it's nice to know these principles ahead of time. 🙏

[@minor-co]

Thanks. Glad I could help Alex!

[@PacoPulidofoto]

Wow! This is exactly what I was looking for. Thank you so much for sharing!

[@minor-co]

You're welcome 😀

[@DarylZamora]

I'm new to Asana and I'm learning to love it, thanks to your videos!

[@wondermachingura]

I'm relatively new to Asana...but wow !thanks de-mystifying it.and for showing me how to reduce my projects...I didn't know that one .😁😉

[@retropetsgirl]

Wow! Scrambling to find the money to buy Paul’s course! Such great info!

[@minor-co]

Haha, thanks Krista!

[@tpjasper]

Hi Paul. Great video (as usual!). Like yourself I use a team that contains 'projects' to represent areas of focus (AOF) etc. However a variation I have is to have a second team that contains a small number of high level projects. These high level projects also exist as a task in the AOF 'project' with a link back to the high level project.

[@milesmungo]

Almost three years later, but this was very, VERY helpful.

[@minor-co]

Haha, you're welcome!

[@richardgetz3421]

Extremely helpful. Thank you!

[@frarom79]

Great Video! Thank you very much!

[@RetireCertain]

Very helpful. Thanks Paul.

[@mamunurrashid5652]

Excellent and helpful series....

[@beunlimited7575]

This was a GREAT help! Thanks, so much.

[@Werm000]

Enjoyed this video. 5 years later, are you still using this same concept or has it evolved? Is there a follow up video to this I should check out? Thanks!!!

[@minor-co]

Thanks! I'm basically using it the same way. Here's a more recent video that shows how I'm using it: kzbin.info/www/bejne/rImyn4Csgt55esk

[@adeochoa]

Hey Paul, great content.. any thoughts or advice on having a LOT of small projects? i find it sometimes overwhelming to have to click on each project to see the progress, and i still don't feel like Dashboards are that helpful. We design and build small stuff for the industry (carts, working stations, etc) and they don't last more than a month. If timeline would let me visualize all the projects at once, it would be awesome. but seems like it doesn't work that way.

[@LisaGallegos]

I agree w/ this

[@chrischart]

Helpful video, been flirting with Asana for a while, will give it another go. Quick question: When setting up a new project (as a task), do you have to manually input the sections each time?

[@uvsarah]

Great video! Thank you

[@minor-co]

Thanks!

[@krisevneri8280]

Hi Paul, I really like you Videos ! :-) I couldn't find out how to write and make a underline to the Tittle in the tasks. I like to make this setups for our projects, but I couldn't find how to mark the tasks like a tittle. Thanks for your help

[@minor-co]

To create sections, use the shortcut Tab + N.

[@wondermachingura]

How do demote a project into a task? I have some projects that I have already populated with info...

[@alejandroquintero1353]

Hi Paul, love the video, I'm new to Asana and currently I'm on the free version, I'm trying to create sub tasks sections with the semicolon, but it doesn't work, any advice?

[@jguillen81]

so how do you show "reports" with this setup?

[@PDerrickSeagraves]

this was VERY helpful

[@minor-co]

Thanks Derrick!

[@LisaGallegos]

I'm still confused about what Kanban is! What does that mean?

[@minor-co]

Kanban is a planning technique used to make sure you don't start too many tasks or projects at once. So in order to start something new, you need to finish things that are already in progress.

[@kamran_desu]

Does the Portfolio feature simplify combining projects into a singular view now?

[@minor-co]

Yes. It lets you see an overview of each project status and % completion. You can also view a timeline of the major milestones that have been completed for each project.

[@darrenwalcott8931]

The Section you made for Ebooks then you have planning, and production underneath it how do i do that.

[@mhoctober]

txs. Lots of food for thought.

[@wordpressmelbournepixelsto6172]

Great video. We created a seperate project for each of our clients which is not scalable, also creates a feeling of overwhelm. Instead id like to create clients as custom fields and use projects for “Areas” of the business that have no ending. Do you think creating clients as custom fields is effictive? We currently manage about 30 clients.

[@minor-co]

Do you mean create clients as "tasks" (I don't really know how you'd create a client as a custom field).

[@stanleypop8419]

Great video!! Thank you so much. I have a question, as I am newish to Asana. If I create all of my "projects" as tasks and then create subtasks under them, is there a way to see all subtasks in a timeline? So for example, if one project is not due for a while, but the subtask is due today am I able to see the timeline of subtasks due within all of the parent tasks?

[@minor-co]

Hi Stanley, I'm afraid not as subtasks do not appear on the timeline. But check out this video where I show how to multi-home a subtask into a project to make it appear on the timeline: kzbin.info/www/bejne/qKXcaKuAnJyDas0

[@urgotera]

Ingenious!!!

[@Birdieupon]

Paul, have you noticed that Asana seems to be phasing sections out for subtasks? When you open a task, there’s no longer any option to add sections, though oddly you can still add them using TAB N. But then once you’ve made a section, you can’t delete it! Very annoying! Has this caused you problems?

[@minor-co]

That's not what I've seen. You are right that now you need to use the shortcut rather than adding the colon (although there was never a button to add a section to subtasks). You should be able to delete the section by using the backspace key to simply remove the text from the line.

[@lindseycreates]

Can you see the gantt flowchart using your method of subtasks? - In other words, will subtasks show up in the gantt flowchart?

[@minor-co]

I'm afraid they don't. But there is a workaround where you can add subtasks to the main project (so they exist as main tasks and as subtasks) which means they'll appear on the timeline.

[@atgfilmz]

Hey Paul, I've been binging on your videos for the last couple days, and a really cool feature I see is the Sections feature within a task. Has Asana discontinued that feature? I've typed in "Section:" in my subtask and nothing happened. Love the videos.

[@minor-co]

Thanks Tommy. It still works but you need to use the shortcut Tab + N to create the section within the subtasks.

[@atgfilmz]

@@minor-co Ahh! Ur absolutely right. Thanks for the update! That's going to be a game changer for how my team and I produce Videos for our company. Can I ask a follow up? If I'm set up as an organization, do I still have option to create additional workspaces? In my personal account I can, but don't see that feature in my work related account. The idea is to consolidate to one account, and switch between work and personal/side hustle etc opposed to logging out etc... Any thoughts?

[@nattraven]

Hi! Very good information in this video, thanks! How do you get these lines under each section in the task list, such as under email marketing? Best Kristian

[@minor-co]

You can use the shortcut Tab + N. But this video is a little old so the sections don't have the line in the project view any more.

[@damok666]

Paul, is there a best practise for implementing a repeated checklist? So let’s say every time you upload a new video to KZbin, you want to follow the exact same process (aka The Checklist Manifesto) and quickly assign it to a project or task?

[@minor-co]

Yes, you could have a task with subtasks as the checklists. This could either be set up to repeat on a recurring basis (e.g. every week) or you could simply duplicate the task every time you need it (this is what I do with my own KZbin videos)

[@damok666]

@@minor-co thanks very much!

[@pinkandsavageofficial]

what if you have multiple client projects to manage? For example 50 facebook campaigns? Would you just create a project called facebook, and subcategories for each client?

[@renatalima4519]

Can I organize the projects with the new timeline feature?

[@iranj8620]

How can i import data from MS Project to Asana by keeping tasks dependencies in tact?

[@minor-co]

There may be a 3rd party migration tool that can help but I'm not sure sorry

[@turhanismail2954]

Hi Paul I have Asana and Slack but Im having issues organising regular task for my team that I can keep tabs on, Could you help ?

[@minor-co]

So these would need to be in Asana rather than Slack. Yes, happy to help, feel free to view my consulting options and book a call with me here: paulminors.com/consulting/asana-consulting/

[@huckwalton2307]

Brilliant

[@minor-co]

Thanks 😀

[@EricScottGoldstein]

Paul - this is a two year old video, but I'm trying to figure out how much is still "best practices".. Some of the other videos I watched recommended breaking personal areas up into "teams" to separate work stuff from personal stuff. wold you agree witht hsi?

[@minor-co]

The principles are still as relevant today as they've ever been. And yes, I'd agree with that approach 😀

[@claudiaocteau3946]

Hello, since projects needd to be created in teams, how can I set metaproject here since i need to have different actuals team members accesing these meta projets AND the projetcs found in tasks. I your idea here only functional if always the same people can access everthing. We are going for premium.

[@Glow0110]

I see how to add subtasks, but how did you add subsections like that?

[@minor-co]

You need to use the shortcut Tab + N to create a section

[@thisisadebrown]

How do you organise yourself now that Asana has been updated so much and sections have changed?

[@minor-co]

Have a look at my more recent videos to see how I'm using Asana 😀

[@highstakestrading]

so sections in subtasks doesnt seem to be working on mine?

[@minor-co]

It is still a feature. Are you using the Tab + N shortcut?

[@MelloZoe]

Is there a limit to how much info goes into a project? I lead a very busy marketing team. I set up a project as our work order system. It works fine but the volume of tasks concerns me. We deal with 200 tasks a week, easily. Should I have set it up different? Our account is a workspace not an organization because asana would not accept our gmails to set up an organization account.

[@minor-co]

If the volume of tasks concerns you, you could have different projects for different types of task or work. The downside is now you're splitting the work across multiple projects.

[@sarahb2062]

Hi! Can you archive a task? The only way I can find to do this is to delete the task.

[@minor-co]

I'm afraid not. I guess you could create an 'Archive' notebook though.

[@sarahb2062]

Thank you! @@minor-co

[@lukestork6293]

Thanks Paul - This was really informative My team use project templates to pre fill each project and whilst i want to move them away from lots of projects because we struggle with visibility - the push back i will get is the prefilled templates - any suggestions? Luke

[@minor-co]

Sorry Luke, I'm not sure I understand your question. Why would they be pushing back on using a template?

[@lukestork6293]

@@minor-co Thanks for responding Paul - What i mean is we have templates set for new projects but we dont have a templates for new tasks so if we had a project with 5 or 6 regular sub tasks such as an email campaign they create a new project - with using tasks as a project method we would have to create each task manually (or am i missing something)

[@lukestork6293]

DOH - Just watched your video on the new update to task templates - that solves my concern - Thanks Paul

[@bibekkoirala5294]

can we use Asana in a offline mode.

[@minor-co]

It will work offline and sync once you get a connection but I really wouldn't trust it. As it's a web app it's designed to be used online.

[@jplecaros]

Hi Paul, thank you for this great video! One question, do you know how can I archive proyects, which are tasks with sub tasks?. In other words, in asana you can archive proyects, but I'm not sure if you can archive tasks. Other question, is there a way to set base lines, for comparing projected vs real time for a task? Thanks again!!

[@minor-co]

Hi Juan, great question. Unfortunately you can't archive tasks. You can only mark them as complete OR delete them. And sorry, no there is no baseline. However, Instagantt integrates with Asana and supports baselines.

[@jplecaros]

@@minor-co Thank you Paul!!

[@tonysmilemusic7714]

8:00 9:00 list and board

[@sarahnarcisse1275]

Hi, Paul. Thanks for the video. I was wondering why did you choose to have a health, personal and goal 2017 section? Instead of putting goals and health in the personal project as a task? Also wondering, I will need to use Asana at work, but if I want to do another more personal project can I make them not accessible to my coworkers? Also, can those sections be transferred to another e-mail account when my contract with this organization ends?

[@TheMeredithdm]

If you enter your personal/nonpublic tasks onto your Home screen's either Private Notepad or My Priorities, and lock that to yourself, that should meet your needs. 🙂

[@krugerherman]

Love your vids, but this made no sense to me, sorry. Why don't these apps just have 3 sections: Clients Projects and Tasks? Because we are all working with different clients, who, in turn, have different projects running for them at any given time, and any project have a certain set of tasks that has to be completed. I still have absolutely no idea how to set Asana up in this way. Doing it in any other way confuses the living bejeezuz out of me!

[@minor-co]

I expect it's because not every business works with 'clients' and they're trying to keep it universal enough to work with all sorts of different businesses. If you'd like more help, I have some support options here that may help: paulminors.com/consulting/asana-consulting/

[@Sanaya-A1fa]

I think this video is outdated. Now we have portfolio.

[@minor-co]

Yes, I recently uploaded a new video talking about portfolios: kzbin.info/www/bejne/r4PThHarZpmol9E

[@billjensen1925]

Your best advice about how to get the most value out of a project management program's is to reduce the number of projects we have going on - are you kidding me? That's your best advice? Terrible advice and disappointing as I thought your other videos were good. Now I'm questioning if Asana is a viable option.

[@minor-co]

Hi Bill, this video is quite old now and opinions change. Based on the work I've done with a lot of clients, a lot of people get overwhelmed at the start when they create too many projects which is why I advocate keeping things simpler in the beginning. Sorry this doesn't align with your views.