Should you set up your Asana projects as projects or tasks?

[@RandleMcMurphy123]

This is is a topic I really keep thinking about a lot. Haha… thought you had a huge vacuum cleaner in the left corner, but it's the mic.

[@minor-co]

Glad I could help Tobi 😀

[@GabrielleBrick]

This was great! I have several mini projects and I love the idea that if it needs to become a full fledged project I can convert it. Thank you!!

[@minor-co]

You're welcome, glad you found this useful Gabrielle.

[@mbtiernan]

If one person has a paid asana account and I invite someone outside company and we share a project do they count as a 2nd seat? Of my 5 paid seats? If not will they see premium features if I set up a new field?

[@minor-co]

No, they will not count but should be able to access premium features.

[@SnowyOwlPrepper]

It might be an advantage for some to use this rule: Projects last more than 4 hours, tasks last less than 4 hours.

[@minor-co]

Do you mean 4 weeks?

[@SnowyOwlPrepper]

@@minor-co Four hours. The logic being if something takes less than 4 hours to complete it is not project but a task. In other words the same start and end date. Anything greater than 4 hours will likely stretch into the next day or longer. A start date different than end date for a project. This is all arbitrary. If it a collection of related projects then it is a program. Programs can last years. If one is managing one's on time, keep the active projects few in number. After all projects can have many tasks to complete the project.

[@rditto7473]

How did you create the sections?

[@minor-co]

Shortcut: Tab + N or there is also a button at the top of the project page.

[@rossjurewitz3299]

Is upgrading to Business to get Portfolios and Workflow worth it?

[@minor-co]

For some people yes, others no (sorry that's not the most useful answer but it's true). It really depends on your use of Asana, the size of your company and the number of projects you need to manage.

[@rossjurewitz3299]

@@minor-co somehow I knew that would be the answer. In your opinion are there any tipping points when moving from Premium is worth it? Any features that are more useful than others in Business? In particular I am interested in the use of Portfolios to track my key projects since they got rid of dashboards.

[@nadenedalzell5447]

Hi there. I'm and Account Manager at an Advertising agency that has a large volume of jobs. I want to know about setting up tasks correctly in Asana and how to print from my desired view. Currently we have our clients set up as projects and projects set up as tasks and subtasks are jobs within the project. ie Client=Retirement Village, Project=Staff Competition, Subtask=Poster, Subtask=Flyer, Subtask=Facebook Page. We open new jobs through 'Streamtime' and they sync into Asana and appear as a task with a job number. I'm not sure how we should be setting up Asana to cater for this process and how to correctly sync it with our Streamtime app which also logs our time. Also how to log my time directly in Asana that migrates back into Streamtime?

[@minor-co]

Sorry, I don't have any experience with Streamtime but if it has a Zapier integration maybe you can use this to integrate the two?

[@DoKcommunity]

You showed how to change a task to a project, is there any way to do the opposite? change a project to a task?

[@minor-co]

Good question. I'm afraid there is no 'convert' option like there is with a task. However, you can drag tasks into a parent task to turn them into subtasks. That way you can demote everything from the task to subtask level.

[@stephenberkeley1653]

Paul I saw you adding sections in the sub task around 5.10 Min mark but could not work out how you did this. Can you please elaborate. Tahnks for your videos. Really useful

[@minor-co]

Hi Stephen, at the top of the project, where it says 'Add Task' you can click on the arrow to add a section. Or you may have seen me use a shortcut: Tab + N.

[@kimsvendsen5296]

Is it possible to forward an e-mail to a Task in Asana, så that the email will be a subtask? I had only succes with e-mailing to projects and then I need to ad it manually as a subtask - Would love to send the e-mail directly into a task...

[@minor-co]

This isn't possible I'm afraid but you could possibly make this work using Zapier.

[@sungamh9715]

How do I 'remove' the board section like in this video?

[@minor-co]

You mean you'd like to view the project in the List view? Simply click 'List' at the top of the project page.

[@maecapelayo2636]

Just wanna ask. Did you also applied to become an ambassador? Were you able to get their welcome kit?

[@minor-co]

No, I don't think you can be more than one and I'm already a Certified Pro.

[@krisevneri8280]

Paul, how do you underline the title? Thanks :-))

[@minor-co]

To create sections, use the shortcut Tab + N.

[@katedandrea8729]

Can you use a form to create sub-tasks if one chooses to set it up mini projects? Or can a template be used to set up sub-tasks?

[@minor-co]

Hi Kate, a form wouldn't be able to do this. But if you have a task template with subtasks, you could just duplicate this?

[@lisagosweilercslp]

Can you go the opposite way as well - if you have a project set up and want to change it to a task can you do that as well somehow?

[@minor-co]

You would need to manually move all the tasks down into subtasks to do this. There is no 'Convert to task' option like there is with projects I'm afraid.

[@bianventura]

Great video! Also, you kinda look like a young Ethan Hawke lol

[@minor-co]

Haha, thanks. I've heard that before 😀

[@nikihardy7333]

What's the best way to use tasks/projects to manage ongoing work rather than projects with set end dates. Eg content creation, scheduling etc. This is an ongoing project for me that has steps that can be repeated each time. I want to set up a system to do this in Asana. How do I do that? Thanks

[@minor-co]

As I say in the video, it really depends. But often I find a nice way to reduce the total amount of projects is to have an "evergreen" project like "Admin" or "Scheduling" that doesn't have a due date that you can use to create tasks for those types of actions. Content creation would also be best as a project where you have a task for each piece of content you're working on and subtasks for the things you need to do e.g. drafting the content, uploading etc...

[@nikihardy7333]

@@minor-co thanks so much. That's helpful. Is it possible to set the sub-tasks as a template as each piece of content like a blog, has the same steps that must be followed each time?

[@tomgray3567]

how do i set up complementary consult

[@minor-co]

Hi Tom, you can book an introductory call here: calendly.com/paulminors/ Just to clarify, it's not a coaching session, it's an introductory call to meet one another before exploring consulting options.

[@teacherjoseluiz1959]

Great video! Straightforward, very clarifying! Congrats!!

[@minor-co]

Thanks for the feedback Jose.

[@keitowee7924]

how can i automatically convert i.e. an appointment which is worth 10 points?

[@minor-co]

Sorry I don't quite understand your question. What do you mean it's worth 10 points?

[@keitowee7924]

@@minor-co its okay, i figured it out already, thanks for responding anyways 😊

[@The67Crucible]

Question, I noticed under business you had an entry that said "Paypal transfer". Is that a task to sweep funds out to your bank??

[@minor-co]

That's exactly what it is 😀

[@The67Crucible]

@@minor-co So quick tip, I didn't know this until recently, if you call PayPal on the phone (wait for 20 minutes) they have auto sweep to your bank feature! Just like STRIPE does it. They can enable it so you see it, then you have to switch it on. :)

[@DrChristinaWinseyOfficial]

Really appreciate your videos!

[@minor-co]

Thanks Christina!

[@stefaniamarcuzzi5073]

Life saver! thansk

[@minor-co]

You're welcome!