How to Avoid Common Mistakes in Asana for Better Workflow Management
Every week, I take a handful of calls from business leaders who share a common problem. They're overwhelmed by Asana. Looking deeper into these issues, I realized that many fall for the same Asana common mistakes that complicate their workflows. But this is not to say that the flaw lies in Asana. When used correctly, Asana can help in increasing productivity and team alignment.
The reality is many teams dive into the tool with so much enthusiasm only to find themselves a bit lost. If this sounds all too familiar, don’t worry, there’s a way out. Here are the common mistakes many teams and managers fall for when they first use Asana and ways to navigate these problems.
Let’s dive in.
1. Overcomplicating Projects with Too Many Tasks
The Mistake:
We've all been there. We get so eager to capture every detail that we often create a task for every tiny thing. You might think that by breaking down every action to its tiniest bit your team will have better control and oversight of projects. But what this leads to is an overwhelming list of tasks that makes it hard to prioritize or even see the big picture.
The Solution:
Balance is key. Instead of getting lost in a maze of tasks, try grouping related ones under a main task using subtasks. Let's take launching a new product as an example. Instead of having individual tasks like "Design Product" "Test Product" "Market Product," you could have a main task with the title "Launch New Product." Under this parent task, you can use subtasks for design, testing and marketing. This way you have a clear and structured approach to allocate resources and track progress on these tasks.
Another thing is to periodically review your tasks. For instance, when the product launch progresses, you’ll notice that some tasks might become redundant or can be merged. Keeping things tidy in Asana on the regular will ensure better efficiency and less overwhelm in the long run.
2. Neglecting to Use Sections or Columns for Workflow Management
The Mistake:
Many new Asana users overlook the Sections/Columns feature that helps in structuring a project. Instead, teams tend to pile up tasks in an endless list without clear organization regarding where each task fits within a specific project stage. This causes confusion and makes it hard to get a clear view of the project's status.
The Solution:
Think of Sections or Columns in Asana as the shelves and compartments in a well-organized closet. Just as you wouldn't dump all your clothes, shoes, and socks into one big pile, tasks in Asana need their own designated spaces for effective workflow management.
Sections in the list view act like dividers that help you group related tasks together. For instance, if you're working on a marketing campaign for your new product launch, you could have sections like "Content Creation" "Revisions" and "Publishing."
You can also use Columns if you lean towards the board view in Asana project for better visual representation of your workflow. As tasks progress, you can move them from one column to the next and this gives you a clear picture of where everything stands.
3. Failing to Set Task Dependencies
The Mistake:
One of the Asana common mistakes I see often is when a team underestimates the importance of task dependencies. When tasks are interdependent you need to consider their sequence, or else, bottlenecks start to manifest. If Task B relies on the completion of Task A but the latter is delayed, this can throw off your entire project timeline and lead to missed deadlines and increased project costs.
The Solution:
That's where Asana’s Dependencies field comes in handy (available in Premium, Business, and Enterprise plans). When you link interdependent tasks, you give your team a clear roadmap of their work that allows them to tackle tasks in the right order. This way you prevent bottlenecks and keep your projects on track.
Make sure to regularly review your task dependencies, especially when projects evolve. Sometimes, the sequence or importance of tasks can change, and that’s when you need to adjust dependencies accordingly. This proactive approach will keep your Asana workflow management smoother and efficient.
4. Inconsistent Naming Conventions
The Mistake:
Another common mistake I've seen many teams fall for in Asana is inconsistent naming conventions. Imagine the amount of time your team wastes trying to find a specific task among hundreds with vague or mismatched names. It's like trying to find a needle in a haystack and it can create inefficiencies in your workflow management.
The Solution:
Consistent naming conventions are not just about neatness. They are essential in making tasks easily searchable and categorizable. When everyone on the team uses their own naming style, it can lead to confusion, duplication, and missed tasks.
To avoid this, agree on a clear naming convention with your team from the start. Whether it's a format like "[Project Name] - [Task Detail]" or "[Department]: [Task]", you need to decide on a structure and ensure everyone is aligned. It’s also important to regularly revisit and emphasize this convention so it becomes ingrained into your team's routine.
5. Lack of Training and Onboarding
The Mistake:
Many companies, often than not, adopt Asana in the hopes of streamlining their workflows and expect everyone on the team to "pick it up" as they go. But this almost always results in uneven understanding and usage of the platform across the team. Also, many companies feel like they're only scratching the surface of what Asana can do which can be pretty frustrating. The root cause for such challenges is not investing in proper training on work management tools like Asana.
Every person’s skill level with Asana directly impacts your team's overall productivity and quality of work. If one person is not using Asana effectively, it can create bottlenecks, tasks falling through the cracks and even missed deadlines. Plus, the lack of training can lead your team to feel frustrated, overwhelmed and closer to burnout.
The Solution:
There is no way around it: your team needs to be trained and aligned on how to use Asana. Start with a comprehensive onboarding session for everyone to ensure that they understand the basics and best practices. And the learning shouldn’t stop there. Even the most seasoned Asana expert needs to brush up on their knowledge. This is why you need to invest in continuous learning to ensure that everyone is on the same page and that the team is using Asana's capabilities to the fullest.
Pro Tip:
Consider creating an Asana "champion" within your team who is proficient enough to offer help, tips, or training to anyone who needs it. This not only promotes a culture of learning within your company, but also ensures there's always someone to turn to resolve Asana-related issues.
The best way to tackle these challenges is to stay proactive. Keep an eye out for small missteps or inconsistencies that could snowball into bigger issues. That way, you can avoid getting overwhelmed by the tool and enjoy using it in the process.
If you’re struggling to get your team on the same page with Asana, don’t hesitate to reach out to us. We’ve guided many teams to streamline their workflows, standardize Asana practices, and train on using the tool. This not only increased their productivity but also raised their morale and motivation. Let's chat and make it happen for you too. Book a call with us today!
