Asana – How to Organize Your Team Like a Pro

How to Organize Your Team Like a Pro


Who would like to do their work more efficiently? Everyone.

What sort of communications platforms do you use to stay in contact with your staff? Email? Skype? Text messaging? Although these methods all have their place, using them on a regular basis to discuss and build projects with your team can hurt your workflow. If you want to work with speed, you need all the relevant information at your fingertips when you need it.

Event promoters need to keep their teams highly organized at all times. It can be hard to get this done with a messy string of emails or constant Skype calls. Organizing your team this way can get muddled real quick.

The answer to the horrible message chain nightmare lies in shared online workspaces.


Welcome to Asana

Asana’s tagline is “Teamwork without email.” The program is the brainchild of a Facebook co-founder and an ex-engineer. It’s an easy-to-use software solution that contains everything your team needs to stay on task. Asana is accessible via your web browser and has apps for iPhone and Android, so you’re able to work even on the train ride home.

Asana - how to organize your team like a pro

Everything is actionable and everyone can see who is doing what, and when they do it. There are no more excuses for forgetting tasks and confusion about whose job it is to get something done.

Asana counts heavyweights such as Uber, Airbnb,, Dropbox, Pinterest, Mashable and CBS Interactive among their customers. If it is good enough for them, it is probably good enough for you.


How it Works

Asana’s layout works in a top-down manner. You can have multiple teams, and within each team you have multiple projects. Within each project you have multiple tasks, and in each task you can have related comments. Each team has their own workspace.

A project can be anything – such as a particular event, a meeting, staff ideas, etc. When adding a new task, you’ll be able to fill in your name, notes, a due date, file attachments and people to work on the task.

Asana - how to organize your team like a pro. How it works


The Workspace

Asana’s workspace is broken down into several subsections. There is a “My Tasks” window, an inbox, dashboard, team discussions, calendar and project overview. The inbox is a real-time feed of what everyone is working on. You can see when a task was created, updated or completed from there. You can also see when new people are assigned to a task.


Mobile apps

Opening up Asana on your phone or tablet lands you on your My Tasks list. This list includes tasks for the current day, new tasks, and upcoming tasks. Hitting the bell icon at the top of the app takes you to your inbox instantly. From there you get all the updates on projects and tasks that you’re following. The app also features push notifications, so you won’t miss anything while on the go.

The app lets you create and update tasks easily too. To focus on a task for the day, simply tap and hold to move it around and reorder your tasks list. The app is always synchronized with the workspace on the web.

Asana - how to organize your team like a pro. Mobile apps



Everything in Asana is searchable. You can find tasks, comments and teammates this way. You can use the “Search Views” feature under Advanced Search to create custom reporting for your projects. For instance, you could search for completed tasks containing the word “stock” within a date range of 30 days.  You can rename and favourite the results to create a “Completed Stock Report.” This report can be shared with your team and gives a current snapshot of the last 30 days, which can be viewed at any time. This feature is extremely handy for team meetings.


Other cool bits

The tasks can have tags attached to make them easily groupable (just like hashtags). You can colour these tags to make things even clearer. Tasks can belong to multiple projects if it makes sense to do so.

Asana links in with a number of other apps too. With DropBox for file storage, HipChat for team chat rooms, Instagantt for reporting, MailChimp for marketing and Harvest for time tracking, along with a huge amount of other services, you won’t need to be constantly copying information from service to service.



Best of all, Asana is free for all teams of up to 15 people. If you need a larger team you can subscribe to their premium service that allows guests, has premium dashboards, and a bunch of other neat things for as little as $21 per month for an extra five team members all the way up to over 100 team members at $834 per month.

Asana - how to organize your team like a pro. price



Organization and efficiency are the keys to success in the modern world. With programs like Asana, your team will be able to stay highly organized at all times, no matter where you are. It is a must have for small and large businesses alike.

This is especially true for event promoters. Hosting events is a 24/7 business that doesn’t slow down. With programs like Asana you will be able to keep things organized and on task, ensuring that every event goes off without a hitch.

Colm shares his years of experience marketing events on our blog, writing about successful strategies to bring more people to your events. Colm is a product manager at Crowdflow, responsible for client success.