Best Practices for Implementing Asana in Your Team
I've been working with Asana since 2012, and I've had successes (and failures) in supporting my own teams and client's teams to implement the tool. I've learned a lot over all these years and I wanted to capture my advice for anyone aiming to implement a tool like this for their team. Implementing a new tool like Asana can be transformative for your team's productivity and collaboration. However, it requires careful planning and execution to ensure success. Here, we'll explore key strategies and a step-by-step process to effectively integrate Asana into your team's workflow.
1. Assess Current State and Gather Feedback
Before diving into implementation, take stock of how Asana is currently used (and not used). Ask your team:
What's working well with our current use of Asana?
What aspects of Asana are confusing or not being utilized effectively?
Are there any pain points or challenges we're facing with Asana?
This step sets the stage for understanding existing workflows and identifying areas for improvement. Be sure to ask those that are really excited about a tool like this, those that are relatively neutral about it, and those that are really resistant to the tool. You'll get critical input from all of those types of team members.
2. Define Clear Expectations and Guidelines
Once you have feedback, define clear expectations for Asana's usage:
Establish guidelines on how and when Asana should be used. What are the areas that folks are required to use this tool, and where is it OK if they use another approach? There might be areas in your organization where another process is working just fine - it's OK to make strategic decisions to let those systems continue to function as-is.
Asana really shines in repeated processes - for example, there are likely the same XX steps every time you onboard a new employee, or host an event, or write a grant report, or send an email newsletter. Start priotizing the use of Asana in areas like this where creating template processes (projects) can really support your team's performance.
Include expectations like how often staff members should check Asana, how they should approach assigning tasks to each other, how privacy settings should work, etc.
Write down these guidelines and communicate them to the team. Clear expectations help streamline adoption and reduce confusion.
Here’s a very short video with a few additional tips from me on what to include in these guidelines.
3. Provide Tailored Training
Effective training is crucial for successful adoption. I love personalizing training for teams about Asana that align to how your team is using the tool. More here on trainings that I offer. Consider:
Provide personalized training sessions tailored to your team's specific needs and workflows. This can include general Asana functionalities as well as customized tips relevant to your organization.
You'll want to ensure this workshop is engaging and gives your team time to implement what they're learning along the way. They should leave the training having spent time in their own Asana account setting things up the way that work for them.
4. Provide Continued Attention and Support
Implementation doesn't end after training. It's an ongoing process:
Schedule regular check-ins to discuss how Asana is working for the team. Perhaps you ask once a quarter at a team meeting - what's going well with Asana? What could we improve?
Be open to feedback and willing to adapt the implementation approach as needed.
Use all-team meetings to reinforce Asana usage - consider sharing a tip of the week in a meeting or in an email, and assign someone to capture next steps in every meeting into Asana right away while the meeting is still ongoing.
Implementing Asana, or any new tool, is a journey that involves learning and adjustment. It's normal to face challenges along the way. By following these best practices and staying committed to improvement, your team can harness the full potential of Asana for enhanced productivity and collaboration.
Remember, every bump in the road is an opportunity to refine your approach and grow together as a team. Good luck!
About The Author
Jessica Eastman Stewart is a consultant, workshop facilitator, and podcast guest expert. She teaches busy professionals how to get more organized at home and at work so they can stop feeling worn out and start living a Joyfully Managed Life! Thousands of readers drop everything when her weekly newsletter, The Friday Five, arrives in their inbox. Every Friday, you’ll get FIVE amazing tips to help life feel INSTANTLY more joyful and easy!
