Image for post
Image for post

Keeping your Asana clean and organized is critical. You might design the best system, have the best organization for teams, projects and tasks, if nobody is watching out, it will soon be a mess.

I worked with a client once that spent hours designing the perfect system with my help. It was elegant and efficient. But the client stopped there, once I left, because my mission was done. He left his team without a proper training on his system. …


Image for post
Image for post

In Asana, a project can be seen 4 different ways: as a list, as a board, as a timeline or as a calendar. There is a default view for a project but it is still the same project. There is no such thing as a “calendar project” or a “board project”. Anyone can choose the view they like the most. However, each project is usually built for a specific layout, or one layout makes more sense than the others.

For example a simple list of tasks without any due date is better seen as a list. If the tasks are organized by sections and each section is the step of a pipeline, people usually prefer the board view. For tasks with due date, but without dependencies, the calendar is perfect. …


Image for post
Image for post

The structure of one’s Asana workspace is a subject that often comes into the discussion. Usually, a client would discover Asana by themselves, look at the documentation a little bit, decide on an organization, and then stick with it.

The first instinct is normally to create a single team with the whole company inside. This is especially true for small companies of a dozen people. However, larger teams might reflect the real organization of the company. …


Image for post
Image for post

Working with Asana, there is a good chance that at one point you’ll feel the need to work with guests. The official definition of a guest in Asana is someone that does not have an email address matching your domain. So if your email is bob@hero-corp.com, then your organization domain is hero-corp.com, and anyone signing up in Asana with an email in @hero-corp.com will be members of your organization. Anyone with a different email address will be matched up with their own domain, and will be added as a guest.

A guest can be added at different levels in your organization. If you add a guest as a collaborator of the task, he/she will only see the task itself without any project attached to it. The guest will be able to change the due date, title, notes, complete the task and change custom fields. Whether or not they see all the custom fields from all the projects the task belongs to, is not guaranteed and might change in the future, so make sure to run a few tests if you store private data in custom fields. …


Image for post
Image for post

Observables can be very confusing. When you start using them in Angular with RxJS, you can easily get lost and make silly mistakes. We sure did. For a long time. Now that we have been using them for several years, made all the mistakes in the book, and had to rewrite everything to scale our code, we are confident with sharing a few things we learned.


Image for post
Image for post

If you are using Asana to manage client work, there is a good chance you’ll need to ask for the client's approval at one point. You could use email, of course, but that would not be as fun as using Asana, right?

The solution kinda depends on the situation. Do you need a one-time approval from a client you will never see again, and then need a “temporary” solution? Or do you need regular approval from the same clients, and thus need a more “permanent“ solution?

The permanent and most straightforward solution would be to add the client as a guest of a special project called “Approval”. You can then multi-home the tasks you need approval for inside this project. Quick reminder: multi-homing means having a single task into several projects. The Approval project would need to have the proper custom fields, probably something like an approval status field (with values like “To Approve”, “Approved”, “Rejected”). This solution has a major limitation: you need the client to agree on using Asana. The solution also has a couple of setup steps: you need to make sure the client is notified when a new task is added to their project (using the member permission and notification settings). You also need to make sure the tasks you share with the client doesn’t contain any sensitive information. If you are not able to share the actual task, you’ll need a workaround, sharing another task linked to the first one. …


Image for post
Image for post

You might be used to tools like Slack to discuss. You probably create channels and create threads. Discussions are happening everywhere in Slack and it might be difficult to follow, especially if you need to also manage the progress of tasks in Asana at the same time. If you come from email, I am so jealous, because you are about to experience the joy of using a tool like Asana.

In Asana, discussions can happen in a lot of different locations, depending on the topic. First, you can discuss a task in the task comment section. …


Monat für Monat habe ich meine Asana-Prozesse perfektioniert und meine organisatorischen Fähigkeiten dabei sprunghaft verbessert. Ich behielt nur die einfachen Aufgaben in ‘My Tasks/Meine Aufgaben’, regelmäßig überprüfte jene unter ‘Later/Später’ und habe von dem Asana-Posteingang intensive gebrauch gemacht. Nach einiger Zeit erkannte ich, dass ich jeden morgen und mehrmals am Tag dieselbe Vorgehensweise brauchte, wenn ich mich mit den ‘My Tasks/Meine Aufgaben’ befasste.

Unter ‘My Tasks/Meine Aufgaben’ starte ich immer am Ende der Liste und arbeite mich schrittweise nach oben. Ich beginne mit den Aufgaben in den ‘Upcoming/Demnächst’ Sektion, wo ich versuche herauszufinden, ob es etwas gibt, das ich tun kann, um diese Aufgaben mit minimalem Aufwand voran zu bewegen. Zudem habe ich die Möglichkeit, eine Aufgabe auf ‘Heute’ zu setzen oder auf ‘Später’ mit einem Fälligkeitstermin zu verschieben. Als nächstes überprüfe ich die Aufgaben in der ‘Heute’ Sektion. Ich versuche zu sehen, ob es irgendwelche Aufgaben gibt, die ich schnell fertig machen kann, oder ich verschiebe diese zu ‘Bevorstehend’ oder ‘Später’. Dann kommen die unsortierten Aufgaben in der ‘Neue Aufgaben’ Sektion. Um sicherzustellen, dass in diesem Abschnitt keine Aufgaben mehr übrig sind, muss ich für jede von ihnen intelligente Entscheidungen treffen: Verschiebe ich diese auf ‘Heute’, ‘Bevorstehende’ oder ‘Später’ oder arbeite ich sofort an dieser oder lösche sie? …


Image for post
Image for post

Tout cela paraît tellement facile. Identifier tout ce qui est inutile, nous fait culpabiliser ou que l’on garde au cas où, et s’en séparer en le vendant, donnant, prêtant, recyclant ou jetant. Notre maison se vide des meubles inutiles, nos enfants jouent toute la journée avec seulement quelques jouets, et nous n’avons plus besoin de vélo d’appartement.

La vérité est toute autre. Minimiser est difficile. Minimiser prend du temps. Il faut s’y prendre à plusieurs fois, convaincre son conjoint et ses enfants, faire des essais et des erreurs… Mais au final le résultat en vaut la peine.

Pour vous rassurer et vous faire déculpabiliser, voici quelques objets que je ne parviens toujours pas à minimiser moi-même. …


Image for post
Image for post

Lettre reçue de ma grand-mère suite à l’annonce de mon projet de livre :

About

Bastien Siebman

Asana is my secret tool. Asana Certified Pro. Author of several ebooks. Asana Community #1 contributor in the world.

Get the Medium app

A button that says 'Download on the App Store', and if clicked it will lead you to the iOS App store
A button that says 'Get it on, Google Play', and if clicked it will lead you to the Google Play store