Even after 5 years of using Asana, I still regularly change everything from top to bottom. I use Asana for three areas of my life: my daily work as a developer, my side-projects and my « everyday life ».
I started with no strategy whatsoever, having all tasks in Asana, some in projects, some not; and a too long My Tasks view.
Then, I moved to a Bucket System. I stored tasks in buckets, each bucket being a « person » I wanted to be.
I adapted the system to better match my personal use and moved to a Month-Bucket System, each bucket being a priority sorted list of tasks for a given month.
Those “systems” are just a way for organizing tasks, they do not address the “what’s next” question. Either I had too many tasks in My Tasks, or I had projects I completely forgot about. I needed to address the “what’s next”.
Any productivity export would give you two pieces of advice: break down big tasks into smaller tasks, and move forward one step at a time, slowly but surely. I would go one step further: once you break down a mountain, it is usually not useful to look at the mountain anymore (take a step back sometimes!) but rather look at your feet, one step at a time. In Asana, I called it the “tip of the iceberg” strategy. This strategy is based on two pragmatic principles:
- there is always one task to do first in any project
- there is no need to see the second or third step while you are making this first step, quite the contrary
The “tip of the iceberg” consists of assigning yourself only the top priority task of any project. Leave all the other tasks unassigned, and leave them into their project. Tackle this first task. Then assign yourself to the second task only, and so on. If you are using my Month-Bucket System, consider the current month as a regular project and only assign the most important task to you.
In my case, I went for being buried under tasks in My Tasks, to having 2 or 3 tasks max most of the time. That gives me great motivation to work on them, because I can’t just look for a simpler task to do first, and constently avoid the hard or unpleasant tasks.
Keep me posted if that system works for you as well!