Asana Workflow: All You Need To Know To Improve Productivity

Effective task management and collaboration become increasingly important as your business continues to grow and expand. This is where Asana workflow comes in – a powerful platform that will streamline processes, automate tasks, and improve collaboration. 

Asana workflows are the way to go if you’re looking for a structured and organized approach to completing tasks and projects.

They’ll reduce human-made errors, increase efficiency, and ensure that everyone is on the same page.

Let’s see how they do this.

What is Asana?

Asana is a powerful workflow management software designed to help development teams and creative professionals streamline their workflow processes.

Asana enables users to create custom workflows, track tasks, manage resources, and collaborate effectively.

Asana’s workflow builder allows users to define a series or sequence of steps for different requests, making organising and prioritising tasks easy.

Additionally, users can create custom fields to include relevant information and attach creative assets directly to tasks.

With the ability to create task templates, teams can quickly replicate and automate repetitive tasks, ensuring consistency and efficiency.

Asana’s built-in workflows, such as the customer feedback, onboarding, and production workflow, provide pre-defined processes that can be easily customized to fit specific business needs.

With Asana, teams can easily manage their workflow from start to finish, ensuring project progress and timely delivery of exact deliverables.

Benefits of Asana workflow

Asana workflows offer several benefits that enhance work efficiency, increase transparency, and bridge team communication gaps.

Customize your workflows

One of the key advantages of using Asana workflows is the ability to customize them according to different scenarios, departments, and functions of an organization.

Improved teamwork

Teams can create custom fields, define creative assets, and build workflows aligning with their requirements.

This flexibility enables teams to implement a workflow builder that suits their unique needs and helps them achieve their desired outcomes.

By using Asana workflows, teams can bring transparency to their processes.

With a sequence of steps in place, everyone involved in the workflow can easily track project progress and ensure that the workflow is on track.

This centralized accessibility acts as a source of truth for the team, fostering collaboration and fostering effective communication.

Minimize communication gaps

Asana workflows minimize communication gaps among team members. Workflow management features can include comment threads, task templates, and forms for submitting requests with a list of options.

This ensures that relevant tasks and information are communicated clearly, reducing the likelihood of errors or misunderstandings.

Asana workflow examples

There are three main types of Asana workflow: 

• Customer feedback workflow
• Campaign management process workflow
• Objectives planning workflow

Each workflow type is different and comes with certain requirements. So let’s explore them below.

Customer Feedback workflow

The customer feedback workflow in Asana is used to manage the process of gathering, analyzing, and responding to customer feedback. 

This workflow is designed to help businesses understand their customers’ needs and preferences, identify areas for improvement, and take action to address customer concerns.

The customer feedback workflow in Asana includes the following steps:

Step 1

The first step in the workflow is to capture feedback from customers. You can do this through various channels, such as email, social media, or feedback forms on your website. 

Asana provides integrations with several tools, such as SurveyMonkey and JotForm, to capture customer feedback directly from the dashboard.

Step 2

Once feedback is captured, it is important to categorize it to identify common themes and trends. 

Do this by creating custom fields in Asana to track the type of feedback (e.g., feature request, bug report, etc.) and the product or service that the feedback relates to.

Step 3

After you’ve categorized feedback, prioritize it based on its impact on customers and the business. 

Assign a priority level to each piece of feedback and use tags or custom fields to track the priority level.

Step 4

Next, assign tasks to team members for them to investigate and address the feedback. Asana includes features such as due dates and reminders to ensure that tasks are completed on time.

Step 5

As tasks are completed, you can now analyze the results to understand the impact of the feedback on the business and customers.

Use custom fields to track the status of each piece of feedback and create reports or dashboards to track overall feedback trends.

Step 6

Finally, respond to customers to let them know that their feedback has been received and addressed. 

Asana provides features such as comments and @mentions to communicate with customers directly from within the platform.

Campaign management process workflow

This type of workflow is designed to support businesses in managing their marketing campaigns efficiently. 

You can use it to plan, execute, and analyze the results of marketing campaigns.

Step 1

The first step in the campaign management process is to set the campaign goals. 

These goals should be specific, measurable, attainable, relevant, and time-bound (SMART). 

The goals can be related to increasing brand awareness, generating leads, or increasing sales.

Step 2

The next step is to plan the campaign. 

This includes identifying the target audience, creating a campaign budget, and selecting the marketing channels to be used. 

Asana provides templates for marketing campaign planning that you can customize to fit the needs of the business.

Step 3

Now is the time to assign tasks to team members responsible for executing the campaign. 

Step 4

Once the tasks are assigned, the team can start executing the campaign. 

This includes creating content, designing graphics, setting up landing pages, and running ads. 

Asana provides integrations with several marketing tools, such as Mailchimp and HubSpot, to execute the campaign.

Step 5

During the campaign execution phase, it is important to monitor the performance of the campaign. 

Step 6

Do this by tracking key performance indicators (KPIs), such as click-through rates (CTR) and conversion rates. Don’t forget to make adjustments.

Asana provides features such as custom fields and tags that can be used to track KPIs and campaign performance.

Step 7

The final step is to analyze the results and create a report.

You can create custom reports and dashboards to track campaign performance.

Objectives planning workflow

Objectives Planning workflow in Asana is a workflow designed to set and achieve goals and objectives. 

The workflow lets you plan and track progress, as well.

1. Set strategic goals and objectives for your business. 

These goals should be aligned with the overall mission and vision of the organization. Asana provides templates for goal setting that can be customized to fit the needs of the business.

2. Next, break them down into smaller, actionable tasks. This helps to create a roadmap for achieving the goals and ensures that progress towards the goals can be measured. Asana provides features such as subtasks and dependencies that can be used to break down objectives into smaller tasks.
3. Once the tasks are identified, assign them to team members responsible for executing them. 
4. During the execution phase, it is important to monitor the progress of the tasks and track their completion
5. Lastly, review the progress towards the objectives and adjust the strategy as needed. This helps to ensure that the objectives are achieved within the desired timeframe and that any issues are addressed promptly.

What are automations?

Thanks to automations, you can automate repetitive tasks and processes that are normally performed by humans. 

You can streamline and optimize workflows, increase efficiency, reduce errors, and save time and resources.

Automations are an invaluable component of a workflow. Without automations, your workflows will be slow and pretty much useless.  

Learn more about the magic that is automation from our webinar.

Why do you need automations?

That is a very good question!

So let me show you.

1. Automations streamline workflows and reduce the time required to complete tasks.
2. They reduce errors that can occur due to manual data entry or other manual processes. 
3. Decrease the amount of time and resources required to complete tasks.
4. Scale your operations more easily by automating processes.
5. Get real-time insights and data to make more informed decisions about your business.

Remember, this list is not exhaustive. Automations are an overall winner when it comes to improving your business and reaching goals.

So do you need workflows and automations?

The short answer is yes!

Both of these go hand in hand, and having one without the other is simply impossible.

This is because to get the most out of your workflow software, you need to automate them. And though it may seem difficult at first, trust me when I tell you that the initial challenges may be worth it!