Asana for Agencies & Client Facing Businesses

Introduction

This tutorial provides a comprehensive guide on using Asana for managing client work in agencies and client-facing businesses. Asana is a powerful project management tool that helps streamline workflows, enhance communication, and improve client outcomes. By following these steps, you can leverage Asana's features effectively for your agency.

Step 1: Setting Up Templates

Creating templates in Asana can save you time and ensure consistency across projects.

• Navigate to the "Templates" section in Asana.
• Click on "Create Template" and choose a project type that fits your needs (e.g., client onboarding).
• Add tasks that are commonly required for projects, such as:
  • Initial client meeting
  • Deliverable deadlines
  • Review sessions
• Save the template and name it appropriately for easy access.

Step 2: Inviting Clients to Asana

Collaboration with clients can be streamlined by inviting them to your Asana projects.

• Go to the project you want to share with your client.
• Click on the "Share" button in the top right corner.
• Enter your client’s email address and select their permission level (e.g., "Can view" or "Can edit").
• Send the invitation and follow up to ensure they have access and understand how to use Asana.

Step 3: Tracking Your Time

Effective time tracking is essential for managing client projects and ensuring profitability.

• Use Asana's integration with time tracking tools like Harvest or Toggl.
• Set up time tracking by linking your preferred tool to Asana.
• For each task, start and stop the timer as you work, ensuring accurate records of time spent.

Step 4: Using Portfolios

Portfolios allow you to manage multiple projects and track their progress in one place.

• Create a new portfolio by selecting the “Portfolios” option in the sidebar.
• Add existing projects by clicking on "Add Projects" and selecting the ones relevant to your portfolio.
• Use the portfolio view to monitor project statuses and identify any bottlenecks or areas needing attention.

Step 5: Managing Team Capacity

Understanding your team's capacity helps in resource allocation and workload management.

• Go to the "Workload" view in Asana.
• Review team member assignments and their current workload.
• Adjust task assignments as needed to balance the workload effectively among team members.

Step 6: Tracking Client Goals

Keeping track of client-specific goals enhances accountability and clarity.

• Create a dedicated project for client goals.
• For each client, list their goals as tasks within the project.
• Assign tasks to team members responsible for achieving each goal and set due dates for accountability.

Conclusion

By implementing these steps, you can enhance your agency's project management capabilities with Asana. From setting up templates to tracking goals, each feature contributes to better organization and improved client communication. Consider exploring additional resources, such as the Asana 101 training series or consulting services, to further enhance your skills and maximize Asana's potential for your business.