Asana tasks vs. subtasks

Introduction

This tutorial will help you understand the differences between tasks and subtasks in Asana, a popular project management tool. By clarifying when to use each, you can improve your workflow and collaboration with your team.

Step 1: Understand the Difference Between Tasks and Subtasks

• Tasks are considered a unit of work. They represent a standalone item that needs to be completed.
• Subtasks break down tasks into smaller, manageable steps. They act like a checklist for the larger task.
• Use subtasks when a task requires multiple steps or when different team members are involved in completing those steps.

Step 2: Assign Subtasks Effectively

• Once you've created a task, identify any sub-steps needed to complete it.
• To create a subtask:
  • Click on the main task.
  • Look for the subtask option and enter the details.
• Assign subtasks to different team members if necessary. This ensures accountability and clarity on who is responsible for each part of the task.

Step 3: Keep Projects Minimal

• Avoid overcomplicating your project by using too many tasks and subtasks.
• Focus on creating a clear and concise task list.
• Only break down tasks into subtasks if it genuinely enhances clarity and productivity.

Step 4: Use Simple Checklists for Yourself

• If you are managing a task on your own, consider using subtasks as a personal checklist.
• This helps you stay organized and ensures you don’t forget any crucial steps.

Step 5: Use Tasks Instead of Projects

• In some cases, it may be more effective to use tasks rather than creating a new project.
• If a project has only a few steps or involves limited people, a task can suffice.

Step 6: Organize Subtask Sections

• For larger tasks that require multiple subtasks, consider organizing them into sections.
• This can help provide a clearer structure and make it easier to track progress on specific parts of the task.

Step 7: Utilize Subtasks as Milestones or Approvals

• Subtasks can also serve as milestones or approval steps within a larger task.
• This is useful for tracking progress and ensuring each phase of the task is completed before moving on.

Conclusion

In summary, understanding when to use tasks versus subtasks in Asana can significantly enhance your project management effectiveness. Keep your projects minimal, use subtasks for checklists or milestones, and ensure clear assignments for better collaboration. For further learning, consider signing up for free training or consulting services to maximize your Asana experience.