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Asana Guidelines

Asana setup and layout

Home

  • See an overview of your tasks and priorities
  • View a list of recent projects
  • Invite new members to the team

My tasks

  • A list of tasks which have been assigned to you across all projects within OpenTrack Asana

You can organise these yourself into the sections ‘recently assigned’, ‘do today’, ‘do next week’, or ‘do later’. This only shows on your personal version of Asana, so you can personalise these heading and organise your tasks how you prefer.

Inbox

  • Notifications relating to tasks which have been assigned to you and tasks which you have commented on. You can filter through these, or filter out only the notifications which are unread using the search filters.

‘Teams’

Think of this like ‘sections’. Each section of work has descriptions outlined below, with sub-sections for relevant projects.

Project Descriptions

General

  • Bug Tracking - Problems with Existing Features
  • Development - New Features
  • Larger projects deserving of own section
    • E.g. New Mgmt Screens - Like Development, but for the new mgmt screens
  • Usability Improvements - Making Existing Features Better
  • Support Requests - Time-Consuming Support Queries
  • Federation Setup - Onboarding new federations

Any “wish list” items should be put in the wish list column under development.

Marketing

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  • Finance and admin - anything related to the administration of the company

Usage Guidelines

Creating a Task

  • Add to correct project (see Project Descriptions)
  • Add concise, descriptive title
  • Add detailed description of issue
  • Add screenshots if useful and relevant
  • Set a due date if there is a time constraint on the task (else add a priority level - high/medium/low)

Assigning a Task

Initially Assigning

  • For testing - assign to George, Gus or James
  • For usability or design - assign to Jonny
  • For small development tasks - assign to Ben or Llewellyn
  • For tasks which require higher level decisions - assign to Andy R

If you want to assign to multiple people, assign the ‘primary’ and tag the secondary using ‘@’ in the description

Reassigning

If you are assigned a task, and it would be better to assign it to someone else, then reassign, but do not ‘orphan’ a task
Add a short explanation in the comments, if useful for the next person (i.e. you’ve taken a look at the problem and it needs to be reassigned because…)

Progressing a Task

Task Updates

  • If you have an update to a task, add in comments
  • If the task has completely changed, change description, including the date you updated
  • If you need to bring someone in, tag using ‘@’

Completing a Task

  • If a bug, has been tested and approved
  • If a new feature, has been tested and deployed
  • If a support request, the customer needing support has come back and said they’re happy

If you would like another member of the team to sign off on a task, create a subtask requesting them to do so and assign it to them. They can then quickly mark the whole task as completed if they are happy that the task is done.