I think a few definitions would helpful to give you a baseline of terms you will hear me say over and over this week:
Asana: this cloud-based (used on the internet and on a mobile app) business and project management software allows colleagues within an organization to track and manage the progress of projects, both internal and with clients. Teams of users can add tasks, assign them to team members, set due dates for completion, comment and share relevant documents. Notifications on the status of tasks – and looming deadlines – are sent to a user’s inbox. You can also use it to as a business hub to keep track of workflows, business info, like values, goals, plans.
While you can manage client project tasks and deadlines very effectively in Asana, you can’t deliver proposals, contracts, questionnaires, invoices and such, For that … you need a CRM (Customer Relationship Management) Software, like Dubsado, Honeybook, 17Hats, ZoHo, etc. I find there is a lot of confusion about the difference between these two types of software, so I hope this clarifies it.
- Workspace / Organization: This is the highest-level organizational unit in Asana. All projects and tasks have an associated workspace.
- Project: are an organized list of tasks presented as either a board or a list by a subject matter, for example a blog management board is a project with things such as overview of purpose and usage, schedule, ideas, outlines, and distribution plans for blog posts.
- Board: a visual way to plot out projects and workflows using columns and cards… think of it like a bulletin board with sticky notes organized in groups.
- List: a visual way to plot out projects and workflows using headers and tasks… think of it like a to-do list, but way more organized. A board contains lists, but a list doesn’t contain a board.
- Column: used to create categories on Asana Boards to group related work or as stages like “Ready”, “In Progress”, and “Done” to track a specific workflow.
- Card: added to columns on Asana Boards to show tasks. When you open them, they can contain task details with links, subtasks lists, attachments, and graphics. Think of them as the post-it note that just keeps on giving.
- Header: Sections off lists to make them more organized.
- Task: represents any kind of work… to break it down into smaller, detail pieces, and/or can be used store information…. These are your to-dos, but Asana makes them so much more actionable with responsibilities, due dates, comments, and other features. AND when you check them off, the unicorns start flying with joy…. That’s better than just a line through a task in pencil, right?!?