What adds a never ending and overwhelming to-do list to your already hectic schedule?
Yep, a small business!
There’s never enough time in the day to complete all the tasks, watch all trainings, answer all the emails, do all the lives, or create all the content. Am I right or am I right?
But you know that already or else you wouldn’t be here trying to figure out how other small business owners organize their projects and manage their never ending to do list!
It happens to the best of us. Projects fall behind. Deadlines get missed and that panic and anxiety start to take over. Before you know it, you’re just another hott mess mama wondering why in the heck you signed up for this in the first place.
Quick Asana Tutorial
Let me introduce you to my little friend called the Asana Workflow. Once I implemented systems and workflows into my business I became OBSESSED with them.
Blame it on my type A personality, but I literally can’t function if I don’t have a system in place for tasks like blog posts, onboarding new team members, coaching calls, or business projects, etc.
I love creating a system so that way I am doing it the same way every time. It also helps me be more efficient and consistent in my business.
You’ve probably seen the whole Trello vs. Asana debate. And while I love them both and use them both for different reasons, Asana takes the cake when it comes to creating workflows and staying on top of tasks.
How To Use Asana To Organize Your Business
1 | Asana Makes It Easy To Plan Your Projects
So how I start planning my projects is by creating a Workflow which then has individual Projects inside.
I have a workflow for my website, one for my network marketing business, one for my coaching business, and one for my membership site.
Inside each workflows are different projects which then contain tasks. When you create a project, you can select a board view or a list view. Both work the same, but it depends on what kind of project you are organizing.
For planning my blog content, I like the board feature because can drag my tasks through the process to visually see what more needs to be done before it’s ready to be published.
2 | Create Amazing To-Do Lists With Asana
One thing I love about Asana is the list feature. You can create a list of tasks and each task can have a subtask, which can then have it’s own subtask and so on.
From there you can assign the task to yourself or someone else and give it a due date as well as a time (optional). And I love the recurring task feature in case this is a task that you want to repeat daily, weekly, month, etc.
It makes my list loving heart so happy 😍
Asana’s dashboard also makes it easy to keep up with all the different workflows that are constantly running at one time. I can see all of my business tasks in one window, along with their categories, due dates and who they’re assigned to.
3 | Asana Makes It Easy To Collaborate With Your Team
Whether you run a small business and have hired a virtual assistant or if you’re a leader in a network marketing company with a large team, Asana makes communication between team members so easy.
Trying to come up with a system for your team and assigning tasks takes time, but Asana simplifies this process.
Not only can you assign your team members tasks, but you can also track their progress and comment back and forth with the comment feature.
And it integrates with Slack which is my favorite team communication tool.
4 | Color Coded Calendar System For Your Business
Ya’ll know I love a good time blocking calendar system! This my friends is the power of Asana.
As you assign tasks to yourself with due dates, it creates a beautiful spread at-a-glance with all your tasks.
You can even view all tasks within all projects at once and it’s FABULOUS!
I personally add my life tasks in as well so I can keep track of the kid’s schedules and appointments all in one place.
5. | Sync Attachments from Google Drive, One Drive, and Dropbox
Do you first write out your blog posts outlines in Google Docs or track stats in a spreadsheet?
Another cool feature about Asana is you can save docs from the cloud or your computer to certain tasks!
Like for my business expense tracker, I attach my Google Sheets spreadsheet in the task so as the task comes up due each week I can go through and quickly click on the link to update it. Easy peasy!
*looks at calendar* “Oh, it’s time to update my expense tracker. ” *clicks on task* *clicks on attachment!!!*
Voila! Obsessed. Asana is life 🙌
Flying Unicorns when you complete tasks!
I’m not even kidding.
These little guys fly across the screen when you create a handful of tasks.
Talk about motivation to be productive.
Because I work from home by myself most days, I don’t get very many pats on the back or “way to go girl”s.
But every time I’m on a roll checking off tasks in Asana, a unicorn/narwhal/yeti/phoenix leaps across my screen.
While this isn’t the primary reason I use Asana, I do love that they’ve added in fun features to better their user experience and encourage people to stay productive. It’s the little things.
Color Coded calendar that syncs with Gmail!
Asana has an mobile app!
A mobile app for a project management system is a must because as a busy business owner, you’re always on the go.
Thankfully, Asana’s mobile app is also well-designed and easy to use.
I also like getting Asana notifications on my phone whenever my assistants complete tasks. (That might be a close second to the flying unicorns and narwhals.)
Asana is FREE!
That’s right! Que the dance party!
If you still need inspiration, here are a few ideas for how you can use Asana:
👉 Organize funnels: copy-writing, opt-ins, and the email automation
👉 Plan newsletters
👉 Plan + execute launches
👉 Save passwords, track expenses, create a vision board
👉 Hold yourself accountable for monthly, quarterly, and annual goals
👉 Basically: combine your big-picture goals … with your daily to-do list.
Watch this video to learn the basics of Asana so you can create your own workflow!
Want to know 5 Tasks To Overcome Task Overwhelm……Read More
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You are AMAZING mama!
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Question of the week: What project management systems have you used in your business?