Asana Workflow Specialist

Custom fields best practices

1) Add a custom field to your organizational library (global custom field) to use, report, and have data from your field transfer across multiple projects or teams. 2) Add a unique identifier to the field name and add a field description so they're easy to find within your library. For example, if you want to create a special "Priority" field to use across all projects in the IT department, you might name it "Priority [IT]." 3) Re-order and choose which custom fields are visible in your project by hiding certain fields (just like hiding a spreadsheet column). 4) Lock the permissions for any custom fields you need to centrally control (e.g., a company-wide field for department codes).

Project template best practices

1) Before making a project a template, remove yourself and others from all tasks and subtasks. This prevents adding users to future tasks and avoids clutter and confusion in your inbox. 2) Reset any status custom fields to their initial stages, such as "Not Started," and mark all tasks as incomplete. This ensures that new projects created from the template will have the correct custom field status and new tasks. 3) Use "[Template]" at the beginning of template names to easily identify them and distinguish them from regular projects.

Best practices for creating and managing teams in Asana

1) Clarify organizational structure and hierarchy (team profile, members). 2) Communicate to all members of a team across projects (messages, bulk task assignment). 3) Control a group's access to relevant data and features (access control, membership). 4) Clarify ownership for initiatives (projects, goals).

Don't use sections when

1) If you're trying to use sections to divide a project into unrelated sets of work, it's better to start a new project. 2) If you're using sections to divide up project tasks for each person on a team, it's better to use the sort by assignee feature. 3) If you're trying to track project progress with sections, you should use a milestone instead.

Why does Asana's Work Graph® data model make it an especially powerful platform for integrating AI into workflows? Select two answers.

1) It provides a comprehensive map of work relationships, enabling AI to analyze and optimize workflows effectively. 2) It has access to background information and discussions about work, enabling AI to offer context-aware recommendations. The Work Graph® data model captures the relationships between tasks, people, and outcomes, allowing AI to leverage these contexts for better recommendations and automation. It also integrates relevant background information and discussions, enabling AI to provide more accurate and context-aware recommendations.

What is Asana AI?

A set of features integrated into Asana to help you manage your work more effectively using artificial intelligence

What is a key limitation of a container data model in work management systems?

A unit of work can only live in one place This limitation of the container model hinders dynamic project management and cross-functional teamwork.

Which of the following is a workflow? Select two answers.

Deadline-bound projects and ongoing processes are the two types of workflows in Asana.

Dependency

Dependencies ensure that work is completed in the right order. They also notify people in their Asana Inbox when their part of the project is ready to be worked on. You can manage and view dependencies in list view, timeline view, and Gantt view. Timeline and Gantt view allow you to visually see tasks with dependencies and even create new ones by drawing connections.

Why is an intentional approach to change management necessary for successfully rolling out Asana? Select three answers.

Even if Asana is designed to be easy to use, any kind of change can be hard for people. Change efforts have a high failure rate. Without intentionality, teams fail to build awareness about the need for Asana.

What are the two key elements to include in your "why Asana" statement? Select two answers.

Goals & Pain Points

An IT manager wants to use smart status to save time drafting and sharing status updates. What can they use smart status to draft status updates for? Select three answers.

Projects Portfolios Goals

Condition

+ Check if... represents a condition that must be met for the rule to run. Rules can be created with zero or multiple conditions (branches). Example conditions: Task is in a section Assignee Task is no longer blocked

Action

+ Do this... represents an action that occurs as a result of the rule. Example actions: Create a task or subtask Move to section or project Set a custom field value

Trigger

+ When... represents a trigger that sets the rule in motion. Example triggers: Due date is set Field is changed Task is overdue

How do you measure progress within a project?

Using milestones

How do you organize tasks within a project?

Using sections

What insights can you gain with AI chat? Select three answers.

You can learn about upcoming work. You can assess priorities. You can remove blockers.

Rules

allow you to automate and streamline routine actions on tasks. For a rule to work, you need a trigger and condition that activates the rule and an action that is performed automatically. You access rules in the customize menu of your Asana Workspace.

Multi-homing

enables a single task or subtask to be part of multiple projects simultaneously, ensuring that any updates—whether a change in assignee, due date, description, or other details—are automatically synchronized across all projects that the task lives in.

Portfolios, teams, or projects?

1) Portfolios help you organize and monitor projects across different teams. Portfolios can include custom fields to help you categorize different initiatives. Portfolios make it easy to provide status updates across multiple projects to leadership or executives. 2) Teams are meant for organizing groups of people, not work. Teams also act as a repository for project templates. Teams enable you to give the right people access to the right work (e.g. sharing a project or portfolio with a specific team). Teams can also serve as distribution lists, enabling you to send messages to specific groups of people. 3) Projects organize tasks related to a single initiative or process. Projects are linked to teams. They can be added to multiple portfolios, similar to multi-homing a task to multiple projects.

Best practices for sections

1) Track stages of work on tasks (e.g., "New," "In Progress," and "Done"). 2) Divide a project into "work streams" (e.g., "Web," "Social," and "Email"). 3) Group tasks by timeframe (e.g., "Week 1," "Week 2," and "Week 3"). 4) Track which sprint a task is being done in.

Best practices for ongoing process workflows

1) Use board, list, or calendar view to view items as they move through the process 2) Use forms to standardize the intake of new items into your process 3) Use sections to denote the stages that work moves through 4) Use rules to automate repetitive steps in your process

Best practices for deadline-bound workflows

1) Use list, timeline, or Gantt view to see tasks in sequential order. 2) Use sections to organize tasks by timeframe, category, or project stage. 3) Use milestones to identify important work and critical points in your workflow. 4) Use custom fields to capture important meta-data about each task. 5) Use dependencies to automate handoffs between inter-related tasks. 6) Use project templates to scale deadline-bound workflows, making it easy to kick off a new instance of the project.

What is Asana?

A collaborative work management platform

Approval

Approvals are a type of task in Asana that helps users quickly hear back about their request or asset that needs approval. Approvers can see what's needed of them and have a clear action to take. Requesters get clear feedback on what has or has not been approved. Just like tasks, anyone can complete an approval, not just the assignee. If needed, use comment-only projects to ensure that only the assignee can approve a given task. Subtasks can be marked as approvals. This can be helpful when an approval is the final step in a larger task.

How can you leverage Asana AI to achieve organizational outcomes? Select three answers.

Automate routine tasks Edit tasks Provide insightful summaries

Dependencies Custom fields Milestones

Automate sequential handoffs between tasks. Categorize work for status, estimated cost, and priority. Identify important work and critical points throughout your project workflow.

What are some ideal use cases for Asana within a team's communication tech stack? Select four answers.

Planning projects Sharing project status updates Sending team-wide messages and updates Having conversations about specific pieces of work

Match each goal type to the example goal statement. Personal goal Company goal Team goal

C: Increase brand awareness T: Increase web traffic by 15% P: Speak at two conferences this year "Company goal" matches "increase brand awareness." It will require multiple teams to achieve this goal. "Team goal" matches "increase web traffic by 15%." One team or department, such as marketing, may be accountable for this goal. "Personal goal" matches "speak at two conferences this year." This might be a personal development goal captured in Asana but unrelated to broader team and company goals.

What does smart projects enable you to do?

Create a customized project

When should you create a goal?

Create a goal if you are looking to ... 1) Implement a company-wide goal management framework (OKRs, SMART, etc.) 2) Communicate the current status of goals to the company, department, or team 3) Monitor and report on the progress of an active goal.

When should you build a project?

Create a project when you have a large coordinated effort with a group of stakeholders working on one common initiative over time. Examples include launching a new marketing campaign, planning an event, or developing a product. You can also use projects to manage a long-running workstream with frequent new tasks. Examples include bug tracking, creative requests, or customer feedback. Do not use projects as a way to manage multiple large initiatives across various team members. This is especially important if you need to report on the progress of several projects. We recommend using portfolios to manage multiple initiatives.

When should you create a task?

Create a task when you have a specific action or deliverable that needs to be completed. Tasks represent individual actions within a project and can be assigned to team members, given due dates, and tracked for progress. Examples include: publishing a blog post as part of an editorial calendar, performing market research for a new product launch, or finalizing the messaging for a marketing campaign.

What does Asana AI use to provide suggestions for improvement to goals? Select three answers.

Current title Description Related work

In My tasks, what is the best way to categorize a task by high, medium, or low priority?

Custom fields allow you to apply high, medium, and low priority to your tasks.

In Asana, where do you find notifications and updates on everything you need to know about your work?

Inbox collects all comments, @mentions, status updates, messages, etc., in one place. As a best practice, be sure to check the inbox twice a day to ensure you're up-to-date on all communication.

Which dashboard chart type would best report on task completion over an amount of time?

Line chart

Which of the following are available project views? Select three answers.

List Gantt Board

Which type of custom field is project-specific and cannot be used in future projects?

Local custom fields

What are the benefits of collaborative work management? Select three answers.

Maximize team impact Drive organization clarity and accountability Increase individual productivity

Milestone

Milestones highlight specific points that are critical to a project's completion. Any stakeholder can easily get a sense of a project's progress by viewing its milestones rather than looking into every single task. Milestones mark specific progress points that must be reached to achieve a project's success. They're more significant than everyday tasks and should be the "big rocks" of your project. You should name your milestones to describe the result, such as "Campaign launched."

What function allows you to add a single task to multiple projects?

Multi-homing

Where can you find all the tasks that are assigned to you in Asana?

My tasks

What are the three key benefits of collaborative work management (CWM) at different levels of an organization?

Org-wide clarity, Team-wide impact, Individual productivity A collaborative work management approach creates organizational clarity around purpose and outcomes, maximizes each team's collaborative impact, and enables individual productivity.

Which of the following are good uses of a team? Select three answers.

Organizing your people Housing project templates for scalability Quickly distributing team private projects to new members

How to address potential objections you might encounter to the rollout of a new tool.

Representative: Your change network should have diverse representation across important teams who will be using Asana to help them see the relevance of their work. Able to influence: The ability to influence others, through peer or formal leadership, can help people overcome some of their initial resistance to change. Motivated: If your Change Network doesn't believe in the importance of the change, they'll have a hard time getting others on board. Knowledgeable: Having members who are knowledgeable about the teams' processes can ensure their perspectives are reflected in your implementation approach.

What items can be starred to add to your side bar? Select three answers.

Search results Projects Portfolios

What are attributes of an effective task? Select two answers.

Setting due dates Having an assignee

What would you not expect to see in an ongoing process?

Since ongoing processes do not have an end date, you should not see tasks that signal importance to project completion (Milestones)

What Asana AI feature can you use to get highlights from task descriptions and comments?

Smart summaries

What progress sources will automatically update your goals? Select three answers.

Sub-goals Projects Tasks

When should you create a subtask?

Subtasks break down tasks into smaller pieces of work and can be assigned to different team members. Use subtasks to: 1) Break down a task into more manageable chunks of work. 2) Divide a large task among multiple assignees. 3) Request review from others (beyond the task assignee) to get their input or feedback.

Match each item in the Asana hierarchy to the example of that item. Projects Tasks Portfolios Goals

Teams are functional groups in an organization that likely correspond to departments like marketing and people operations. Projects house tasks and subtasks, which allow users to divide work into manageable units. For example, a regional marketing campaign might be a project in Asana. Tasks represent the individual action items within a project. For example, creating a video is an individual action item that may be part of the marketing campaign. Portfolios are containers that group related projects together. There may be several regional campaigns which can all be grouped together into a portfolio of work that collects the 2024 marketing campaigns.

When should you build a portfolio?

To better align work across your team or organization, consider these portfolio best practices. Build a portfolio if you are looking to ... 1) Track progress of large, multi-project initiatives across many teams. 2) Monitor the status of multiple, related projects. 3) Balance the workload of people across multiple projects. 4) Centralize management of all projects contributing to a goal. For example, connect a portfolio to a goal to automatically roll up milestones across multiple projects for progress tracking.

How can you block time in Asana to ensure you can complete your work?

Use integrations like Clockwise, Google Calendar, or Outlook.