Transform Your Marketing Process with Asana | Asana Tutorial Webinar

thanks so much tespee uh hi everyone thanks for being here today my name is marquis murray and you are watching marketing processes that scale transform your marketing efforts with asana if you're here you probably already know this but uh astana is one of my favorite things in the world and so i'm always happy to talk about it when i get the opportunity to so this question on this screen this one that i receive often from team leads ceos as well as marketing managers and directors like many of you that are joining today and one thing that i find across the board is that it doesn't matter whether you're a beginner or an expert in a sauna one thing we all have in common is that there are aspects of a sauna that we haven't quite tapped into yet um or that we just don't get and so what we want to do is you know acknowledge you know that they're aspects of asana that we you know either in hindsight have missed out on or we just don't quite understand how to use yet and and it often comes you know because as you know asana can be whatever you want it to be that's one of my favorite things about it it is a big empty box but it comes with some um you know issues sometimes where we can't figure out the best way to use it for our teams and so if you're new to asgana and know nothing about it welcome to the webinar today um don't let the information overwhelm you though take your note um try it out on your own um at your own pace when you get back to your desk if you use asana every day but you still haven't started using more of the advanced features of asana then this is also for you but this talk it aims to touch on you know some of the less frequently used features within asana and we'll see what those look like shortly and if none of those are you um maybe your company's seen significant growth over the past year and you're having difficulty keeping up with everything on your plate then i'm gonna show you how best to do that today but whatever the reason you're here today welcome to you all i hope you walk away with some some learning today and some actionable next steps so that you can take this back to your daily workflows and so i'm just gonna put some quotes up on the screen here of things that i i hear quite often the first one is i know what i want a sauna to do i just can't get it to do it the second is we just switched to the business plan i'm not sure what i can do with it now the third is my boss need a way to just look at one thing and see the status really quickly and then the last one is requests are are coming in through email at sauna and slack and things are falling through the crack so all in all if any of these sound familiar you're in the right place today um these are just the most common you know concerns that i hear from teams that that i connect with and so today we're going to cover quite a few things we're going to talk about how to get organized with projects and tasks we're going to track your progress unit using universal reporting i know that's a blind spot for a lot of people still we're going to organize your marketing and editorial calendar and show you what that looks like we're going to enable you to see the status of all projects in one place we're going to reinforce your request and intake process today by showing some use cases and uh if time permits we will take a look at aligning your marketing team with asana goals as well we're fitting a lot into this but again my name is marquis i'm the ceo of ditto and we are a systems improvement consultancy that helps streamline the way your work is done and so we we help marketing and e-commerce teams mainly get the most out of their asana by standardizing their operating procedures their tools and improving their processes and so for me my journey really began by building the necessary uh systems within my previous business which was a marketing agency and so made the jump from marketing to operations and i found that the need to create order in the chaos was a common thread that i saw um both in my business and with my clients and it's this discovery that really helped me to realize what my true passion was in that is operations and eventually led into the career i'm in now creating sops um creating process workflows and automations to make work easier and so when i'm not optimizing workflows in asana you can find me either honing my skills in photography kayaking playing bass out for a walk getting to know the the small town that my family and i live in and so if this is too much today or you want to know more you want to know where can i go to get more we have lots of places for you and so asana solutions.com is our youtube channel i share um lots of asana content on that channel sorry someone's mic open see thank you i share a lot of this on our our facebook group which is the sauna verse you can search astoniverse on facebook um you can connect with like-minded peers other asana enthusiasts as well and then i also have a podcast called in systems we trust so you can get that on apple spotify google or wherever else you get your podcast all right so enough with the commercial i know let's get into the webinar for today and let's set the stage and so the case we're going to be following today um just so everyone's on the same page is that wayzillo is a product manufacturing company based out of scottsdale arizona there's scottsdale i think at least that's what google told me and this is jamie jamie is the company's marketing director who currently oversees a team of 12 people jamie is mainly responsible for proving the roi on the company's marketing campaigns and ongoing initiatives all right so that's the case we're gonna be following today uh for the demo so let's explore today's challenge a little bit more jamie okay she needs to report on the status of open projects to her senior leadership team at the end of each month jamie currently has no way to visualize the various projects and campaigns that ban their social media design and email marketing campaigns though what jamie's really looking for is a better solution first being the uh the active status of projects and also has a need to see reports so that you can better monitor kpis and deliver a comprehensive status update to the leadership team each month all right and adam is wayzillo's creative director who reports to jamie um he is currently experiencing issues with who is working on you know which projects and what the status of those projects are and because adam oversees social media design email marketing and all those related tasks he needs a way to receive receive and organize all of the different you know design requests that come in as well so i know we're all you know generally in the marketing space today so this is probably sounding very familiar and if it is then i i'm glad because we're hitting on some really important points today and so for today's demo i'm going to walk you through the case study and we're going to build it as we go we've got a little over 45 minutes to go and in the respective time obviously some of the framework for this has already been built out but i'll be breaking it down for you as well if questions do come up during the call like i said um or like to speed fed just put them in the q a and we'll get to them as soon as we can okay as i'm going through this i want you to think about your own use cases and how you can apply this within your company it's always best to take away those little nuggets and you know see how we can apply them right away and last but not least if you see any animals pop up on the screen today i want you to type the name of that animal into the q a and you'll receive a special prize okay if you see any animals on this screen today type that name of that animal into a q a and you'll receive a special prize all right so i'm going to stop sharing for a second here we're going to switch over to the demo give me one second to rearrange all my zoom screens okay test b how are we looking we can see the new the new screen here beautiful all right so what we're going to do first i'm going to walk you through just some of the projects and how things are structured here today i'm going to switch my camera off just so we can focus on the screen here and so when it comes to how things are set up um i want to kind of show you what i typically see when i come in and take a look at you know either our clients at sauna or prospects of sauna and so this is what they generally look like i i went a bit more on the the custom side and i added some fields and some colors to it but this is is generally it right so all the assets and campaigns are being managed in one place so we have a bunch of tasks that are to be reviewed a lot of them don't have a signees there are tasks that are overdue the status is unclear because it's either not being updated or we're just really not sure um we're supposed to have an indicator here as to what you know channel this is supposed to be going out on but as you can see a lot of it is missing okay and so we have we're managing all of our email campaigns in here our blog and we should be able to see the status but again it's really unclear if we wanted to know how our blogs are doing for that one campaign versus our email campaign you know we're not able to get those views within an environment like this and so as you can see there's lots of holes there's inconsistency in the data population and there are missing info and fields and so my bottom line is that there are always like gaps in the process and the the the problem that we're trying to fix quite often is that um tasks are falling through the cracks and we just don't know really where to get started on how to fix some of those and so what i'm going to do is i'm going to walk you through some of what i've built already so if we get back to our team here okay what i've done is i've taken um all of our different activities so we have all of our tasks if you take a look at them some of them are you know write social media ads great instagram hashtags um generate ugc um different content you know research related tik-tok accounts and they're they're all kind of scattered all over the place so the first thing that i want to do is more or less organized everything within the project and so what we do want to do is make sure that we can always see the status of that task okay that's going to be number one number two is we always want to make sure we can see the campaign channel okay that's number that's number two there and then we want to make sure that all of our tasks have an assignee so what i've done is instead of having all of your tasks and your campaign inside of this one project we've broken it down to be a little bit more efficient and so the first thing i've done is i've created a master calendar for this and so i will use this calendar if you just want to think about this as a catch-all for all of your different ongoing marketing projects and campaigns all right this is going to be where everything kind of lives and and and sorts down to you and so here we have jamie our marketing director who's the the owner of this and there's adam our our creative director as well so what i've done is i have this this project right now it's in the list view um a couple new additions as far as sections go we have a to-do section we have a meetings section i'll explain why a bit later but then i've taken all of those tasks and all of those sections that we had in our our first example and i've created these five headings these five sections within this project so we have blog email paid ads video and website all right so the first thing we're going to do is we're going to go and i've already created these these projects as a whole they're all identical with the exception of the tasks that make it up all right so we have a to do section we have an in progress section and we have a done section i kept it really simple just so we can follow along for the example um but if any of this is unclear please just let me know the first thing i want to do is kind of just look at this and i want to add in the fields so if we recall we want to go in and we want to create our custom fields now when it comes to custom fields we have so many different options as to what we can add in here and so single select is the most popular one it gives us a quick visual as to what's going on multi-select we can select more than one option at a time and then obviously we have date and people custom fields now and uh text and number fields are also used interchangeably and so what we want to recreate here is the campaign channel so i'm just going to create this i'm not going to assume that everyone knows how right campaign channel we have um blog channel and then we have email channel and then there were the various others that were created okay we would then create this field and it's now added to our project and we can simply click and select the one that we want to indicate um what that that piece of content should be should be going towards but obviously i've already done all of this so i'm gonna remove this field completely which is going to delete it and i'm going to bring in the one that i've already made so i'm going to go and search for my campaign channel there it is and then the other one was i'm gonna go to my teams for a minute the other one was our status beautiful so i'm going to go back and i'm going to add that one in as well add a custom field and we're going to call this status and like i said i've already done that there's our wz for wayzillo and so now we can see you know the campaign channel and we can see the status there all right i am going to make sure that all of these have all the things that we talked about right we need to have a status for them all so right now they're all on the to-do section okay as you can see our custom field aligns with the to do and i'm just going to add some due dates here just so when they get added to the calendar we can visualize absolutely everything all right just put in some random dates so i'm going to add some more assignees like so just really fill this up so that we have all the information we need now if we're if we get back to the the marketing calendar the one that we originally talked about we want a way where we can track the individual status of each of these projects but we also want to see everything in one place so that jamie can get all the information that she needs to report and then adam needs to be able to see the status of all of the different campaigns so again we have our blog project email paid ad video production and website and so the first thing we want to do and the reason why we often will add these custom fields is so that we can add rules to them and so what i'm going to do now is set up a rule that says whenever this channel um custom field is used blog that it gets added automatically to our marketing calendar all right and so we can do that by clicking on the ellipses next to the section we want that rule to apply to or we can just go to customize and we can then add that rule which i'm gonna do and i love custom rules and so i'm gonna use this one so the trigger in this case i'm just gonna call it blog multi-home okay and the trigger like we said is the the channel campaign is blog like so the action in this case is going to be that we're going to add it to another project so i'm going to find our marketing calendar 2223 underway zillow and we're going to put it in the blog section so again the rule is that any campaign channels or custom fields where we see blog we are going to multi-home it to um this section here within the marketing calendar so let's just create that rule all right and just so we can check if it's working i'm going to turn all these off and then i'm going to set them to blog again and we're going to see if asana is going to recognize it there we go so blog multi-home is running times five great so now we should be able to go over to our marketing calendar and under the blog section there we go those tasks have already shown up there and we can see that they're in a in a couple of places because it originated in the marketing projects okay but we we better organized it inside of our blog project which we where we just were and now they're also living in the marketing calendar space okay and just for you know consistency's sake and you know clarity i'm actually just gonna remove it from the original marketing projects we no longer need that that is the old way of doing things so i'm just going to press on this x here to remove all of these tasks let's do them all together we're going to remove them all from marketing projects there we go so now it's just living in our blog project where we have our to do in progress and done and now it's living in this section i'm going to do the same for email let me just do this real quickly so again our first steps are going to be to find those custom fields there's number one and then we had our status as well beautiful and so now i'm just going to populate these the same way we did before i'm going to assign another task to another team member add some dates for all of these okay and then these are all for email and i'm going to have this status set to to do now if you're not familiar with rules you know the reason why i sometimes will have this status here as well is now we can set rules that simply say this right if uh we can click on the ellipses next to the the section that we want to impact add that rule and it will just say any um task that's moved to this section right we can do a couple things we can have the status update to in progress right and then we can also move it to in progress so we have our triggers which start the automation and then we have our actions which is the outcome of the trigger okay so it's not just that a task could be moved there someone could update that custom field so we want to always make sure that we have the inverse of the rule running as well so i'll just add in in my trigger as well that the status when the status is updated to in progress that it will work now there's one thing that often gets overlooked you got to be really careful about is this little um disclaimer right here and so this is currently set to that when all of these triggers happen okay so both of these have to happen in order for these actions to take place you just want to make that quick change that when any of these triggers happen so whether someone moves it or they're selecting that custom field these actions will then happen so now i'll just take a quick test i'm going to move this in progress and we're going to see this guy update to in progress there okay so that's that's rules 101 right there i'm just going to keep them in the to-do section for right now you'll notice the in progress will not change because i do not have that rule assigned here just yet i'll have to manually do that but now if you recall we're going to do the same rule where we're multi-homing it to the marketing calendar so now we're going to call this email and it's going to be that when the channel campaign is updated to email the action will be that it will be added to another project and it's gonna be marketing project and this section will be email we're gonna create that rule perfect so let's just get those all over there by turning this off and then running it again it's on it's going to let us know that it's working times three beautiful all right let's go take a look and see how we did so we have our emails nicely organized there are assignees for all of them um let's just update the regions just for fun because i love colors but doesn't really matter mauricio spotted a dragon a dragon an animal or a mythical creature i did say animals okay great um and like i said a lot of the framework has been already built out so i've already done that for our paid ads um projects our video production project and our website project and now all of our all of our tasks are here okay but if you recall there are still quite a few living in this space so just to clean some things up i'm just going to remove them once and for all from our original project so that we have a really nice base to work with so i'm going to click all of the tasks and we can select up to 50 tasks at a time to make these changes i'm going to click on here and we're just going to search for the project we want to remove and we're just going to x out on that right there beautiful and i'm going to save this as our default view now i'm just going to finish filling this out put in some other random dates like so some of them are overdue some of them are upcoming perfect just like that i'm going to make sure our assignee field is visible as well just to make sure that all these tasks also have an assignee really close let's just finish this up real quick perfect all of our team members all of our tasks in one place now what's great about this is that when i flip over to the uh the calendar view this is what we get now we can see that all of our tasks are in the same place because we've multi-homed them there this view and the sections and how it's organized will not impact at all what's actually happening at the individual project level as you can see these are all independent of each other but now we have a really clean view and what i'm going to do in the calendar is i'm going to change this this default not to be the asana default because it's just giving us the color of the the project we want it to be the color of the channel the campaign channel custom fields and we do that so that we can start to recognize the colors and know at a glance exactly what it is now if we did go to the blog let's say sometimes depending on how your naming conventions are set up we may want to do something like this where we put this um this prefix in front of all say the blog type emails right just so that they jump out even a little bit more so we sometimes will do that for our social media content and then if i go back to the marketing marketing calendar we can look right away we can see oh yellow's the blog great now i can visualize all of that information okay we're gonna pause there for a second so we we've organized everything it's all inside one view but we're gonna come back to that we're going to move to our next step okay and what we're going to do for this is we're going to set up a design intake request form as well okay so i'm going to head over to our design request project okay this is private for one reason adam is the owner of it any of the work that adam has to do um we don't necessarily want everyone you know being involved in how the the soup is made so we keep that private and so you can decide to do whatever you want to um but i'll totally leave that up to you so first and foremost we just want to go in and we want to create let me update that all right k says i see cat beautiful um all right so we have to do in progress and done the first thing we want to do is we want to create our form all right and let me just come over here to customize where all the magic happens we're going to create our form and we're going to add that form here we're going to call it design request maybe i'll add a nice cover photo just for fun okay we have our name and email address already and then what we want to also do is just add in a few fields that make sense and so this could be you know what's the goal of your request again you can make this whatever you want it to to be i'm going to make that required um maybe i'm going to have one for and it's going to be a paragraph i'm going to say what is required make that mandatory and because we have created those custom fields i'm also going to use those to our benefit so i'm going to bring in our single select here and i'm going to ask what channel is this for all right we can start listing them out here where we can say blog and we can say email but because we already have that custom foods created we can actually add that to a field so i've already gone ahead and added our custom field we've already become familiar with called campaign channel so as long as i click on that it will connect to this here so now this is going to be a requirement that we have the channel set up you know other options if you did want to use the multi-select you could say you know what dimensions do you need and then option one could be 1920 by 1080 and then option two could be 1080 by 1080. really doesn't matter but that's what that could look like okay if we click over in the settings we want to make sure that you know adam gets every single one of these requests when they come in because we do not want any more to fall through the cracks so we're going to set adam here as the assignee for this and it's going to make sure that every form that is submitted adam gets that notification and it's assigned directly to him come on adam all right let's try that again while we're waiting for this to load marquis can we answer one question by bart he asks does this design request replace the schedule tasks in the marketing calendar or is the calendar task just um for management of the task not the design itself yeah great question so we often will just want one you know streamlined way that all requests are field um fielded and so the the tasks within the projects that to like get the campaign from a to z they'll always be assets that need to be developed that you know will want to create and so we create the design request projects as a space where the creative team can you know have all of their their conversations and have their workflow really defined and see where all of the um where all of the tasks are so that again nothing is falling through the cracks all right so let's just see what happened here all right so i'm gonna delete one version of these okay so we have our design request now and let's just take a look at it quickly i'm gonna pop this this is what it's gonna look like now we have it here which channel is this for so on and so on and we have all the things that we that we added in there okay what we can now do is uh a couple of things okay um we want the the team that submits to be able to follow along with what's happening because remember this is private right so they're not going to be in this project and we also want to make sure that um they can you know get the status right away without having to to bother adam or bombard the the design scheme and so what we're gonna do for that is let's go back to our our teams down here so i'm going to do a couple of things within each of these teams i'm going to add a section called design request is that how you spell it i think still there we go i'm going to add that one called design request and then i'm going to go to email and i'm going to do this same thing remember asana is a big open box you can do whatever you want but this is one of the ways that i love to use asana and often recommend to our customers um to do the same now because we have our our um our form set up we can do a couple of things okay we can now create rules that say this um we're going to add a rule to this section so when a task let's start with our trigger at the top we're going to start the trigger that when a task is added to this project okay another trigger will be that the you know campaign uh channel is let's just do blog because it's easy okay so when all of these happen so we want to know that when a task is added and you know um blog is there and the blog would have shown up there because in the design request form someone would have specifically selected that field okay and so the way that this form is set up now is because we pulled it in from our custom field it's automatically going to assign that channel identifier to the submission okay so when all of these happen what we want to do now is we want to add it to another project so because we want to maximize visibility for everyone on the team we're going to add it to another project which is multi-homing and we're going to multi-home it to our blog project and it's gonna go in the design request space okay now think about this for a second we've just gone and we've created this rule that says when a task is added to this project through form submission and the campaign is set to blog we want it to add to this space okay blog design requests now you'll figure this out through some trial and error but if you recall we go back to blog and we created a rule already that says that the campaign when it's set to blog okay it's going to multi-home so we're potentially doing is creating a loop where these rules are going to start canceling each other out okay so what i want to make sure i do if we are completing anything like this is that we add to our triggers and says that when a trigger is moved to this section so not design requests when it's moved to to do only and all of these are set that is the only way that it can be multi-home to this calendar so in this case when let's just test it out now let's go and we're going to refresh this form and we're going to test it out we're going to go back to our design requests and see exactly what happens i'm going to submit like so design request test copy required no copy needed and we're going to set it to blog and we're looking for a banner maybe for our blog and we're going to submit it going to spin up submit our form and it should do a couple of things so there we go it's been added to to do um it's been assigned the channel custom field of blog it's been assigned to adam which is exactly what we wanted and now we can see with this little bar that it's been added to another project so let's see what it did okay so in this case it did exactly what we wanted it to okay it didn't go to the to to do section and it didn't overwrite the other rule okay it went exactly we wanted it to and now our team that's in the blog space but not the design project can now see the exact in same instance that adam is seeing okay when adam moves it from to do to in progress this team is going to get a notification they're going to see okay great our our our task our request is now in progress they can see all the information here and we can move it through that way as well and so um i can see we have a question so i'm going to take a pause for that how then is the design status and progress managed if it's separate from the main task how then is the design status and progress managed um yeah great question for the design status is specifically managed by adam and his creative team within this project okay so when they move it from to-do to in progress and done it will update as a custom field and then in the blog team where you know adam is not a member of and vice versa we're going to see that status so now our our team just knows not to touch this design request this is strictly for adam and his team all we are concerned with is our work to do in progress and done okay if we wanted to get really fancy okay and there this you know design request we knew was specific to say this blog we could do something like this within our project we could copy this right and then we can go to this task and we can say um convert to subtask of i'm going to copy in my link there that blog okay and so now we can see that that design request is linked directly to there and we would only do that for visibility's sake so that's just another option for us if we did want to keep things really nice and tidy so we know exactly what's linked to what but again that's just one option for us to observe any questions on that before i move on to the next point all right so let's take it a step further now okay now we've got some visibility we've got our process really down you know adam and his team are working well everything's being received and our team can still work jamie can come in and jamie can see exactly what's going on what blogs are going out on what day our system is now starting to work okay but we can get even more granular with this so now we want to go and we want to create a portfolio all right and so on the business plan um you're going to have access to portfolios here where really you just want to think of them as folders right summaries of everything that we put inside of them so i'm just going to put marketing progress right here let me make that public and now we're going to add our different projects to it we're going to add in our blog we're going to add in our email project our paid ads project what else do we got sauna's blocking me video production and websites video production there we go and websites okay just like um just like projects we can add custom fields here that that we want to to visualize so i'm going to go in because we've been using it this whole time i'm just going to add in my campaign channel so we can see at a glance exactly what's going on okay and now maybe i want to add in my status as well because jamie doesn't want to have to go down and drill into every single project jamie doesn't have time for that jamie's a director and needs to report and see things really really quickly okay so now we can see that these campaign channels are pretty much set okay because um they're connected to those individual projects now we can see the status you know if this is in progress we can add additional field that this is not for not ready to complete this one yet then that can wait and then this one is done completed okay so what this can look like in the real world is through actual status updates so one thing i'm gonna do is i'm going to actually set a date for this website um launch here and so i'm just going to give it uh a date of range of about 30 days we'll get back to our portfolio okay and now we can see that the september 1st and the 30th okay this is a high priority item okay we can see the task progress is zero there are four incomplete tasks all together and we have no status update and so i'm just going to go back in i'm just going to complete a couple of these tasks here and i'm going to manually move them over to done because we haven't set up the rule for it yet okay so now when we go back into our portfolio we can now see that we are 50 complete this now jamie can come in and jamie can do the status update so as the owner of the project we can you know remind ourselves and get a task reminder every friday to update this status so i'm just going to check off that little toggle now we're going to update this status now if you remember i told you that a lot of this has already been created but i'm just gonna update the team on what's going on this is mostly on track we're halfway through we're feeling really really good okay we can see all our custom fields there i'm just gonna paste in my summary there we're doing great teams kicking butt and taking names we had a small hitch regarding a design approval um but we're able to sort that out looks like we'll make our deadline for the holiday season great feeling good now i'm going to put in what was accomplished i'm just going to paste that in what's blocked let's see what was blocked here so not enough graphics with cute dogs and cats that reminds me um we're going to need a few more of those all right fine you can get them um and then next steps we have a few of them here okay we're gonna rock the socks off of our customer we're gonna continue being awesome we're gonna start planning for the next campaign and conduct a retrospective of this this current campaign okay now because we've already completed some tasks you can see that astana makes it really simple to just pull in what those tasks are within your desired time frame so over the last four weeks we completed two tasks so i like to just put a little summary and then drag that over there and it would actually populate the attack that were completed okay if we have any overdue tasks there were zero um we don't have any approvals or milestones and so we can say that you know nothing was overdue or blocked okay and then we can see what's up coming as well so we have two tasks that are upcoming and we can drag those in here also okay now when we post this status update everyone on jamie's team is involved can see what's happening she can tag her um her leadership team here and they can see exactly what jamie sees they get the status update every single week and they are happy all right so i'm not going to do that for all of the other projects but with each individual owner this is basically the the process that you will follow right so i'm just going to favorite this right here and we're going to go to one of the the big blind spots that i often see and is setting up reporting okay so what we're going to do is we're going to create a global report now to report on everything that we see so i hope you can see how this progression has been made we've cleaned up our project we've standardized it with custom fields we've added in rules that automate the use of those custom fields and the progression of tasks we've multi-home them all into one clear calendar for everyone to see we've created a new intake process that based on you know what is selected in that form it gets multi-home to that theme so that they have visibility on it and now we have a portfolio where anyone on the team can come in and see at a glance how are we doing are we on track are we off track are we at risk what's going on now we want to see some hard and fast numbers so in the business plan if you go into reporting okay you can add a dashboard so we're going to call this one let's see we're going to report on incomplete tasks by progress by project so across all the projects which um or how many incomplete tasks are there so one you can you know standardize this you can have it just be columns or donuts i i like columns and donuts they're my they're my favorite they're the most visual ones okay and then we want to take a look at this we can now include tasks and projects across the entire organization we can just look at the wayzillow team if we wanted to okay like so um we're gonna actually look at our portfolio that we called marketing progress so now we can see all of the the uh project that we added there and again we want to see incomplete progress by project okay so now it's not necessarily task count we want to see we want to see incomplete so we can now drill down in our filters and we can add an unlimited amount of filters where we can go by task completion status okay so now we can click on incomplete and we can see that there are six tasks that are incomplete in paid ads six that are incomplete in blog so on and so on and website obviously we've been working through that one where we know we're 50 of the way through the project so there are only two incomplete tasks so now we can create that field or create that chart okay i'll create one other one for you we're also going to look at all overdue tasks by project okay so we want to see at a glance out of all of our our projects which one of them are are overdue now when you drill down into this yourself you can see that thon has already got you started on some of the most commonly used and needed um charts here so you don't need to you know reinvent the wheel here and you know think outside of the box you can really do whatever it is that you want but i like custom charts because it allows you to just think through it a little bit more and so all overdue tasks by project again we're going to sort by our portfolio here we're going to assign this to our marketing progress if we didn't have a portfolio set up right we can pull in specific projects so now we can search for blog email right but that that that weighs much lower mauricio on it again cats and puppies all right mauricio um so let's go back to our portfolios let's pull this in perfect and so again we want to see all overdue tasks by project now we are going to look at task counts we're going to add our filter okay and then we are going to look at task status this is going to allow us to visualize what's upcoming overdue unscheduled or completed okay so we're going to look at overdue tasks within all of these here so we have three overdue tasks within paid ads and now we have one overdue task within blogs okay we're gonna do one more for you just so you can kind of get to understand what this is we're going to do actually i'm going to x out of that because we can actually duplicate charts and i'm going to edit my duplicate chart here i'm going to say overdue tasks by assignee okay so rather than rather than task counts we can go in and we can change our filter to okay and we can filter by the specific assignees but in this case i'm just going to change my x axis to be assignee remove this filter here okay and now we can see the task count the last step again is that status because we want to see all overdue tasks by status so moses here he has two tasks that are overdue okay uh jamie has one and then romina has one as well and so we can see that this is really starting to take form but if we go into our our already populated report here we can see what this can look like the other metrics that i wanted to visualize were all unplanned work so what's nice about these now is we can click into these and now we can see all unplanned work and so what unplanned work is is it's simply um tasks that don't have a due date within them so right now adam's new design request is the only one out of all of these within the portfolio that do not have a due date assigned to them the last metrics that i wanted to display and we can change how we display them by by bringing up a number chart was task status at a glance so the filters are a little bit different we're looking at the entire phoenix corp let's again go by marketing progress but update these here we'll go by portfolio marketing corp okay i'm not gonna do the other ones but you'll understand how it works so now we can see that there are a total of 22 tasks across all of the projects that we've assigned in the portfolio we can see that 20 of them are incomplete there would have only been two that are completed and overdue tasks i think we had how many two so we have four overdue tasks all together so now jamie can come at this and take a look and see what's happening at a high level and jamie's bosses though the ones that are in senior leadership can now come here and either look at our portfolio or look at this snapshot of the report and so um i hope this was this was helpful to you i know it's quite a bit of information but as we can see there are no limits really to what asana can do and the important thing here that i want to stress is that this you know this visibility in the reporting and the visibility in portfolios and the visibility in our master account in our marketing calendar is only made possible by clean information right we have all of our information organized within our projects we're using all the custom fields we have a clear concise way and everyone on our team has agreed that we're gonna work in this way and they're all responsible and take ownership for keeping the the project nice and clean so i'm gonna switch back to the presentation now are there any questions at all from anything that we've discussed in the demo today were there any others that came in to be um a few yeah um but no questions at the moment no questions okay perfect um let me just reshare my screen here and we'll conclude things so i want to thank you for being here today um something that i'm really excited about if you're sitting here and you're like this was a lot of information i still don't get it i'm overwhelmed again take the notes take it back this will be this is being recorded and so you can watch this back and you know go at your own speed and learn a lot of these things but something that i'm really really excited about that we are you know launching we're in our pre-launch stage right now is what we are calling a sauna mastery and it is a course that we've designed that goes in depth into everything that we've discussed today and so if you go to asanamasterycourse.com even today you can get on the the wait list and um get in on a low introductory price today our our classes will be starting uh later this fall but you will have access to me the rest of the diddle team were teaching all of these foundational asana best practices and helping you in build and building the best you know a sonic conventions and best practices for your team we're covering everything from asana basics to business and enterprise features where we have access to some of asana use cases and best practices as well as the advanced features so everything we have here we will be working through at your own pace um with additional case studies with different industry experts and we have access to me and again the rest of the digital team on a weekly call where we can look at your business as well and look at exactly what it is that you are struggling through and work through it together you'll have access to a customized asana template if there's anything you saw today where you just thought man there's no there's no way i could ever build that out or have it look just like that um we're gonna be taking that on and helping you and providing those to you you'll also have access to our private volley community volley is a an alternative to to slack where it's video based where we can share in a community and send messages asynchronously and so you'll have lifetime access to that and so i'd love to invite you to visit asanamasterycourse.com you can register now take care of all the the logistics now and get on the wait list so that when the doors open in a few weeks you are the first to be notified and so um would love to take any other questions if there are any who's excited about asana mastery let's see let's throw it in the q a there i know i'm very excited about asfana mastery and i can't wait um and so again visit asanamasterycourse.com you can find out more about what ditto does at thinkditto.com or you can go find us on on socials and if you have any just general questions feel free to um email me and we have uh we we had a winner like i said if you if you saw any animals on this screen um you get a special prize so mauricio for spotting all the cats and dogs you get a free 30-minute um consulting session with me and so um would love you to send me an email so we can set that up and get your free consulting session going but that will conclude the webinar for today thank you so much for attending and we will see you online bye for now

Channel: Marquis Murray

Views: 15,006

Keywords: asana, automation, workflow automation, workflow management, project management, productivity, productivity hacks, Resource and planning, gantt chart, process improvement, Workflow creation, Task management, Asana Management, Project Management, Software Automation, Automation Hacks, Entrepreneurship, Business System, Getting started with Asana, How to use Asana, Asana basics, How to setup my Asana, Transform, Marketing, Process, Asana, Tutorial, Webinar., asana tips, asana training

Id: irvSsZHK154

Length: 58min 8sec (3488 seconds)

Published: Thu Sep 15 2022