This isn’t an exhaustive list per se but something to look out for when setting up your Asana account. 

I will take you through the process of how Workhorse helps clients get set up through Asana. It’s a great software but it’s only as good as you make it. It needs to be set up and tailored to your organization’s needs or nobody will use it and this will all be for not. 

I’m going to assume you’re using the paid version of Asana. You can get pretty far on the free version but there’s some nice features even in the entry level paid version

    1. First have a 45-60 minute interview with the stakeholders who will be managing and using the software. 
      1. Occasionally this takes more than one meeting but we can usually get the info we need in one meeting.
      2. We use Otter AI to record the entire conversation. This allows us to know who said what and have a recording of the whole conversation we can refer back to when building
      3. The main goal of the meeting is to require the business to walk through each process step that will exist in Asana. (Example: How does a sale get fulfilled?How does a project manager communicate with their team?) This also makes the stakeholders confront bad practices so we can get those fixed.
    2. Set up the team structure
      1. Generally it’s a good idea to have a few different teams. This way you can give and take access to different teams as needed based on employee roles. 
        1. For example, at Workhorse, we have a “Paid Websites and Maintenance” Team. We are able to share just this team with web developers and even just one singular project with a developer without giving them access to our entire organization. 
        2. We also have an Admin team. This can include information about finances, bigger picture to-do items, and things you just might not want every employee to know.
      2. Add employees via email to this team AFTER it’s done being set up
        1. Most of the time, people get this invite and they make an account and take a look. If you do it before you’re done they’re going to be unimpressed and now you’ve lost a great opportunity to get their buy in.
    3. Create project templates
      1. Hash out what a typical project looks like
      2. You’re going to get this wrong at first. You’re going to realize there’s something you want to tweak. That’s ok – edit the template as you go and soon it will be a cake walk.
    4. The above steps are usually the bare minimum. We can add report templates and things like that, but for the most part, this stuff is what takes up the most time.
    5. Report back to the team and get feedback.
    6. Train staff on how to use the system. Have them demo the system with their hand on the mouse (Pro-Tip: Let them do it. Let them click around. Let them mess up.)
    7. Generally, Asana has very good support and forums. Most things can be searched there and solved. However, we do offer a service where we stay on as maintenance for a short time or indefinitely so you always have someone to call for support if needed.

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