How to Manage Subtasks in Asana

Edited 1 week ago by ExtremeHow Editorial Team

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Asana is a popular project management tool designed to help teams coordinate and manage their work. One of the key features that enhances its functionality is the use of subtasks. Subtasks in Asana allow you to break down larger tasks into smaller, more manageable parts. This can make it easier to organize complex projects, assign responsibilities, and track progress. Here, we'll explore how to effectively manage subtasks in Asana.

Understanding subtasks in Asana

Subtasks are essentially tasks within a task. They allow you to break down the main task into smaller parts, which can be assigned and tracked individually. Subtasks are useful for detailing the steps required to complete the main task and ensuring accountability within the team.

For example, if your main task is to “launch a new website”, sub-tasks might include “finalize the design”, “write the content”, “implement the code”, and “test”. Each of these sub-tasks can be assigned to different team members and given different deadlines, making the large project more manageable.

Creating subtasks in Asana

Creating subtasks in Asana is simple:

1. Open the task to which you want to add subtasks.
2. Find the "Subtasks" section in the task details pane.
3. Click the "Add Subtask" button.
4. Enter a name for your subtask.
5. Assign a subtask to a team member, set a due date, and add any additional details needed.

It's important to note that subtasks can have their own due dates, assignees, and attachments, just like any other task. This provides a lot of flexibility in managing your projects.

Best practices for managing subtasks

While subtasks can be incredibly powerful, they are most effective when used correctly. Here are some best practices for managing subtasks in Asana:

1. Clearly define subtask objectives

Each subtask should have a clear and specific objective. Avoid vague descriptions. For example, instead of a subtask labeled “Work on content,” a better subtask would be “Draft a blog post for the About Us page.”

2. Assign subtasks to the right people

Make sure each subtask is assigned to the appropriate team member with the right skills and knowledge. This helps ensure the work is done efficiently and effectively.

3. Set realistic deadlines

When setting due dates for subtasks, be realistic about the time needed to complete these tasks. Consider the workload and other commitments of team members.

4. Use subtask dependencies

If a subtask cannot be started before the completion of another task, set up a dependency relationship. This helps to manage the workflow efficiently.

5. Review subtask progress regularly

Regularly review the progress of each subtask to make sure everything is moving in the right direction. This can be done in a team meeting or through Asana's progress tracking features.

Using custom fields for subtasks

Custom fields in Asana allow for an additional level of specificity when managing subtasks. For example, you might want a custom field for “priority” or “stage” to provide further context for each subtask.

To add a custom field:

1. Open the main task that your subtask relates to.
2. Click "Customize" in the task details pane.
3. Select "Add Field" and choose from existing fields or create a new field.
4. Customize the fields as needed.
5. You'll then see the custom fields available for your subtasks.

Tips for effective collaboration using subtasks

Collaboration is vital in any project. Here are some tips when using subtasks:

1. Use comments

Each subtask has a comments section. Use this feature to provide feedback or additional instructions. Make sure all relevant team members can see these comments for transparency and clarity.

2. Attach files

If a subtask requires reference materials or assets, add them directly to the subtask. This makes it easier for team members to access all the necessary information in one place.

3. Encourage regular updates

Ask team members to update the progress of their sub-tasks. This helps project managers keep track of the pace and identify any bottlenecks.

Handling complex projects with subtasks

For larger, more complex projects, subtasks can be organized into nested structures or hierarchies. While Asana does not support infinitely nested subtasks, creating one level of child tasks under the main task is usually sufficient for most project needs.

To manage complexity, consider using Asana's other features such as sections and milestones in conjunction with subtasks. Sections can group tasks at the same level, while milestones track important accomplishments in your project timeline.

Reporting and analysis of subtasks

Asana's reporting tools can help you analyze the progress of your subtasks:

• Use the "Progress View" to see how subtasks contribute to the overall project goals.
• Include custom fields in your reports to get detailed insights into task management.
• Use the "Advanced Search" function to filter tasks and subtasks based on various criteria, such as due date, assignee, and completion status.

Reports can be tailored for different stakeholders, such as team members, project managers, or executives, ensuring everyone gets the information relevant to them.

Challenges and solutions with subtasks

Although subtasks are extremely useful, they can also present some challenges.

Challenge: Lack of visibility

Subtasks are less visible in the main project views. Solution: Regularly review subtasks in the task details pane, and use advanced search filters to keep subtasks visible.

Challenge: Duplication of efforts

If tasks and subtasks are not clearly defined, overlap may occur. Solution: Ensure clear communication and well-defined subtask descriptions.

Challenge: Making projects overly complex

Too many subtasks can make a project feel overwhelming. Solution: Keep subtasks simple, focused, and directly related to the task at hand.

Conclusion

Managing subtasks in Asana can transform the way your team handles projects, making them more organized and efficient. By breaking down tasks into smaller subtasks, you can provide clarity, assign responsibilities, and ensure all team members are aligned. Remember to review subtasks regularly, use custom fields for additional details, and keep communication open through comments and file attachments. With these practices, you'll be well-equipped to handle projects of any size and complexity in Asana.

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