How to Set Up and Use Asana Templates

Edited 2 weeks ago by ExtremeHow Editorial Team

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Asana is a highly respected project management tool used by teams around the world to manage tasks and projects efficiently. One of the key features that makes Asana so useful is the use of templates. Templates in Asana allow you to create a predefined workflow or process that can be used over and over again without having to re-invent the wheel each time. This helps save time and ensure consistency across projects. In this article, we will learn how to set up and use Asana templates effectively.

Benefits of using Asana templates

Before we get into setting up templates, let's first understand why they're beneficial:

• Consistency: Templates ensure that the same standards and processes apply to all projects.
• Efficiency: Time is saved because every project doesn’t need to be started from scratch.
• Collaboration: This promotes collaboration as all team members are on the same page from the start.
• Scalability: Easily scale processes as your team or organization grows.

Setting up Asana templates

Step 1: Define your workflow

The first step is to clearly define the workflow or process you want to replicate. You should have a clear idea of the tasks involved, the order in which they are to be completed, the roles responsible for each task, and any dependencies.

Step 2: Create a new project in Asana

Open Asana and create a new project. To do this, follow these steps:

• On the Asana dashboard, click the “+” button or the “Create Project” button.
• Choose the "Blank Project" option since we're creating a template from scratch.
• Give the project a name that clearly reflects the process it will be used for, such as "Marketing Campaign Template."
• Choose the layout (list or board) that best suits the workflow. The list view is a linear format, while boards are similar to Kanban boards, offering a visual view of the workflow.

Step 3: Add tasks and sections

Tasks are the main component of Asana projects. Each task can represent a different step of work in your workflow. You should create tasks based on the steps involved in your workflow:

• Click "Add Task" to create the task. Provide a name and short description if required.
• Use sections to group related tasks together. Sections can be created by adding a colon “:” after a word, for example, “Plan:”.

Here's some sample code that demonstrates how the functions can be organized:

Plan:
- Research
- Budget approval
- Timeline setup

execution:
- Ad creation
- Social media posting
- Content Development

Review:
- Team Feedback
- Final approval

launch:
- Launch of the campaign
- Post-launch evaluation

Step 4: Add assignees and due dates (optional)

Assign tasks to specific team members to clarify roles and responsibilities. Although the template won't be used to assign people, you can set placeholder roles that can easily be reassigned later. Due dates can be set as relative date ranges rather than fixed dates to provide flexibility without rigidity.

To assign a task or set a due date:

• Click the task to open the task details pane.
• Use the "Assignee" field to designate a team member.
• Use the "Due Date" field to set a deadline for completing the task.

Step 5: Add description and attachments

Providing detailed task descriptions ensures clarity across the team. Attach any reference documents or resources related to the tasks for easy access.

Step 6: Convert your project into a template

Once you've set up your project, you can convert it into a template:

• Open the project that you want to save as a template.
• Click the project header drop-down menu (usually represented by three dots or the "Actions" menu).
• Select "Convert to Template" from the menu options.

Now your project is saved as a template, and can be used to create new projects with the same structure.

Using Asana templates

Step 1: Creating a project from a template

To use the template for a new project:

• Click the “+” button on the Asana dashboard to create a new project.
• Instead of selecting "Blank Project," choose the template you created from the list of available templates.
• Name the new project and configure any additional settings as needed.

Step 2: Customize for specific needs

While templates provide a great starting point, every project is unique. Customize your new project to suit its specific needs. This may include:

• Updating task assignments
• Revision of timelines and schedules
• Add or remove tasks based on the scope of the project

Best practices for using Asana templates

Regular template review

Review your templates regularly to ensure they remain relevant and efficient. Processes can evolve over time, and it is important to reflect these changes in your templates to maintain their value.

Feedback from the team

Encourage team members to provide feedback on the templates to detect areas of improvement. This can lead to increased efficiency and better collaboration over time.

Use naming conventions

Apply a naming convention to easily identify your templates and choose the right template. The name should describe the purpose of the template.

Take advantage of Asana's features

Use Asana's rules, custom fields, and automated features to extend the functionality of your templates. These tools can simplify processes even further by reducing manual actions.

Document the process

Maintain supplemental documentation for your templates. This may include guidelines for customization, explanations of task components, or details of any unique project-specific elements.

Conclusion

Asana templates offer significant benefits for managing recurring processes in projects. By setting up and using templates effectively, teams can ensure consistency, save time, and increase collaboration. Remember to regularly review and update templates, get feedback from team members, and use Asana's features to maximize the templates' potential. The steps outlined in this guide provide a comprehensive approach to setting up and using Asana templates effectively, creating a streamlined and efficient workflow for any team.

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