If you’ve been using Asana for task and project management for awhile, you know that it’s packed with features. Because there are so many Asana features, it’s easy to miss some of them, but knowing about all the things Asana is capable of can make your project management even more streamlined.
Here are 10 Asana features you didn’t know about. Some of them are available on the free version, while others require the Premium upgrade.
#1. Custom Fields (Premium)
This is hands down my favorite Asana feature, which is why I made it #1. We use this all the time at Be Vibrant to track extra information about our tasks. With Asana Premium, you can create unlimited custom fields for your projects. For example, in my “Marketing Plan” project, I have custom fields for Priority Level and Task Status. But that’s just one basic use of custom fields.
What if you were creating a sales pipeline in Asana? You could store your leads’ information, such as email address, website, phone number, and deal size, as well as create markers for what phase of the pipeline they are in.
#2. Email Tasks to Your Projects (Free)
While the point of Asana is to keep communications and attachments in one place, sometimes you still have to email things. When you receive an email that you want to turn into a task in Asana, you can forward it directly to Asana using a special email for your account. The email subject is the task name, body is the task description, attachments connect to the task, and you (the sender) are the assignee.
Honestly though, the process is a bit clunky. There’s an easier way. (See #10.)
#3. Mark Dependent On… (Premium)
Working with multiple team members on a project? You can mark tasks dependent on one another and receive notifications when your teammate has completed a task and it’s time for you to carry on the next phase.
#4. Teams (Free)
This one requires an extra step: Converting your Asana workspace to an “organization.” Organizations are larger teams or companies connected by their company email addresses. Within an organization, you can create “teams” with different projects and functions. For example, Be Vibrant Business Services has Admin, Marketing, and Web Design teams.
You can keep conversations about different teams or departments in your company within the individual Asana teams, as well as organize your projects more efficiently.
#5. Timelines (Premium)
In the Premium version of Asana, you’ll find the timelines feature. Because Asana premium allows you to add single due dates or tasks that take a certain time span (have start and end dates), it can become confusing when you’re trying to get a bigger picture of an overall project. Timelines allows you to view all of your tasks over a span of weeks or months to provide you with greater perspective on your project and its status.
#6. Sync with Google Calendar (Free)
Is your whole life in Google Calendar? Sync your Asana tasks so that their due dates show up within Google Calendar. This can make it very easy to track what you need to complete each day.
#7. Due Times (Free)
Keep track of meetings and calls within Asana. You can set a “due time” for your tasks, such as 9:00AM. These tasks will show up in chronological order in your task list!
#8. Status Updates (Free)
Did you know that you and team members can create status updates within each project in Asana? To do so, select your project and go to the top bar under Progress. From there you can set a due date for the entire project, write a status update, and tell your team whether it’s “on track,” “progressing,” or “needs attention.” You can also set a reminder to update the status every Friday.
#9. Asana for Slack (Free)
Slack recently released a new Asana for Slack integration that allows you to add tasks, edit tasks, assign team members, and comment…all without ever leaving Slack. Add important notes from Slack conversations to Asana with just a few clicks and receive updates on Asana projects in your Slack messages. You can access it from Slack Apps.
#10. Asana for Gmail (Free)
Asana also has an amazing integration with Gmail. If emailing tasks to yourself is too complicated (and I think it is), install the Asana for Gmail integration and turn emails into tasks with ease. This app adds a sidebar that appears whenever you open an email. It allows you to create and send a task directly to Asana. You can even include the full text of the email in the task description.
The next time you set up a project, use some of Asana’s nifty features to make your team even more productive and efficient at work. Need help setting up Asana for the first time or getting the most out of your existing account? We’re the Asana experts! Contact us about Asana Premium Setup.