One of the most important skills of a project manager is to manage multiple projects while staying organized. For many project managers, it could be a challenge to accomplish it. But, if you are competent to make the best utilization of a project management tools, nothing can stop you!

There are various project management tools available such as Basecamp, Asana, Trello, Podio, etc. I have worked on several of them based on the preference of my clients. But, I personally like Asana!

So, the tips that I am going to discuss today are some of the innovative ways of using Asana.

For one of client, I used Asana to manage their projects. I also created a quick video to show to the team how to ake the most of it. Check out the video below:

Some of the basic features of any project management dashboard are to create project board, add the list of tasks, assign the task to respective team members with due dates, track the project progress and communicate with the team members instantly.

If you are doing at least these many things on your project management dashboard, you are 60% done! I am sharing 5 tips that will help you accomplish the remaining 40%.

These tips can be used to make the process smoother, saves your time and see the overall picture of the organization as a whole.  

1. “All Project” Tab 

My very first recommendation is to create an “All Project” board. In a project management dashboard, we usually just create tabs with individual projects. But, when you are handling multiple projects, it is very beneficial for you to get a deeper understanding of all the projects at a quick glance. 

Here comes the “All Projects” Tab. It reflects the individual tasks from each project at one place. You do not have to do it manually. You can easily interlink it with the individual project tabs. So, whatever changes you make in an individual project, it will be reflected on the “All Projects” Tab. 

It gives answers to some of the questions like – Which are the ongoing tasks? Which are the pending tasks that require attention? Who is working on what and is there a room to assign him/her new project? Etc.

Recommended name of the boards:

  • Ongoing Tasks (Tasks that are due in less than 2 weeks)
  • Pending Tasks (Tasks that have passed their deadlines but have not yet completed)
  • Upcoming Tasks (Tasks that are due for more than 2 weeks or tasks without any due date)
  • On Hold Tasks (Tasks that are awaiting feedback or work by others)

Here is the screenshot of how I created for one of my clients:


2. “All Recurring Tasks” Tab 

I also prefer to create an “All Recurring Task” tab. It lists all the recurring daily, weekly and monthly tasks.

Although we create recurring tasks in individual projects tab as well but having the list of recurring tasks related to all the projects at one place saves lots of time.

For example, you have a recurring task of ‘sharing project update’ that is due every Friday for 5 clients. Then, you do not have to go to each project tab to see it. You can directly go to ‘all recurring tasks’ tab and send updates to each of them. 

Recommended name of the boards:

  • Daily To-do List
  • Weekly To-do List
  • Monthly t-Do List

3. “All Clients” Tab 

It is also beneficial to create a tab called “All Clients”. It includes the list of all the past, present, and future clients.

The objective of this tab is to keep the important client info handy for all the team members.

Here you can add the contact information of your clients such as email address, Phone Number, Skype ID, and Website. You can also include other information related to the project of that client i.e. project scope, expected deadline, links to any important document on Google drive, etc.

Having all the information at one place avoids confusion, saves time and leads to effective team coordination.

Recommended name of the boards:

  • New Clients (Client which we are in the initiation phase i.e. we are in the process of understanding the requirement, creating the plans, setting up the system and identifying the resources)
  • Ongoing Projects, (Project for which you have initiated the actual work)
  • Completed Projects (Projects that are completed and all the required documents were handed over to the client)
  • Clients Not Converted. (Clients those are lost during the acquisition process).

‘Completed Projects’ and ‘Not Converted Clients’ are important to list because you can use them further to send follow up emails to cross-sell your services. 

Here is the screenshot of how I created for one of my clients:


4. Process & Templates

I believe that the client on board process should be very clear and systematic. So, I recommend creating a client onboarding process (if don’t already exist) and, then create a template out of it in Asana.

Every time a new client comes onboard you can use that template to make the process organized and highly professional.

Along with that, It is advisable to create templates for other workflows like writing blog posts, conducting an email campaign, approval workflow, etc. 

You can later duplicate those processes and reuse again for other projects. This saves lots of time because you do not have to plan each step every time you have a new project. You can just copy the template, tweak it a bit as per the requirement and you are good to go!

5. Cross-Indexing Tasks 

Cross-Indexing is also one of my favorite features of Asana. There are few tasks that we require to do for all the projects such as send weekly updates, conduct weekly staff meeting etc.

To save your time, you can just cross-index those tasks by assigning it to different projects. You can also cross index sub-tasks. 

Wrap Up

The main purpose of using a tool is to minimize the manual work. So, while you use any project management dashboard, try to use all its automation, linking, filter, color coding, and cross-indexing feature to effectively manage multiple projects while staying organized.

No matter which dashboard you are using, you must learn and make the best use of it to stay at the top of your obligations.

Make the most of the generation of technology we are living in!



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