Asana: Creating a Project - Tasks & Subtasks

Communications & Information Technology

 

Task vs. Subtask:

  • Task
    • A single action item that must be completed to achieve the Project's overall goal.
    • Lives inside sections in a Project.
  • Subtask
    • A smaller action that must be completed to complete the main task.
    • Nested under a task.


Creating a Task:

  • Create a New Task
    • To create a new task, either click on the +Add task button towards the top of your Project Board or the Add Task line under the specific Section you want the task to live in.
  • Make the Task Actionable
    • Each task should describe a specific action needed.
  • Include Context
    • Don’t rely on memory or side conversations for context on a task.
    • Add a description, attachments, and/or comments to tasks as needed for later reference.
  • Align Tasks with the Overall Goal of the Project
    • Each task should connect directly to the Project’s goal.


Assigning Tasks:

DO NOT assign tasks outside of your Department or Department Division without first speaking to the individual or their supervisor.

  • When assigning tasks within your Department or Department Division:
    • Speak to the individual first, so they know to look for a new task.
    • Avoid Overloading: Pay attention to workloads and distribute tasks evenly among team members. 
  • One Clear Owner per Task
    • Only one individual can be assigned as the owner of a task.
    • If a subtask is added to a task, each subtask can be assigned to a different individual.
    • If another individual needs to remain aware of the task but is not responsible for it, you can add them as a collaborator.


Due Dates for Tasks:

  • Set Realistic Due Dates
    • Due dates should be CLEAR (no ambiguity)
    • Due dates should be ACHIEVABLE (not overly optimistic)
  • Work WITH the owner of the task to decide on a due date.
    • You may not know other deadlines they need to meet while working on a task for your Project.


Other Things to Note about Tasks:

  • All actions taken on a task are recorded for later reference in the “All Activity” section on a task.
    • To access this information, open the task details and scroll to the bottom of the task card.
  • Tasks can live on multiple project boards at the same time
    • To add a task to multiple project boards, open the task details and locate the Projects + button
    • Type in the project board name and click on the project board
    • DO NOT remove a task from a project board without asking the owner of that board first.



Your screens and processes may vary slightly from this document.