For a free online project management tool, Asana punches well above its weight for functionality and UX. It’s no wonder it’s such a popular application with freelancers, entrepreneurs, small teams and startup companies. But how can larger companies and agencies use Asana to manage their clients?
While most people use Asana for essential project management, you can unlock more of its value by learning how to organise your clients.
Organising Clients in Asana
There are various approaches to organising clients in Asana. It’s worth inviting your clients to your workspace for a first step and giving them complete transparency into your team’s processes. It will solidify their involvement and improve collaboration. Naturally, some clients are not well versed in work management platforms, so you might have to spend time showing them the Asana basics. It’s important to show them how you’ve set up your workflows and processes, and it’ll help them understand where they need to focus their attention.
When it comes to permissions for client projects – limit those to only the staff members directly involved. Documents and information can easily get misplaced the more people have access to them. Make sure your team doesn’t receive notifications for the projects they aren’t directly working on.
There is a common misconception that to organise clients in Asana, all you need to do is control your team’s information flow. After all, if there is only one other team member in addition to you who should have constant access to all client information, then surely that should be sufficient? In a way – yes. Provided that you create one workspace per client, you will remain in control of who has access to the information. You can then organise tasks into various projects for the client.
However, there is a massive benefit to letting all of your employees/contractors/clients see the information. This approach allows you to use the priority heading to organise tasks and go from there.
So let’s explore the three common ways to organise clients in Asana.
Organising Clients By Team in Asana
In some cases, it’s best to organise your clients as a Team. It’s especially true when you have many projects, and you have to work on them simultaneously. Marketing and development agencies usually prefer this method. It lets you manage and stay on top of as many projects as necessary at any given time – for example, new logo design, packaging design, a new video, or managing social media. This approach would probably work best up to about a dozen clients max.
Organising Clients By Project in Asana
Organising clients using a project works best when you need different sections to break down the work required. Manufacturing companies or suppliers who need to track various tasks related to wholesalers could benefit from this method. This approach would probably work well up to about 40-50 clients max.
Organising Clients By Task in Asana
Sometimes, a Task could work best to organise your clients in Asana. If done correctly, it can let you track hundreds of clients/customers at any given time. It can, however, make projects too cumbersome. But if you organise each customer as a task with various subtasks (and subtask sections), this could work. Usually, it is better to avoid keeping most work as subtasks, but it may be necessary for some scenarios.
The bottom line is that the way you organise your clients in Asana depends on your organisation and individual project requirements. The good news is that Asana is flexible enough to adjust to meet your needs.
If you’re still unsure, we recommend starting with organising your clients as Projects and then adjusting from there. If you find yourself needing multiple projects per client, you can use project colour-coding until you feel compelled to switch to a Team structure.
And there’s no reason you can’t use a hybrid approach, either. Perhaps you have one major client that is a team, and the rest of your clients are projects. Adjust until you find a structure that works for you.
Generation Digital offer consulting and Asana professional services to help companies deploy and optimise their Asana workspaces for maximum impact. You can book a consultation, and they’ll find the best way to onboard your employees and optimise your Asana workspace for business success.