5 Mistakes you’re making in Asana
Asana is a powerful tool-when used correctly. But many business owners find themselves frustrated, wasting time searching for tasks, or feeling like their team still isn’t on the same page.
The problem isn’t Asana-it’s how you’re using it.
Here are five of the most common mistakes I see (and how to fix them).
1. Assigning tasks in the comments
Comments are great for clarifying the work that is assigned in that task, but it is not a good place to assign additional work. Have you noticed that you can’t search for comments? If you’ve ever had a team member say, "Oh, I didn’t realize that was meant for me," this is likely the issue. Fix: Always create a dedicated task and assign it to the responsible person.
2. Using vague task names
"Follow up on this" isn’t a clear task. When tasks lack specific action steps, they cost you time in the form of re-work and delays. Fix: Use action-driven names like "Send follow-up email to [Client] about [Project] by [Date]."
3. Forgetting due dates
If tasks don’t have deadlines, they get pushed. That’s just how it happens. Fix: Always include a due date, even if it’s a guess or tentative, to ensure accountability.
4. Not using the email add-on
Your inbox is not a project management tool. Many Asana users still rely on email to clarify and track tasks, essentially creating duplicated work. Fix: Use Asana’s browser add on (or Gmail add on) to turn emails into tasks with one click. If you frequently collaborate with an external party on ongoing work, use one of your 10 free guest accounts and just add them to the project.
5. Ignoring tags and sections
If your Asana project is a mess, it’s because there’s no structure. Fix: Use tags, sections, status fields, and columns to categorize tasks by priority, due date, collaborators, etc, so you can find exactly what you need when you need it.
Using Asana effectively isn’t just about the tool-it’s about how you set it up. By making these small changes, you’ll save hours every week and make collaboration seamless.
Want more customized Asana tips? Book a complementary audit with me and let’s optimize your setup!