Asana life hacks that make project management easier

Asana life hacks

Asana is a flexible tool that can be used to control and manage all types of business processes. Projects, meetings, marketing, communication, product development, employees supervision – the possibilities are endless. Additionally, each individual user can customize Asana to suit their needs, making work as smooth as possible.

During the years that we at Swedbyte have been using Asana, we have acquired some favorite features. We asked some colleagues to share their best tips when it comes to Asana. If you also work in cross-functional teams, you can benefit greatly from them.

Setting up rules

One of Asana’s key features is the ability to automate processes. This can be done through rules. This feature saves a lot of time that would otherwise be spent on routine tasks. All you have to do is set a trigger and an action for the specific task and it will be executed automatically. The employees who would otherwise have done this work now have more time for more difficult and complex tasks.

For example, when going on vacation, you can set an “Out of Office” status in Asana. At the same time, you can set a rule in “My Tasks” that forwards tasks to colleagues. This way, individual tasks won’t be left hanging just because someone is on leave. Additionally, you don’t have to spend time manually reassigning tasks to colleagues.

Creating rules in Asana

Short and clear task and project names

Asana has an optimized interface that doesn’t display the entire project name in menus. This sometimes makes it difficult to understand exactly which project you’re looking at in the menu.

At Swedbyte, we use the following trick: we don’t repeat the team name in the project name. So instead of “Asana Marketing Calendar,” we write short and concise “Calendar Q1.”

Automated section for completed tasks at the bottom of “My Tasks”

During the work on the project, inevitably arises a list of tasks that must be sorted by hand. One simply has to clear out the completed from the not-yet-done. To optimize this process, you can set a simple rule.

It will automatically move completed tasks to a separate section. Then each team member can clearly see the current status of the project, what has been done and what remains to be done.

My tasks
“My Tasks” in Asana

Single and multi-select function

In Asana, you can create custom fields with one or multiple options for tasks and projects. For example, if you’re working on a social media advertising campaign, you can use multi-select to mark all the platforms involved. This way, you can see the progress on each platform.

The “Private Notebook” widget

This widget is available on Asana’s main page. It allows employees to quickly add notes while they work. In Word, there’s always the risk of forgetting to save, and when writing an email, you might accidentally send a draft. With Asana’s note function, you don’t have to worry about that.

The widget means you don’t have to switch between different apps. Moreover, you don’t even have to remember to save the finished note because it is saved automatically. According to Swedbyte employees, the widget makes it easier to compose emails to clients. The emails have become better and more accurate, significantly improving the impression left by the company.


Multihoming allows you to assign routine tasks to multiple different projects simultaneously. This means you don’t have to distribute them manually every time they are relevant.

The multihoming function prevents task duplication and keeps the original task across all projects. This makes it easier to track the status of, for example, contracts and payments. Often, it involves different individual projects but with similar information to be filled in. It could be contract numbers and the names of the customer’s company. With multihoming, you don’t have to manually fill in the same information for each project but can send the information to all relevant projects with a single click.

Tags and likes

In the “Inbox” and “My Tasks,” tasks often accumulate in an unsorted pile, and it can be difficult to prioritize them. By using tags, you can clearly see which tasks are the most important, urgent, or approaching their deadlines.

We can also save time by using likes. This feature is not only used to show appreciation for colleagues’ work. Through likes, we can quickly indicate that we have seen and acknowledged comments or agree with suggestions on how the work should continue.

Likes in Asana

Instead of conclusion

The tips we provided above are far from all that can make work in Asana easier and more efficient. Contact us if you want to learn more about different smart tricks you can use to save time and automate work processes in project work.

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