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I’m a sucker for an organized business. I like when every task has a process and a place, and I get excited when I can create a new way to help my business flow smoothly and easily. I’m always tinkering with new tools and processes to see if they help me run my business more efficiently. However, one thing that hasn’t changed has been my love for Asana, my task management system.
If you’ve been wondering how I get done as much as I get done, especially while working with clients and having a toddler, this post is going to break it all down for you! Here is a breakdown on how I use Asana to organize my business.
First things first, my operations manual. Every business comes to a point where they need one of these bad boys. Mine has definitely reached that point. However, I didn’t want some stuffy and boring operations manual. I wanted something that I, and my team, could reference easily. And that’s one of the biggest ways I’ve used Asana to organize my business. My operations manual has a few different sections, and here they are.
Everything from my brand’s colors to my headshots goes in this section. If one of my team members needs a copy of my logo, or if I just so happen to delete something and can’t remember specific brand details off the top of my head, I can go here.
My brand copy section is set up in almost the same way that my brand visuals are. This is where I house my mission statement, any guides on my copy, and even canned emails.
This section is all about the people who help me and my business function at our best! Each team member has a photo of them and their birthday (so I can send gifts and tell them “Happy Birthday”). This section is also where people can come when they have a question to ask and need the correct team member, as well as each team members contact info. Because we all work on different things, it’s good to know who does what!
This is where I house items like usernames and passwords, emergency procedures, client info, and more. This means that my team has access to items without having to get ahold of me, especially if they need something right away for a project or to answer questions for clients and customers.
Systems & Processes
Everything that needs a system or process is housed in this section. From daily and weekly duties to quarterly prep, all of these processes are in the systems section. This is especially helpful when onboarding a new member of the team, so they can start getting used to the flow of how everything works in my business.
This section is where all of my offerings and product links are. Even though I post these links throughout my blog and on social media often, sometimes someone will email me or my team asking for a link. Instead of us having to hunt them down, we can just pull the link from the operations manual. This also keeps my team up to date on what they should be focusing on, and why.
While my operations manual doesn’t specifically house my content planning, it does answer FAQs about my business, and it also includes information like my social media links and how to sign up for my email list. Plus it has “snippets” of my writing and emails just in case my team has to use them for a pitch or portfolio use.
Quarterly Business Planning
This board in Asana is what I use as my content hub. Everything for each quarter of the year, from blog posts to social media posts, is housed here. I do have a sub board that goes into detail about the schedules, but it is also connected to this mainboard.
When I say I plan everything for the quarter, I mean I plan everything. Plan on going live on Instagram? It goes in my quarterly business planning board. Want to create some worksheets for my resource library? Those ideas go into the planning board. It’s my central location for all the things and tasks that I want to be completed during that specific quarter.
For example, since we are in Quarter 4 for 2018 (Oct-Dec), my business planning board is centered around that. When I start planning Quarter 1 for 2019 in December, I will move existing tasks to new projects and start the planning process all over again.
Seeing All Of My To-Do’s At A Glance
Another reason why I use Asana to organize my business is that I love being able to see my entire to-do list at a glance. It’s nice to log in and see that I have a specific number of tasks that need to be completed. Plus I can set their order of importance (I learned the priority tagging from my good friend Kayla Sloan!). This helps keep me focused and on track, especially during the busy times.
Managing My Team
Along with using Asana to organize my business, I also use it to help me manage a growing team! Asana makes it easy for me to assign tasks, whether they’re a one-off task or something that has to repeat daily, weekly, or monthly. My team knows what to expect whenever they log in to Asana. It also makes it incredibly easy for them to get their tasks done without having to wait for me. And, Asana offers the option to comment on a task or start a new conversation, so if my team needs to ask me a question, or needs anything that the operations manual doesn’t provide, I’m able to see their comments easily.
Not only do I use Asana to organize my business, but I use it for tasks that I do for clients and their businesses. I have one business, but multiple streams of income. One of those streams is working with clients one on one. Whenever I have a task that needs to be completed for a client, I add it to Asana. If my clients don’t have their own Asana, I add the task to my project board specifically created for client work. It helps me stay on top of my duties and allows me to not miss any details.
Yep, you read that right, I don’t just use Asana to organize my business. I use it for another reason as well! While some of my personal development mixes a bit with business development (like taking a Facebook Ads course), I have a project solely dedicated to helping me become a better and more well rounded me. Besides, I can’t run a thriving business and manage a family if I’m not functioning as my best self.
Tips & Tricks
Want an in-depth look at my Asana and how to organize your own to get your business in order? I’m offering all of my tips and tricks, and doing a complete walkthrough, in my workshop “The Easy Asana Formula”. Grab the workshop here, and you’ll be an Asana pro in no time!
I love using Asana to organize my business, and I highly recommend it to other online business owners who are looking to streamline their processes and workflows and make their life even easier. If you haven’t checked out Asana yet, now is the time to do so!