Structuring Asana Teams for Success
⏱ 3-5 min Read
Creating an effective Asana team structure goes beyond simply aligning teams with your organization’s departments. It requires considering factors like project types, volume of work, and team permissions. By thoughtfully designing your team structure, you can enhance collaboration, improve workflow visibility, simplify reporting, and drive overall productivity across your organization.
Organizing Teams in Asana
When creating Teams in Asana, consider the following factors:
Organizational Structure — The simplest initial Asana team structure is to mirror your teams and departments. For example, Marketing, Engineering, Human Resources, and Sales.
Work Areas — Create Asana Teams when areas of operation have significantly varied bodies of work and responsibilities or are high volume. For example, HR might have a sub-team responsible for training and career development, and another sub-team focused on benefits management.
Project types — Separate ongoing projects (like IT or Design requests) from time-bound initiatives (like campaigns or events) to improve team focus and simplify reporting.
Sensitive Data — Isolate confidential projects in private teams with the appropriate permissions. This is common with Finance, Accounting, and/or HR.
Reporting — Organizing projects of the same type or purpose into their own Team enhances Asana's reporting capabilities. Filter your Universal Reports and Dashboards for a given Asana Team to gain clarity on project status, ownership, workload/capacity, and even budget to make better data-driven decisions.
Set Your Team up for Success: A Step-by-Step Guide
Creating well-structured teams in Asana is essential for optimizing your workflow and maximizing productivity. Here's how to get started:
Create your Asana Teams strategy – Consider organizational department/team structure, work areas, and who needs access to work. Create operational teams for recurring processes (e.g., 🛠️ Marketing - Production). Create focused teams for time-bound initiatives (e.g., 📘 Marketing - Campaigns, 🗓️ Dev - Events).
Establish your Naming Convention – Try this format: EMOJI + DEPT + DESCRIPTIVE NAME (e.g., ⚙️ Marketing - Content or 👥 HR - Benefits). Use emojis as visual cues to quickly identify team types.
Update your Team details
Update your team description – Example: The Marketing - Production Team oversees content creation, social media, and campaign execution.
Connect relevant goals – Linking goals helps align your team’s focus.
Add a Note tab titled Resources – Add links to essential SOP’s, references, your CRM pipeline, dashboards, shared folders, and more.
Invite teammates, adjust permissions – We recommend public teams as often as possible, but if your team will be working with confidential or sensitive data, ensure the team is set to private (no one can see the team outside of its members) or membership by request (outside members can search for the team and request to join).
Organize your Overview tab – Add Sections for quick access to relevant ongoing work. Consider your most important processes and resources.
For insights into various project types, explore our article on effective Asana project management!
Conclusion
By following these best practices, you'll build a thoughtful and clear Asana Team structure that enhances collaboration, streamlines workflows, and improves visibility across your organization. For further guidance, our experts are here to help you customize and optimize your setup for maximum impact.
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