Architectural Balance in Asana (Ebook Free Chapter)

“Should I make this a Project or a Team?” This question, and others like it, comes up often when starting something new in Asana, for both novices and experts alike. And it’s really just the tip of the iceberg.

How can you envision the structural, big-picture view of what you want to accomplish and translate that into an architectural framework in Asana that will enable your workflows, processes and information repository needs durably and flexibly, now and as they scale?

Asana often provides more than one way to accomplish something. This is good: we can do more with Asana as a result. But there’s a downside too: How can we avoid less-desirable solutions, and especially ones that even may lead to dead ends?

This chapter helps you decide how to set up your work in Asana.

. . .

That’s the start of my chapter contribution to Secrets of Successful Teams in Asana, an ebook by @Bastien_Siebman along with experts @Julien_RENAUD @paulminors @Bry_ProjectKickstart @Paul_Grobler and @Tiana_Vallan.

This long-winded substantial chapter is yours free (all rights reserved) here:

Learn more about the full volume here:

I hope the chapter is helpful and I’d love to hear what you think of it; either reply here to this post or over in the Medium comment thread.

Thanks,

Larry

PS For a more thorough treatment of this material in a workshop format, see also:

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Thanks for your (not so) short chapter! Happy to have you onboard.

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Thank you for sharing this with the Community @lpb! I loved it!

Have a great weekend and stay safe! :pray:t5:

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I have also shared 4 other chapters for free!

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Thanks very much for sharing these.

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Thank you for sharing these chapters along with the helpful tips & tricks – these are very helpful for newcomers to Asana. :+1:

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Hello @lpb , thanks again for sharing your helpful chapter on creating a good structure within Asana that meets work needs while remaining flexible and scalable. Thanks also for the tip on creating a “Teams Archive”. :+1:

As I read your chapter, a quick question came up. How do you create Subsections? All the other “blocks” you mention I understand and know how to create, but I have not figured out how create a Subsection - my apologies for this basic question.

Also is there a way to make a Project “Viewable Only” to a Team? Thank you :pray:

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@EmmanuelY I’ll jump in! You can create subsections by using the shortcut, tab + N, from the task detail view.

You can set a public project to be “comment only” by an entire team or remaining members of a team if you want some to have edit rights. Learn about this HERE.

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Thanks for your nice comments on my book chapter tips, @EmmanuelY.

This is a very understandable question; in fact, I don’t really understand why Asana has not done something about this confusing situation for so long–the feature is completely hidden, yet available. @LEGGO answered, but I’d encourage you both to vote to improve this at:

Did Jerod answer your other question? Is that what you meant by “Viewable Only” or were you referring to limiting access rights to the project entirely?

Thanks,

Larry

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Hello @LEGGO thank you for your helpful reply. It works! It’s nice to have the option to create Subsections within a Task. I did encounter some strange behavior regarding where my mouse cursor was placed during the Tab+N. When at the bottom of the list of sub-tasks, it would create a Section in the main project window. When the cursor was at the top of my subtasks it created a subsection within the task. I am not sure if this is normal behavior or just something quirky on my side…

Thanks also for the link regarding a Public Project being “Comment Only” – I will read through the link you gave and test it out with our team on Monday. :pray:

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HI @lpb thank you for your reply. It is indeed strange to have this nice little organizational feature hidden. I have voted for the feature through the link you gave. :+1:

I think @LEGGO did answer my questions, but I will get a chance to try out his answer to my second question on Monday. Thanks again for your helpfulness!

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If you are able to provide a screen recording Monday to demonstrate this behavior it will be easier to determine what is expected or not. I, too, noticed that if all I did was open a task, I have to first click somewhere within the task detail section for Tab+N to work as expected. Otherwise, it does seem to create a new Section instead.

Let us know how else we can help! :grinning_face_with_smiling_eyes:

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Hello @LEGGO, thank you for your reply. Yes, I think you are right. One has to be careful where the mouse cursor is located to ensure that the new section appears within the task and not in the main project. I will have to do some trial & error to get a better feel for where the sub-section “hot spots” are.

Regarding the project viewing we discussed earlier: I had the chance to read through the article on Comment-only Projects and discovered (unfortunately) that this is a paid feature. I guess I will not be testing this with our team today. However, after reading the article you shared and checking the project permissions table, I believe that this would indeed achieve the “view-only” project I had asked about.

Thank you for your help guiding me through this! :pray:

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Thank you for sharing this! It’s been very helpful in me setting up Asana for myself for my business!

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