I’m diving into Asana to organize and streamline operations for my role within the travel industry, specifically for managing multiple trips each season. Each trip encompasses a series of crucial tasks that must be completed by predetermined dates leading up to the departure/trip start date. These tasks are divided into deadlines at 180, 120, 90, 75, 60, and 30 days before the trip starts, with each milestone including a set of action items. For each trip there are about 50-100 specific tasks. For example, tasks involve ensuring all necessary documents are prepared (with around ten specific documents per trip), booking and confirming contracts with vendors and Destination Management Companies, arranging flights for team and staff, and scheduling briefing calls.
These tasks are largely consistent across all trips, which brings me to my query: How can I set up my Asana project(s) in a way that’s both efficient and easy to navigate, allowing me to see at a glance what needs to be accomplished on a daily or weekly basis?
I’m looking for advice on structuring my Asana setup. Should I create a single project for each trip with sections for each set of deadlines, or is there a more effective way to organize these tasks? My goal is to open Asana each day and instantly know which tasks require my attention, optimizing my workflow and ensuring nothing falls through the cracks.
I appreciate any tips, templates, or best practices you can share, especially if you have experience managing similar projects or deadlines within Asana. Thank you in advance for your help!
I’d recommend a project template, structured in a deadline-driven-style project with a workback organization (perhaps even sections corresponding to the days-out you indicated) to then generate one project for each trip.
You’d need to learn enough about My Tasks and other aspects of Asana to successfully implement this. You can do that yourself, or get help–this is something I and other Asana Partners help clients with daily.
Thanks for your wisdom and pointers. Do you have any examples or point me in a direction to learn more about workback organization? For the Deadline Driven style project what’s the best way to set that up? I’m totally new to Asana here, so any assistance is huge.
And I’d look at the newer Gantt view in projects. Even if you mainly want to use List view to monitor/interact with the project, Gantt view can help you during set up with some of its features like multi-selecting a set of tasks and adding dependencies with one click, automatically adding due dates, etc. You can learn more in help.asana.com.
Regarding your question, how about using the following? I think it would be a good idea to use templates as other people have suggested. You could also make each tour into a project. In addition, set milestones as major points. Wouldn’t using a portfolio to register multiple projects suit your desired management style?