This is where we started as a team, but after realizing that subtasks don’t appear in workload it just didn’t work for us.
All of those subtasks are still actionable items, and if I can’t see the total number of actionable items in a day/week, it’s very easy for an individual to be assigned more tasks than they have capacity for in any given time frame.
Respectfully, I advise clients to work with, not against, Asana so long as they’re using it.
It would be nice if Asana offered multiple assignments but they don’t and it appears unlikely they will, or certainly not imminently.
Subtasks have pros and cons:
but outlawing their use removes the best solution for both multiple assignment (including “Assign Duplicates” feature with subtasks; see other posts I’ve made on that if interested), and the workload (and other) workaround of multihoming the subtask into a (hidden) section in the parent project.
My workshop video in the linked post above may help with more complex workflows like you have, if you’re sticking with Asana, along with the other workaround posts related to the above.
Do you use rules at all? I can see a rule where your designer completes it and then you have a rule to create tasks for the other people to review the design… if only one person needs to do something, I could see having a project or section “unassigned work” that people then can go in and find something to do or a manager or PM can assign it as needed.
It’s things like this that I talk about at conferences and webinars - Tech companies oblivious to the market.
It’s 2022 - your “ethos” around how to use your product is why it will ultimately fail (or get sold to a company and buried as an internal product).
Your Mission is to: “Help humanity thrive by enabling the world’s teams to work together effortlessly.”
But that’s not really the case, is it? If you’re dictating what their best practices should be based on your ethos, are you really enabling the world’s teams to work together effortlessly? Or are you enabling the world’s teams to work together under a common ethos?
^ Those are very different. I highly suggest reviewing your Mission before making technical decisions - this one doesn’t line up.
Honestly this a huge area of concern as I review Asana as a potential avenue of work management for my team. I try and run through scenarios for every software I review and for Asana the one I most often get stumped on is how many instances where I need to assign multiple employees to one actionable item. I understand that assigning each individual to subtasks or duplicating tasks are possible solutions, but they should be POSSIBLE solutions not the only one.
Fairly concerning to see a company who’s entire purpose is to inspire creative collaboration roadblocking their customers from…creatively collaborating. I want to assign co-workers to a single task and I have yet to see a reason from Asana for why I shouldn’t be able to that can’t be summed up with “because WE don’t like that”.
Using subtasks and duplicates may be Asana the company’s favorite method of collaboration, but for many of us it is not, and it should be a CHOICE not a roadblock.
I wanted to add in a comment on this issue as well. We are also a small team, and would like to occasionally assign multiple people to one task. This would help us as we host workshops and trainings that sometimes are co-taught by multiple people. While the subtasks are dolled out to individuals, it would be very helpful if the overarching task of the training could be assigned to multiple people.
We are also seeing this as a hold back for people to ‘buy’ into using the software. It is hard to justify paying for something that doesn’t quite fit our team or County.
We are in Fiscal and although we love the idea of getting more organized by using Asana, we are finding it time consuming to find our niche within the program.
We have lists set up right now but some tasks have subtasks that are assigned to multiple different users so we cannot ‘assign’ tasks to just one person. When users want to use the board view, because they are more comfortable with this layout, it does not show them tasks (if filtered to see just assigned to them) that have subtasks assigned to them. These tasks that do not have anyone assigned to them is lost. Some of our tasks have 50 + subtasks that are assigned to 6 or 7 different people.
This would clear up a lot of issues with the filtering problems we are seeing on the board view.
Your subtasks are not showing up because the tasks are not assigned to the same people. We are in the same situation. We have a tasks that needs to be done for 55 departments ad the 55 departments are split between 7 people. Since we cannot assign the task to all 7 people the subtasks are lost when they filter the project.
I would think they would understand that this is fixable.
We have milestones set in projects to indicate delivery date. It would be good to be able to assign more than one person to this Asana card so we can see it in WOrkload view in Portfolios for every person.
When looking at what people are working on, it would be really helpful to have the deadline milestones so that when we’re shuffling work about, we’re not cutting it too fine or missing deadlines.
100% agree with most of what is being said on this thread. We only started using Asana, we are a 50+ employees company, and every day we have tasks like Workshops that need to be done by each project member. And yes duplicating the task is the wrong workaround as it totally disconnects the work from each other on one required outcome.
Now, I have found two workarounds that can be useful.
Create subtasks: In my example of a workshop, everybody has to come up with some ideas already. I create a single task that is allocated to the project leader and inside I create as many subtasks as i have members in my projects. They all share that same “look for ideas” subtasks.
I am also testing Collaborators. I have created a custom field named Collaborators Role where I put the type of specialists required on the task (multi-select drop list). This field auto-populates the field collaborator (using the new People field functionality) and based on whoever is in that Collaborator field, it adds the task in each team member’s personal project. ( we use a unique project per employee to replace the “My tasks” view that is too limited compared to a project)
Hope it helps a bit. It does the trick for us but ASANA, no more workarounds, just give people the freedom to do it if they want to! That is so BASIC.