Asana set up questions - We have approx 40 commercial properties and our main goal is track maintenance requests and property maintenance. Of those 40 properties, 6 of them have mulitple tenants. There would be individual tenant requests as well as overall property maintenance. I would also like to track tenant onboarding tasks, but that isn’t our main priority.
Would you go about setting up each property as a portfolio and listing the tasks as projects? Are the projects meant to be used as recurring templates also? For example, replacing light bulbs in the parking lot lights ( something that may need to be done at all properties at differing times).
You’ll likely get many different answers here because none of us have enough information to know what’s right for you; that takes a long discussion in an interactive session.
If I was pressed to answer (for some reason) with only what you’ve shared, I’d say take it with a grain of salt, but consider:
Create a "[Property Name] Property” project template then 40 projects from it. Create a "[Tenant Name] Tenant” project template then a project for each tenant from it. Work to be done are tasks, perhaps with subtasks, perhaps with task templates for recurring work. Perhaps use multi-homing to handle the intersections of properties and tenants. Also create a Properties portfolio and a Tenants portfolio. Use many best practices at the task, project, and portfolio levels to achieve a smooth workflow.
Caveats: I think it’s a mistake to attempt to use Asana for a workflow of this scope without either taking a very deep dive into Asana’s features and workflow design, or hiring an Asana Partner (like me and others here). One part of that deep dive could be to watch this workshop I gave with the help of the Asana Education team: