In our agency we have a typical ‘routing’ workflow where once a piece is ready for review, it goes through proofreading/editorial, then around to team members for revisions and/or comments, and around and around again until it’s “clean.” Many times, these routing flows happen in the span of just a single day (depending on the size of the piece, of course).
Because our editors are working across multiple teams, and often have many ad-hoc/time-sensitive requests coming in during a typical workday, I would like to be able to schedule any known editorial routing tasks as far in advance as possible.
This way, even though they don’t have a piece in front of them, ready to review yet, they know it’s coming – and even better, other PMs can see what might be on their plate at any given time before adding to the pile.
The challenge is that since the routing process can’t begin until the content creator’s task is complete AND the PM has prepared and saved a PDF for recording any markup, I need a way to let the editor know “You Can Start Your Review Now.”
We typically put this workflow inside a parent task as a series of subtasks, since it’s never known in advance how many times the piece will have to route around the team. So unfortunately that means I can’t use custom fields to indicate the status of a task – which might have been one way to help people see what’s a “live” task and what is pending.
One idea I had was to create a “Begin Routing” subtask for myself, and make the first editorial task following it dependent on it. I think then that once I complete my “Begin Routing” task, Asana should generate a notification to the assignee of the dependent task that they can start.
I think what I’d really like to be able to do is just push a notification that I have some control over directly to a team member. That way I would be able to explicity tell someone “go” when it’s time. I suppose I could just write and send an email, but I’m really trying to keep all project comms inside Asana to the extent possible.
I should also note that we are in the process of transititioning into Asana, and there has already been some grumbling about how notifications work. So I want to me mindful of not overloading people with notifications, and also making sure that when they do get notifications they are meaningful.
So, I was wondering if anyone is facing the same scenario and if you have figured out any tips/tricks to manage it. TIA