How we're converting orders from Shopify into tasks on Asana as an Ecommerce Bakery!

Since 2015, my partner and i have been running The Good Butter Bakery, based out of Pune with our website being the only shopfront. All our items are prepared after an order comes through our Shopify powered ecommerce website. Being a delivery only model and with the current lockdown (due to COVID-19) in place, we’ve seen our order volumes quadruple in the last month. With no team in place at the moment, we’re even more reliant on Asana as our ‘Order Management System’.

I’ve put together a few google slides to show how we’ve been using Asana (free version) to convert orders from Shopify into tasks on Asana.
It’s fairly cumbersome and we’re always looking for ways to improve on this. Do share your feedback on this. All the help is much appreciated.

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Hi @Khamir_Bhatia. Thanks for the post. First of all, I think you’ve done an excellent job with the use of Asana for your bakery as an Order Mgt System. Great website as well! I would have to agree with your choice of listing the customers as Projects and each item/order as a task. The other option you may have considered is to have Projects by item type, then Sections within according to customer, followed by tasks/items. That would potentially make batching of orders easier, but it wouldn’t give as clear a view of order by customer. And your use of current Tags should help with the batching. Also, you can’t search by section, so it would limit your view by customer.

Something else to consider is using a Board (in addition to your List) to track orders through the fulfillment/production process. You can keep projects by customer and in the Board so they reside in both. And then use the Board Kanban style and move the items across or even enter items which need to be baked that day independent of a customer (ex - New Prod Dev).

I’d be remiss not to also recommend you take a look at the Premium plan. Especially with the recent announcement Our most powerful features are now available for teams of 2, 3, and 4 people! A few options which could be of benefit are: Start Date - to better track order lead times & prod queue times ; Task Dependencies - use when tasks are waiting on others to start ; Custom Templates - will save a ton of time with repeat order mgt, and could be used in prod/bakery flows with recipes as well ; Custom Fields - this would be key to reducing some of the ‘cumbersome’ in the tasks and be broken out by item, variant, quantity, customer location…; Forms - could be used for initial order mgt or flow set-up; Rules - automate some data entry/mgt. A lot of options to consider. And I’m sure given what you’ve done so far with the free version, you’ll have the Asana stuff singing in no time with more tools/power to work with. Hope this helps! :slight_smile:

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You’ve saved me a ton of time with the point about using ‘sections’. I’ve been so curious about it all along but just haven’t had the time to dive in and it turns out from your inputs that i’ve chosen the correct path. Specifically, the inability to search is a deal breaker.

That said, i am actually trying to figure out how to view by task/item** because it helps tremendously in production planning. For e.g., if a Cheese & Olive Sourdough, 400gm, is in the schedule, having a horizontal/vertical view (who are all the customers that have ordered it) and then fulfilling orders based on the production schedule (instead of the delivery schedule) is very useful. In fact, given the lockdown in our city, we’ve been splitting up orders by area (route optimization due to street closures) so that we’re able to fulfill as many orders as possible and that is directly dependent on this particular feature of viewing by item.

At times, there are inconsistencies in how i’ve (manually) created a task/sub-task, for e.g., Cheese Olive Sourdough 400gm or c&o 400g or c&o small, which leads to sorting issues. That brings me to the next question, which you’ve highlighted, about forms . Is there a way i can set up a database of all the different products/skus/customers and then each time an order comes in i just fill that form out and the tasks are created/assigned/tagged/scheduled accordingly in a one go vs going through so many different steps?

The Kanban view that you refer to (and the calendar view) are actually critical for our process. The single biggest limitation of asana i find is the inability to multi-sort . Let’s say i need a view by delivery area (boat club road, for e.g.) and then figure out the timeline of deliveries headed there in the coming week by day of the week. That’s not possible to do. Or, if i look at it from a production standpoint, sort by product (tag: Sourdough as opposed to sku: Cheese & Olive Sourdough 400gm) and then see it by timeline as to which sourdoughs are being made by day of the week. That’s not possible either. This inability has led me to look at other softwares, as simple as google sheets/any.do, to optimize my production/delivery schedule. But that’s yet another program/interface that i need to populate/interact with, which is inefficient and leads to manual errors.

Also, i create tasks on the laptop, production interacts with it on a laptop but operations (packaging and fulfillment) views it on a mobile while on the job of packing, sorting, assembly, loading and updating those very tasks as they go from creation to execution. The mobile interface is critical for the operations team and the current UI, coupled with the existing features of the platform itself, is very limiting in nature. Imagine a FedEx delivery executive having to go back to his laptop to perform his tasks vs having a handheld device to scan/sort/deliver/pickup shipments. I can see why s/he’d go ‘postal’ (pun intended…sorry!!!).

With this in mind, should i be doing anything different? Help?

Hi @Khamir_Bhatia,

I’d recommend you take a look at @lpb’s Asana2Go for some of your needs to view your data in different formats that Asana doesn’t allow for natively.

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Thanks @Phil_Seeman and hi @Khamir_Bhatia,

I recommend you take a look at:

The Interactive Tables output of Asana2Go allows you to do multi-column sorts which might help you, but frankly I only had time to skim read your posts here.

Thanks,

Larry

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Got it. So i used the newer app and did a dry run by transferring 1 project that i see updated in my app now with the project name showing as “customer name 2” with 2 being the addition in the title. Since i have several (each customer is a project), what’s the best way to go about it? Where I don’t want to duplicate my projects/tasks/subtasks. I just want a better way to sort/view/modify them.
If you could do me a huge favor and go through (vs skim) the 4-slide presentation i made about what i’m currently doing then maybe you will be able to guide me on what i should do.
Thanks in advance.

done…thanks!