Large projects with recurring tasks

We are using an Asana project to track the prioritised tasks for a team of video editors across hundreds of client videos.
We currently use the boards view with “Awaiting content”, “Edit stage”, “Awaiting Approval” and “Approved” columns. We create a new video each month for each client so the process cycles through each month. The challenge is that we are a rapidly growing company so now have hundreds of tasks associated with each client video moving through the board columns. Has anyone used Asana for a similar project and has any helpful tips? We will eventually have thousands of tasks associated with each client and will need to break it down into teams I believe, but even then, each project could have several hundred tasks which makes it very hard to manage. Thanks

Some things to consider.

  1. Boards don’t work as well with 100s of Tasks. Try lists instead.
    @Todd_Cavanaugh lays out a good comparison fo the 2 here.
    Boards vs. Lists (and why you should choose List if in doubt!)

  2. Yes. Break things up into smaller, logical groups. So as not to have too much in one Project. For example, by project, by customer, by end product/result. Having a defined end goal and end date per Project can be very helpful, in multiple ways.

  3. If you decide to use lists instead of boards, make use of sections to keep a long list better organized and broken up into smaller groups.

  4. It’s all about creating smaller, logical groups. When the group gets too large, a human can’t hold it all in their head at once, and parse through it. It will end up just becoming meaningless noise.

  5. Think long and hard about what Asana can do, and how it will best work for you team. Decide on the best way to use Asana, define some guidelines, and make those guideline clear to the team. If everyone comes up with their own way to use a tool, you’ll all be moving in different directions.


Thanks @Vince_Mustachio that’s some useful advice. We will look at Lists again and a way of breaking it up into smaller groups.