Dear Asana,
Nobody gets me like you do. You speak my love language, Acts of Service (specifically Rules and Automations), so fluently.
I’m a big believer that the best workflows are the ones you don’t notice. When tasks move automatically, fields update on their own, and assignments shift without anyone having to think about it, the mental load drops significantly. People can focus on meaningful work instead of project housekeeping.
One of the simplest but most impactful automations I use is assignment by section. For example, when a task moves to “Needs Review,” it automatically assigns to a supervisor. When it moves to “Approved,” it reassigns back to the original owner. There’s no Slack ping, no comment, and no manual reassignment, and reviewers never miss their cue. Work just flows.
I also lean heavily on rules that manage due dates. Deadlines shift all the time, especially in intake-based projects where timing depends on when work begins. Instead of manually updating tasks, I use rules like setting a due date to seven days out when something moves to “Scheduled,” or adjusting the date when it moves to “In Progress.” It keeps timelines realistic without constant maintenance.
Custom fields are another place where automation shines. They’re incredibly powerful for reporting, but only if they’re accurate. When a task moves into a certain section, I’ll have rules automatically update fields like Priority, Category, or Department. That way, reporting stays clean without relying on every team member to remember to update the fields.
For me, automations are guardrails, not micromanagement. The goal isn’t to overengineer the system. It’s to reduce repetitive clicks, prevent common mistakes, and support how people already work. If a rule feels confusing or surprising, that’s usually a sign it needs refinement.
If you’re new to automations, I always suggest starting with one simple question: What action do we repeat every single time? That’s usually your best candidate for a rule. Even one well-placed automation can save hours over time. Once your team experiences that kind of relief, the buy-in tends to come naturally.
If you have a favorite rule or automation that’s been a game changer for your workflow, I’d love to hear it. Acts of Service deserves some love!
