Ongoing Notes, Both By Task & Not By Task


#1

I seem to be missing something with our Asana usage. We are a bookkeeping firm with 6 team members and approximately 65 clients, all of which are their own “Project” in Asana. Almost all of our tasks are recurring, as is the nature of bookkeeping work. If I make a note in a given task, it seems to disappear with each recurrence. So, I am left leaving lengthy descriptions instead, to preserve that information with each recurrence. But, some information is not task-specific, so (1) Where to leave that? And (2) Is there any way to leave comments about the task that simply carry through to the next recurrence? For example, some clients are perennially late in getting us their month-end information. While I could leave that note in the description it would actually be more helpful in the recurring task for that month-end work to read comments about our attempts to best extract that information from our clients. Thoughts?


#2

Hi @Deb_Howard_Greenleaf,

But, some information is not task-specific, so (1) Where to leave that?

What about putting non-task-specific info in the Project Description?

And (2) Is there any way to leave comments about the task that simply carry through to the next recurrence?

As a possible workaround, could you put each month’s tasks as sub-tasks (or recurring sub-tasks), and leave the “parent” task Incomplete with the necessary comments?


#3

Thanks for the ideas, Drew! I’ve tried the Project Description, but find that I don’t actually read those notes very often. :-{ But, I’ll try a bit harder and see if it works … thanks!


#4

@Deb_Howard_Greenleaf

This might be an option…

  • In you Client Project add a section for Client Notes or similar.
  • For each Reoccuring Task add Sub Tasks to actually break down the work being done.
  • Include in the Sub Tasks the following - Review Client Notes for any previous Important Note regarding this Client. And - Create a Task in the Client Notes Sections for any Notes relevant to this Client.

This way you have somewhere to keep the Notes on the Client and a way to prompt to both review and create them…

Hope this helps let me know if you need some more information… I have used something similar for some of my regular Tasks.

Jason.