Professional services firms: how have you set up Asana to balance internal vs external communications with clients?


#1

Hi there. I work for a professional services firm that primarily does custom software development. We’re looking to switch to using Asana for project management, and I’m trying to think through how to deal with client communication.

We like the Conversation stream, and we’d envision that as one of the primary ways we’d communicate about non-task related items with clients. It’s nice to have it consolidated in one place rather than sifting through a bunch of email chains.

When it comes to tasks, though, we may not always want all of those tasks and their comments to be public. The only way that I can think of handling this is having a client-facing Asana project and then an internal Asana project. This just makes me worry about possible double-entry of tasks (from one board to another) and the volume of projects we’ll start building up.

I did play around with NOT adding a client to a project and then individually assigning tasks to them - that sort of works, but it doesn’t solve the conversations part, because those conversations look like they’ll just get lost in the Inbox stream…

Thank you in advance!


#2

Your public + private projects is a good idea. You can have public tasks in both and private tasks only in one. No need for double entries: a task can live into multiple projects (it is called multi homing). Would that solve your problem?

Also for a given task that needs to be private (« Design new logo ») but you still need to discuss with the client, you can create a task called « Design new logo - Discussions », use the comments to discuss and in the task description you can @-mention the private task for easy access (client will see a private inaccessible link, but you won’t). In the public task you can @-mention the private task for easy access to the public task.

Does it make sense?


#3

@Jessica_Kwok: Our company is somehow running the same business. So far Asana is not a customer facing system as we do have a ticket system on top that connects with Asana internally. We automatically “move” tickets between the ticket system and Asana. That’s very handy. The main reason is that we want to clearly separate external from internal communication.

We just started to invite customers and partners to our Asana instance. We created dedicated projects for those and use a color schema to identify them. However we would not want to share the same task for internal and external communication to prevent us from doing mistakes.

Hope this helps,

Patrick


#4

@Bastien_Siebman @Patrick_Lorenz thanks for the great tips! I’ll look into your suggestions.