With most processes, there are a few steps:
- Gather Inputs
- Process that information
- Create Output
- Review Output
- Deliver Output to client
When creating a task, you can have a subtask that represents each of the steps. Is that how most people are designing their tasks?
Then after we have delivered the proposal to the client, we have more steps.
7. Follow up with client (do they have any questions about our proposal?)
If they show interest, we’ll collect additional information and complete an even more detailed proposal. So now we have subtasks 8-14 (which is essentially a repeat of steps 1-6).
Upon delivery of the more detailed proposal, we then move to subtasks 15 & 16.
15. Follow Up
16. If they accept or reject proposal, make notes and complete task.
I have 4 sections in this project. (1) Process and (2) Quoted (3) Process 2 (4) Quoted 2. Upon completing each set of steps, I move the task in between these sections.
Acceptance ratio is around (1/20 or 5%). So it make sense that each of these are tasks, not projects.
Some of the questions I have regarding my process are as follows:
First, is this how most people are designing their tasks and projects? Inputs, process, output, etc? And then if there is a multi-tiered proposal, they have 16 subtasks for every single client proposal? And then move through sections? The reason I ask, is because I haven’t seen any Use Cases / Asana Videos showing something like this. There probably is, and I just haven’t seen it. Please let me know if there is.
We use task templates, that pre-assign the tasks and add due dates (this really speeds things up). However, because there are multiple handoffs during this process and I am assigned to tasks at the beginning and end of this process, I have 2-3 subtasks assigned to me, which clutters up MyTasks, for a single proposal. Is that what everyone else experiences?
I don’t assign the second tier proposal tasks in the task template, as many times we don’t get to this step. So then I have to go into the task and assign the tasks and due dates. I don’t believe I can automate this (as much as I would like to) because you can’t create a rule that assigns the next subtasks after another one is completed. Is that right? Is there a better design method here?
There are quite a few steps in this process, and each step has pretty detailed instructions for completing the step. Are people putting their SOP’s into the asana task, or linking outside? Any thoughts on best practices here? I like having subtasks as steps, because then it ensures each step is getting completed by the assignee. But with so many subtasks, it starts to take a while to load the task.
Any help is much appreciated. Apologies in the advance the long-winded post.