Hi everyone! 
I wanted to share a bit about our journey using Asana and how it has helped us streamline our operations.
For context, I work at Richmond Concept, a creative team offering branding, design, copywriting, website development, and video services to businesses of all sizes. We also provide white-label services for other creative teams. Our goal is always to partner with clients to help clarify their brand message and bring it to life through thoughtful, well-executed work.
Because our team includes designers, developers, copywriters, and project managers collaborating across multiple projects simultaneously, having clear visibility into who is responsible for what (and when) is essential.
Here is a look at how we moved from scattered spreadsheets to a streamlined system.
The Challenge: Growing Pains
When we were first building Richmond Concept, much of our work was managed through email, shared documents, and informal task lists. As we grew and added more team members, we tried other project management tools, but they didn’t quite offer the level of structure or flexibility we needed. We were spending too much time figuring out where the work was, rather than doing it.
The Solution: A Single Source of Truth
Asana gave us a single place to manage everything. Tasks, deadlines, and responsibilities are now clearly defined, which has made communication smoother and the business more efficient overall. We really value how versatile Asana is—it allows us to stay aligned even as projects shift and evolve.
The Features That Changed Our Game
Three specific workflows have had the biggest impact on our productivity:
- Project Templates: We use these for common project types like branding and website work. This allows us to start each project with a clear structure and shared expectations. We even have templates set up for clients with different billing workflows, so every step is clearly defined for our project managers.
- Forms: These have been great for standardizing intake and ensuring we have all the info we need upfront.
- Automations: These have been a lifesaver. Simple rules that assign tasks, add collaborators, or automatically create subtasks save us so much time.
The Impact
We consistently save significant time during project setup and ongoing management thanks to our templates and automations. In fact, my Year in Asana recap for 2025 shows that Asana has helped me save 10 days and 13 hours of work with automations.
For example, we have a dedicated marketing project where adding a single task automatically generates all required tasks and subtasks. Efficiencies like this add up quickly, allowing the team to spend those saved hours focused on the actual client work rather than admin.
The Community
I also have to give a shoutout to this Asana Community! It has been a great resource for learning and discovering new template and workflow ideas. We’ve picked up helpful tips here that we likely wouldn’t have found on our own.