Spring cleaning hits… and suddenly everyone wants to “clean up Asana.”
But then comes the question:
Where do you even start?
If you’ve been using Asana for a while (especially in a growing team), the mess usually isn’t random. It’s layered:
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Projects that were once active but never closed out
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Custom fields created for one moment that never got standardized
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Automations stacked on top of unclear processes
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Users who’ve rolled on/off the team without a full audit
I’ve learned the hard way that if you try to clean everything at once, nothing sticks.
So here’s the order I actually follow:
1. Start with Projects (Not Tasks)
Look at your project list:
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What’s still active?
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What hasn’t been touched in 90+ days?
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Who owns each project?
If a project doesn’t have a clear owner, it’s already a risk.
2. Archive Before You Organize
Resist the urge to “fix” everything.
Archive:
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Completed projects
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Duplicates
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Outdated initiatives
Clarity comes from removal first, not reorganization.
3. Review Custom Fields Across Projects
This is where things quietly get messy.
Ask:
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Are we tracking the same thing in 5 different ways?
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Which fields are actually being used?
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What should be standardized vs project-specific?
4. Check Automations (Are They Helping or Hiding Problems?)
If you see a ton of rules, pause.
Sometimes automations are doing the job of:
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unclear ownership
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missing process
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lack of alignment
5. Do a Quick User + Access Audit
Especially important if your team has changed recently:
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Who still needs access?
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Who’s inactive but still in the system?
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Are guests in the right places?
For me, “cleaning” isn’t about making things look nice
it’s about making sure the system still reflects how the team actually works.
Because once your system drifts from reality,
everything starts to feel harder than it should.
Curious how others approach this: