I run an in-house corporate photo studio. We have a single project called Photos and each photo request we receive becomes a task in that project. This project will never end and each year we will add around 500 tasks (1 for each new photo request). I’m trying to decide if I keep this single project or if I create a new one for each calendar year. I prefer to have one project, even though it will contain 2,500 tasks over the next 5 years. That makes it easy for me to have 1 metrics Dashboard for that single project that can compare metrics from year to year. Will having a project with this many tasks be a problem with data limits, or perhaps performance, within Asana? Plan B is to create a new project for each year (Photos 2025, Photos 2026, etc…). NOTE: We do not upload any files into this project, so it does not contain massive amounts of data/attachments. We only use it to track the details of the photo request (the who, what, where and when, but not the actual photos).
I wonder if anyone has done this and has any real life tips or thoughts.
I believe you should be fine for five years, perhaps more. (I’m assuming each one of those photo tasks doesn’t have 150 subtasks!)
If you notice any slowdown (unlikely given the way you’ve described the project) then I agree aging off to these other yearly projects, or even fewer multi-year (5-year?) projects is a good approach, keeping your main project evergreen so you only have one form, rules, etc.
We recently had a ticket opened with Asana support, and what they said was that a project will start to slow down and malfunction when you reach multiple thousands of tasks.
For example, I’ve had a project with 50,000 tasks, and it worked okay. It does slow down when you try to apply filters though.
That’s good to know. Sounds like the significant variables impacting performance of massive projects is the number of tasks, but also if you assign multiple subtasks to each task and if you upload files that add to the file/data size of the project.
I don’t think attachments have anything to do with it, but subtasks, because they’re kind of part of the project, actually do count towards that number, I think.