Traffic Management Strategies

English Forum Tips and Tricks
1

Hi! My team has been using Asana since January and we are struggling to manage folks workload. Everyone seems to input their tasks differently, leaving some people to have 40 tasks while others have 10. Obviously we all think differently and some like to go more in depth with others. Was just wondering if there are any tips on how to better traffic manage and or how we should be inputting tasks and to what extent. Open to ideas! We hate to tell people how they need to be using the tool but its seeming like we need some additional guidance.

2

@Tia_Regec - welcome to the forum! I think there are a number of strategies you could consider depending on what you prioritize most. Some ideas:

  • Use the estimated hours field (or your own custom field) to track how significant each task is
  • Provide guidance on how to right-size tasks (e.g., a task should be ~1 day of work, a subtask ~1 hour, a project ~1 month, etc.)
  • Use the capacity planning to have people log their effort at the project level instead of counting their tasks
  • Centralize the creation of task creation (consider using a form, task templates, etc.) so individuals aren’t creating variance (or have managers review task lists weekly)
3

Hi there!
At Ready Logic, we’ve successfully used Asana with our clients for a while. Here are our top tips for streamlining workload management:

  1. Define standardized processes for task creation and management, such as outlining the necessary columns, statuses, and priority levels, and ensuring each task is assigned to the relevant person based on the project’s needs
  2. Implement Resource Allocation Tools: Monitor and adjust team workload using Asana’s workload view or custom fields.
  3. Use Due Dates and Dependencies: Set due dates and dependencies to prioritize and manage tasks effectively.
  4. Regularly Review and Adjust: Review workload distribution regularly and make necessary adjustments.
  5. Encourage Open Communication: Encourage open communication and encourage you team members to use “Comment” and “mention” feature in Asana.

Adding some structure could help your team make the most of Asana!

In case you need any help setting it up let me know here 2 and I’ll be happy to assist.
Zaki
Business Workflow Consultant
Ready Logic