Hi Asana community! I’m Kathy (aka KK), an Asana Ambassador and strategic project lead. My team manages an unusually high volume of concurrent initiatives—think 40+ at any given time—so we’ve had to rethink traditional Asana structures to keep clarity, accountability, and momentum alive.
Instead of using projects for every initiative (which quickly became overwhelming), we’ve flipped the model:
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Each initiative lives as a task in a central “Master Tracker”—a Schedule project that holds all initiatives for the fiscal year.
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Subtasks represent the workflow-specific actions tied to that initiative.
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We use custom fields to tag priority, workflow leads, timings, and status at the task and subtask level, along with rules to auto-update workflows and notify stakeholders.
But that’s just the first layer.
As a project’s start date approaches, it’s automatically multi-homed into an “Active Projects” workflow. That’s where the real magic happens:
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Projects move through a structured pipeline:
Creative Brief (request form) → Copywriting → Design → Production -
This allows us to gather input, align teams, and execute deliverables with precision without losing sight of the broader timeline.
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Multi-homing ensures visibility in both the strategic planning view (Schedule) and the executional flow (Active Projects)
This hybrid setup lets us:
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Move fast without spinning up new projects for every effort -
Keep visibility tight across dozens of initiatives -
Align cross-functional partners without overloading their dashboards -
Maintain a clear fiscal-year roadmap while tracking real-time progress
It’s not a beginner setup—subtasks and multi-homing require thoughtful governance, and reporting takes some creative finesse. But it’s helped us stay lean, collaborative, and focused.
I’d love to connect with others who’ve built similar systems. How are you using Asana to manage high-volume, high-complexity work? Let’s swap ideas!