Understanding Asana Teams Simplified 101

on Asana, Automation, Project Management Tool, Task Management Tool, Tasks • November 25th, 2021 • Write for Hevo

Asana Teams - Featured Image

Since the pandemic, the corporate world has changed the way they work with the remote work culture. As a result, there is a sudden surge in the requirements of exceptional Project Management applications to increase productivity. Today, a wide variety of teams and organizations have started relying on robust Project Management tools to manage and complete their projects in time. Project Management Software has revolutionized the way businesses are conducted today, as it can be used to organize, collaborate, and automate tasks to make the process of completing projects go more smoothly. 

Asana is one such Project Management tool leveraged by businesses of all sizes for better organization of tasks while working remotely. You can effectively collaborate on a project with a set of individuals by using the Asana Teams feature. All Asana Teams have their own group of members, projects, chat rooms, and calendars.

In this article, you will learn how to effectively Create, Join and Manage Asana Teams in your business.  

Table of Contents

What is Asana?

Asana Teams - Asana Logo
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Asana is a Cloud-based Project Management platform that allows for simplified collaboration between enterprises and teams. It is extensively customizable and designed to not only augment team communication and Project Management but also help achieve organizational objectives for a wide range of enterprises.

Asana helps Project Managers segregate complex project assignments into simpler tasks via the use of Kanban-style boards, planning and scheduling with Gantt Charts, and more. Teams can use Asana to easily establish tasks, distribute work to peers, set deadlines, communicate and assess task progress, and handle concerns related to problems encountered. As a result, it removes the need for meetings, email updates, and note sharing.

Key Features of Asana

  • Kanban: Asana uses Kanban views to visualize work as it progresses through different stages. A Kanban view is a straightforward technique to graphically display work at various phases of a process, such as what’s left to do, what’s in progress, what’s completed, and more. It can also be used in product launches, Sprint Planning, Account Monitoring, and making Content Calendars. You can, for instance, ‘sort by assignee’ to see what each person is working on or which subtask is completed from a card. In your Kanban board, you could also set up rules to save time and automate work by eliminating repetitive chores. For example, users can set up a rule to automatically move tasks to the Done column after they are completed.
  • Integrations: Asana offers a wide range of third-party applications and apps that it can integrate with. This makes it easier for a corporation to implement Asana as a complete and adaptable Project Management solution. Some of the few of the Asana integrations include Dropbox, Salesforce, Google Calendar, and Slack.
  • Focus Mode: This feature allows you to concentrate on a single job at a time without getting distracted or overwhelmed by other duties. To achieve optimal productivity, you may use this easy function even when using Asana for Personal Use.
  • Security: Asana’s workloads (servers and databases) are hosted on Amazon Web Services (AWS). AWS runs a safe Cloud environment that secures your information, identities, applications, and devices in terms of security. Asana has implemented end-to-end encryption to safeguard the security of your data at rest and in transit. They support Single Sign-on as well as Two-Factor Authentication (two-factor). They also meet SOC 1, SOC 2, and GDPR requirements. 
  • Reporting: The Reporting function in Asana allows you to define, track, and manage objectives. To track progress, you can use milestones and portfolios to structure and trace key initiatives. Users may also create their own reports or pick from a library of pre-built charts in Asana’s template library. In addition, you can also export and share the reports too.

For more detailed information on the several Asana functionalities, you can visit the Asana Features page.

What is Asana Teams?

Asana Teams - Asana Teams Page
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Asana assists you in Planning, Organizing, and Managing your team’s work from start to finish. You’ll be able to manage team activities, add comments, attach files, and update the status so that everyone is informed of the progress and changes.

The effective way to manage projects is to ensure that everyone understands exactly what they need to accomplish and when they need to do it. This is where the Asana Teams feature comes in handy. In an Asana Organization, teams are subgroups of members. They might be typical corporate divisions, such as Engineering or Marketing, or they can be a group of people with similar interests. A team may be thought of as any collection of individuals that need to collaborate on a set of projects. Each team has its own set of Members, Projects, Chat Rooms, and Calendars.

Once your account is set up, you may create several Asana Teams for different purposes and assign team members to only the teams they need to access.

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Prerequisites

  • An active Asana account.
  • An understanding of productivity tools.

How to use Asana Teams: 6 Key Aspects

Asana Teams offers several functionalities to simplify your Project Management and promote collaboration. Let’s understand how to effectively use this feature to its full potential via the following 6 Key Aspects:

A) Create Asana Teams

Asana does not have a desktop app, which implies there is no app/extension for Windows, Mac, or Chromebook. As a result, you’ll be able to use Asana via the browser on any desktop or laptop; the procedure is the same for all three.

To Create Asana Teams via the Admin Console follow these simple steps: 

  • Step 1: Navigate to Teams in the sidebar on the left of your screen from your Admin Console.
  • Step 2: Create a team by clicking on the Create Team button next to your profile image.
  • Step 3: Your Team Name will be requested in a pop-up window when you create a new team.
  • Step 4: Add the team name and description in the pop-up window.
  • Step 5: Then, add the team members you want to include.
  • Step 6: Select the Privacy Settings that you’d prefer.
  • Step 7: Click on the Create Team button when you’re done.
Asana Teams - Create a New Team Window
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To Create Asana Teams Using the Omnibutton, follow the easy steps given below:

  • Step 1: Click on the orange Omnibutton.
  • Step 2: Then, select the Team icon.
  • Step 3: Similar to the Admin Console method, you can now create a new team by filling the team details in the pop-up box.
  • Step 4: When you’re done, click on the Create Team button.
Asana Teams - Omnibutton
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Asana has an app version for both iOS and Android and can be accessed via the internet on desktop and laptop devices. Unfortunately, you can’t create a team using the iOS/Android app on your phone or tablet right now. However, there is a workaround. 

To access the desktop view on Safari, you can follow these steps: 

  • Step 1: Launch the Safari web browser.
  • Step 2: Request for Desktop Website.
  • Step 3: To return to the mobile version, repeat the instructions.

To access the desktop view on Google Chrome, follow these steps:

  • Step 1: Launch the Chrome web browser.
  • Step 2: Visit Asana.com.
  • Step 3: In the upper-right corner of the screen, tap the three-dot icon.
  • Step 4: Select the Desktop site from the drop-down menu.
  • Step 5: To return to the mobile version of the site, uncheck the box.

B) Join Asana Teams

Using the search bar, you can find a team to join. You can browse for other teams in your organization and request to join one if you want to access the team’s projects and collaborate with other team members.

To join an existing team, consider the following steps:

  • Step 1: Type “team” into the search field.
  • Step 2: Join by clicking the Join button.
  • Step 3: After you’ve requested to join a team, you’ll need an existing team member to confirm your request. You will be automatically added to public teams without approval.
Asana Teams - Join option
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You may also receive an invitation to a team by email or a shareable link that grants you access to the group.

C) Team Settings

If you wish to Modify the name of your team, tweak the Asana Team Permissions, manage your team’s members, change Approval Notifications, or Remove the team, you can do so under Team Settings. The Team Settings are only accessible by team members.

To access Team’s settings, follow the simple steps given below:

  • Step 1: Click on the three-dot icon by hovering over the team’s name.
  • Step 2: Click on the Edit Team Settings option from the menu.

Under the Team Settings window, you will find three tabs viz.,

  1. General: Here, you can change the Team’s name, add a Team description, and modify the Team’s permissions.
  2. Members: Here, you can:
  • View a list of all team members, as well as those having access to specific projects.
  • Hover your cursor over a member’s name to remove them or yourself from the team.
  • Grant the whole team access to members having access to particular projects in the team.
  • Invite new team members to join.
  1. Advanced: Here, you can activate the Harvest integration, change the Membership Approval Notifications, and delete the Team.
Asana Teams - Three dots option near Team's Name
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D) Moving Project from one Team to Another

A project may only be moved to teams in which you are a member. You won’t be able to relocate your private projects. For the sole purpose of shifting a private project across teams, it will have to be made public. It can be made private once it has been relocated.

To transfer a project to another team, follow the steps given below:

  • Step 1: Toggle the drop-down arrow.
  • Step 2: Click on the Move to Another Team option.
  • Step 3: Choose your team’s destination (the checkmark indicates the team the project currently resides in).

E) Limiting access to Asana Teams

Access to a Membership by Request Team can be limited in the following three ways:

  1. From the sidebar, decline the person’s request to join the Team.
  2. Remove Team Members: If you remove someone from a Membership by Request Team, they will lose access to all of the Team’s projects (both public and private) and team interactions.
  3. Change to a Private Team: When you change a Team to a Private Team, other Organization Members will no longer be able to join it from the sidebar.

F) Merge Teams together

With Asana, you can easily manage two teams at the same time. Simply go to the assignment you wish to relocate, right-click on it, and choose the Move to Another Team option from the menu. Select the team to which you wish to assign the assignment, and you’re done.

If you get stuck anywhere while working in Asana, you can always visit the Asana Support page and get all your questions answered by the Asana subject experts.

Conclusion

Asana is centered on cooperation and collaboration and offers a variety of team-based management options. In this article, you have learned about Asana Teams’ features. After creating Asana Teams, you can begin building projects for each team. In addition, you can also configure project privacy to be public or private just to selected team members. While Asana allows for as many teams as you desire per organization, the free version only allows for 15 individuals per organization. 

As your business evolves and grows, a tremendous amount of data is generated associated with your projects, customers, products, and services. Integrating your Asana data with all the applications in your business used for Marketing, Sales, Accounting, Customer Relationship Management, Human Resources, etc, is extremely crucial for a deeper understanding of your business performance. To efficiently handle this astronomical amount of data you would need to invest a section of your Engineering Bandwidth to Integrate, Clean, Transform, and Load your data into a Data Warehouse or a destination of your choice. All of this can be seamlessly automated by a Cloud-based ETL tool like Hevo Data.

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Share with us your experience of using Asana Teams. Let us know in the comments section below!  

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