You log into Asana. You create a task complete with a description, and then assign the job to someone. Voila! You’re done.
If you’re part of the 93,000 paying customers in Asana user who are used to this routine of adding a digital pile of individual tasks, why would you want to use templates? It turns out Asana templates are not only great timesavers but also easy to use. Here are a few reasons why you should consider using Asana templates if you aren’t already.
One thing you should be aware of ahead of time is that templates can only be created at a project level. So if you have multiple projects, know that you will have to choose “Add template” in that project—even if you want to create a similar template.
But once you have created your first, second or third template, you can just click “Add new” in the left-hand corner and scroll down to the task template of your choice. It’s instantly available to copy and tweak as needed. Instead of having to create individual tasks continuously for similar duties, you can simply use a template to have the entire task created for you.
Once you have chosen your template, you can assign it to a team member and go about your day. Or, if you need to make specific changes within the template, you’ll only have to add or remove those small details in the template as opposed to re-creating the whole task.
Using a template within your projects helps you (and others) to keep tasks organized so that they can be completed quickly and efficiently. By only editing small steps in an otherwise similar project, you don’t have to worry about forgetting to add something that all users may need to know. It’s already there! This simplifies the process to make sure other users’ job tasks are consistent.
Reevaluate Project Management
If you’re in a project or upper management position, Asana templates will almost certainly make you re-evaluate how much time you spend just on creating tasks. If you’re documenting your time as you make Asana changes and creating tasks, notice how much less time it takes with templates. You will better understand how to handle tedious, repetitive work (like creating individual tasks). Once you master template preparation, you can focus on actually getting the work done.
When you have a lot of tasks, it’s important to know where they all fit into your workflow system. Creating tasks and monitoring your “Favorites” and “My Tasks” section can be helpful, but templates are the added step you need once you can find the project you’re working on. With an Asana template, you can clearly define the structure for your project and stay on top of what needs to get done next with ease!
Staying focused is difficult if you do not have a clear view of what needs to be done from your entire team, not just you. A well-designed Asana template helps make this process easier by giving a clearer picture of what your team members need to know and do, in terms of workflow.
It can also help identify areas that need more attention or that may be taking up too much of your team’s resources or attention (such as a project that has been abandoned). By using templates, you’re able to create a consistent, structured environment for your team. Some team members may have specialty areas that make more sense with one template versus the other. Templating tasks to match their strengths (or required work) can increase the pace.
Also, if there are tasks that keep getting ignored or extra tasks that need to be created to move the project along, creating a template task works for that, too. It’s a way to either let team members know where the missing link is, or to assign the “missing link” so that projects can seamlessly move from Point A to Point B.
Once you have the structure in place of what all is required for a given class of tasks, it’s easy to move on to the next task type and make sure everyone is on the same page about what’s included for any given step in reaching your project milestone deadlines. This means one less thing for your team to worry about and allows them more time to focus on their work.
Adding videos to Asana tasks
Some people are visual learners and some are audio learners. If you know how your team members work best, maybe a video makes more sense than a text-only template. You can then create videos with Zight (formerly CloudApp) explaining what the next step in the project is. Just record your screen using Zight (formerly CloudApp), and add the link to your template’s description area or custom field of your own making.
Videos are just one click away. Just like Asana, you can manage permissions so only your team has access to Zight (formerly CloudApp) recordings. They are great for someone newly assigned to a task or anyone coming back to something where they need a refresher.
Manage all your files and recordings from your Zight (formerly CloudApp) dashboard; skip all the scrambling around for videos in your work chat, email, or third-party streaming sites. You can categorize files in Zight (formerly CloudApp), download files you want to attach to a project overview, and share links. It’ll all be right there in your team members’ “My Tasks” to view at their leisure.
With Zight (formerly CloudApp)s on your new templates, you can easily share your knowledge and expertise with others on the team in a consistent layout.
Even the best writers can find that sometimes it’s easier to create a video of a task description instead of writing it out in step-by-step detail. Once you’ve nailed the video, just save and share assignment details with each team member to watch on their own timeline. Instead of them asking how to find a tab/window/site/folder, creating a Zight (formerly CloudApp) video template and adding it to an Asana task visually shows them exactly where to go. This could also help reduce training time for new team members.
Zight (formerly CloudApp) makes Asana tasks easier
Zight (formerly CloudApp) doesn’t just do screen recording and screenshots. You can all upload and store all of your files in one central location for where the team has easy access and can quickly share a link to those documents with other team members.
That’s on top of being able to create a custom field in an Asana task template for a Zight (formerly CloudApp) screen recording, reminding you that one short video can be worth a thousand back-and-forth comments.
Zight (formerly CloudApp) supports your Asana projects by ensuring that everyone has access to the resources they need from anywhere at any time. That means everyone knows exactly where they need to go when starting a new task. Even if you’re out of the office, no more scrambling to find everything you need. Zight (formerly CloudApp) + Asana templates is a match made in remote-work heaven.
An organized team will always work more effectively than one that lacks structure or organization. Generally speaking, they’ll also deliver better results faster than one whose members are disorganized and lack structure.
Are Asana tasks + Zight (formerly CloudApp) templates always the way to go?
Depending on the job and all of its intricacies, there may be times when templates are more time-consuming than just creating individual tasks. If your task is a one-off, it may not make sense to create a task template in Asana.
And in cases where a task assignment is old hat, you might not need to create a Zight (formerly CloudApp) screen recording. But by having the option for both, you can make your daily work life simpler. Enjoy Zight (formerly CloudApp) + Asana to make your production time easier, too.