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Asana vs. Email vs. Chat

Asana vs. Email vs. Chat: How do I choose!?

You have multiple communication channels to choose from when collaborating with your team and DoStuff on projects and tasks. It can be confusing to have the same conversation going in multiple places. Or to have an idea you want to share but you’re not sure the best channel to share it.

In order to collaborate most efficiently, the best channel to use comes down to the urgency of a response and the receivers of the communication.

​Urgent?

If you need an answer immediately (within an hour) - meaning you absolutely CANNOT continue working on a task without another person’s input and need to complete the task - then chat is the best choice. Either through GChat or even in person!

Less urgent?

If you have an idea or question for someone either within your team but it can wait a few hours, then Asana is the place to put it within the comments of the task to which it relates. Or create a new task.


Be sure to “@” the person to whom you want to direct the comment so he gets a notification in his Asana Inbox. 

Example:



​If you have an idea or question for either a person or group that includes anyone outside of your team but it can wait a few hours, then email is the way to go. To include emails you receive as tasks in Asana so that you can work out of a centralized place, see the Zapier for Asana article.

Best Practices

1. Check and clear your email inbox once in the morning, once around noon, and once later afternoon - so every 3 to 4 hours. Inbox Zero is doable. you just have to have a system that works for you.
Here is Scott’s system.

2. Check and clear your Asana inbox once in the morning, once around noon, and once later afternoon - so every 3 to 4 hours.
--->WAIT what!? Yes, only check your inboxes and prioritize every 3 to 4 hours. That way you can give focus to a specific project or projects for hours at a time. Focus = efficiency.

3. Avoid email internally.
​--->WAIT what!? Yes, avoid email for exclusively internal communication unless the conversation needs to be kept private.

What about meetings?

On occasion, a structured conversation will be more efficient than back-and-forth through these channels.


1. If you and another team member(s) need to go over something that is not super urgent but would be better communicated through direct discussion, schedule some quality time together.


2. If you and another team member(s) need to go over something that does require immediate attention and will take significant time/back-and-forth to resolve virtually, make time together ASAP.


3. And whenever there is miscommunication through text (only implied intonation and no gestures!), talking over the phone or face-to-face is always best.


Flow Chart

Click here for a visual summary of some of the points above.

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