Your DoXXX Projects
A project is a bucket for a list of tasks related to a goal, topic, or timeframe. Every project within your metro Team is a piece of the big picture puzzle that is your metro’s maintenance and growth. Since DoStuff has worked extensively with each current metro on how best to setup and manage everything that needs getting done to make their businesses happen through Asana, we have standardized templates for essential projects with guidance on the use of each.
Because each Team is a member of DoStuff’s Organization, we can easily duplicate and share these templates with you. Once you have these essential projects up and running, it is up to your discretion what additional projects will be necessary given your specific team operations and development.
II. Project Templates
You will receive each project template with guidance in the notes section and example tasks. We will go over with you their use more specifically and best practices other metros have developed.
We strongly encourage you to setup and manage these projects as we recommend for a trial period of a few weeks before making significant changes. Every habit takes time to adopt and appreciate! And good habit are easy enough to begin, but bad habits are really hard to quit.
A few of the project templates you will receive include:
TEMPLATE - MONTHLY AD
TEMPLATE - ONE-OFF AD
The last two you will maintain as templates to duplicate for each monthly or one-off advertising partner. Within each unique partner project, you will customize additional tasks related to that partner. The projects you will receive for your Team should account for most of the work done for your metro, from account management to editorial to content. However, every metro is different and you will likely need to create new, original projects.
III. Original Projects
When you create an original project, that project should make sense as a bucket for an extended list of tasks oriented toward a goal, topic, or timeframe. For example, if you partner with a new festival, start a new event series, or host an awesome contest, then you would need to create an original projects for each.
Often, people are unsure of when to create a project with tasks versus a task with subtasks. In this case, ALWAYS err on the side of a project with tasks. Subtasks get buried easily, are more difficult to navigate, and so aren’t as functional as tasks.
To create a new project, see Asana’s Guide here. Once you have it set up, begin adding as many tasks as you can to break down all the necessary deliverables, assign to collaborators, and set due dates. You won’t know ALL the tasks the project will entail at the very beginning, but it is important to get down as many as you can initially. Then keep coming back to that project with new tasks as they become known.
If you create the project or it is shared with you, you will be set to “Follow” it and receive all updates regarding tasks in your Inbox. You can “Unfollow” if this info is unnecessary, but it can be helpful for oversight if you are the project’s point person.
You can also share the projects you create with partners or third parties, such as your designer, as you see fit. Sharing the project with a “Guest” will allow this person to only see the tasks related to this projects and no other projects within your Team or our Organization. To learn how to share projects, check out Asana’s Guide here.
IV. Project Features
Section Headers - When you add a colon after a task title, it becomes a priority header. This visibly breaks up the list of tasks within a project. For example, your Content Management project has priority headers for “Daily” versus “Weekly” tasks.
You can drag and drop tasks beneath priority headers, which makes them flexible but also problematic because tasks can easily become disorganized. A best practice is to make priority headers also Tags. This way, you can identify where tasks belong or types of tasks and re-sort as needed.
Views - The default sort for all projects is by “Tasks to Do” or most recently added. However, within this view you can drag and drop projects to arrange as you see fit. This will change the order of tasks for all viewing the project with this sort selected.
You can also sort by “Assignee,” “Due Date,” and “Recently Complete." You can also "Filter and Customize View" to drill-down and show by tags.
Important note: these views are self-selected, meaning if you choose to sort a project by date, only you will see that view unless your collaborators also select it independently. If dates are essential for a certain project, you will need to remind collaborators to select this sort.
Cross-Organization - A task can live in multiple projects at once. For example, you will want to have a task to Tweet a Giveaway winner for a partner live both in that partner’s project AND your Editorial/Ad Calendar project. To add a task to multiple projects, see Asana’s Guide here.
Within projects, Asana automatically cleans up your view by archiving completed tasks. This doesn’t make them disappear because you can select to view "Completed" or "All" tasks.
You can archive whole projects when they are complete. Most of your projects will be ongoing, but some will be temporary. You can always view your archived projects by selecting “Show Archived Projects” at the bottom of all your current projects.
In this way, Asana is an amazing tool for not only managing all your metro’s necessities but also keeping a history of its development.