asana task management

How to Organize Your Entire Business and Team With Asana

As an online business and blogger, you’re constantly juggling client assignments. There are various deadlines, a multitude of client requests, not to mention other ideas you have floating around in your head. 😉

Every project you work on and every client you onboard has their own specifications, style and voice, and submission guidelines.

Staying organized and on top of each client’s deadline seems like a full-time in itself. There’s a never-ending to-do list that can be very overwhelming.

As a freelance writer, clients will have their own word count and style guidelines. As a virtual assistant, clients will have project deadlines, systems and instruction documents.

Some clients will let you take more of an active role in the details while others are more organized and have daily or weekly tasks that have to be done.

How the heck do you keep track of all your assignments, deadlines and client details?

If you’re ready to get serious about task management and project workflows, you need to check out Asana For Bloggers. Here’s how to use Asana to organize and automate your daily workflow.

Capturing project ideas and blog posts

Asana Task Managment allows you to have a more sophisticated, but simpler process for capturing ideas for content. No more writing down ideas on a notepad or sending yourself an email in the middle of the night!

As you start thinking of new ideas, simply start a new task in Asana under the appropriate project inside your Asana workspace dashboard.

This is where you can put links to posts to research, outline your ideas, or even start listing out other tasks — like graphics that need to be created.

Next, you can do a quick search using the Jaxxy Pro keyword research tool to see what long-tail keyword phrases can be used.

capturing blog post ideas with Asana

The next few steps should be a lot easier now that you’ve already written a brief outline and have some ideas going.

Even when you’re not near a computer you can quickly log into the Asana mobile app on your phone to capture any new ideas or to-dos.

CC blog topic sections in Asana

Organizing client info and requests

One of the biggest complaints that you probably have is how overwhelming it can be to keep track of client requests and specific information. Every client or project has specifications, editorial guidelines and workflow for their projects, and you have to remember all of them.

The good news is that you don’t have to rely on your memory alone!

Asana task management makes it SUPER easy to create a section for each client project and all the details that go with it. You can also use a Google Spreadsheet, of you’re not quite ready to switch to Asana.

writing clients and sections in Asana

Use each project name section as a CRM by listing out of the details for that particular project. This information can include client workflow details, like:

  • How many words each assignment should be
  • An average amount of services that need to be performed each month
  • Due dates for each assignment or project
  • Their budget, so your team knows how much to invoice for each post
  • The contact information and email address to send invoices
  • The contact information and email address to send pitches (in this case there is also a Google Form)
  • A link to this client’s folder in Google Drive
  • Ideas for popular topics
  • Attachment of any processes or style guidelines page

SLH client project details in Asana

This means that anytime you have to work on a client project you’ll know the exact details of what they’re looking for and how to submit my work. At the end of every month your team can verify the amount of services performed to the contract and bill them accordingly.

No more headaches and no more endlessly searching through emails!

Again, you can also do the same thing with a Google Spreadsheet simply by listing out the same categories and information in the spreadsheet columns.

Tracking assignments and deadlines

Once you have all of these business systems in place it will be super easy to track individual assignments, project progress and deadlines. Oftentimes, there are two ways you receive correspondence from clients or team members:

  1. They send over an email
  2. They discuss tasks over the phone or in team meetings

As you receive work or requests for projects, create a new task for each one and insert a brief outline or notes related to the topic.

Don’t forget to assign it to the right team member with a due date!

A great thing about managing your workflow based on a color-coding system in Asana is that this syncs with Google Calendar too!

This will allow you to view all of the upcoming deadlines for the month so you and your team can properly manage how much work is going on. If  you have a new client that wants to hire you, you can quickly pull up the calendar view in Asana and see whether or not your team has the capacity to take it on.

Asana calendar colored

If there are too many boxes of one color on any given day or week, then you’ll know that you’re at full capacity and can not take on anymore work. And vice-versa.

While these insights will hopefully help you become more organized with your client process, here’s how other online business owners managed their workload.

5 freelancers share their workflow methods

Miranda Marquit takes it old school and manages her content and ideas with notes, due dates, and outlets on a board she can easily access. And I know that veteran writer, Nicole Dieker, has a nifty spreadsheet where she tracks all of her assignments.

Stefanie O’Connell, from The Broke and Beautiful Life, mentioned her love of Excel spreadsheets, exclaiming, “I don’t know what I’d do without my spreadsheets!”

Business owner Kali Hawlk, makes use of Google Calendar to track calls, appointments and events. She states that “I need about three planners for my to-do lists and to help me manage my productivity!,” she says.

In addition to spreadsheets and Asana, an editorial calendar can make a world of difference for many business owners.

VA expert Kayla Sloan says, “I use an editorial calendar on my Google Drive along with a very detailed all-encompassing calendar that includes my personal events, my business events, and events from my full-time job so I don’t forget anything. I’m a huge fan of calendars!”

Keeping up with multiple deadlines

As a freelancer, you may be juggling various deadlines at any given moment and everyone has their own process for tracking multiple deadlines.

As evidenced here, every business owner has a different processes for organizing their ideas and managing deadlines. No two freelancers are exactly the same. Hopefully this has given you some ideas of how to better organize your schedule so you will feel less overwhelmed and more productive.

Hacking Asana task management

To get started with Asana, I recommend buying the Asana For Bloggers course!

It’s YOUR guide to creating business systems that help automate your tasks, save you money and give you back hours of your time.

If you’re ready to create better business systems, get the Asana For Bloggers course! It’s only $25.

You’ll learn how to limit at-home distractions, stop jumping from task to task, battle the inbox overwhelm (and win!).

Seriously, this course will help you be more productive every. single. day.

Want to learn how to use Asana Task Management? This tutorial explains amazing tips for project management using Asana for client projects and freelance deadlines. Stay on track and get your to-do list done on time!

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