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Build the foundation of your workflow

In This Article

In this article, we'll show you how to create an Asana project and basic structure that mirrors how your work actually happens.

Step 1: Choose the right project pattern

  • Deadline‑bound outcome (e.g., event planning): Create a project for the outcome. Use sections for time‑frames (e.g., “6–4 weeks out”, “4–2 weeks out”), and tasks for the work required to reach the date. Default to list or timeline view so timing is front‑and‑center.
  • Ongoing process (e.g., request intake): Create a project to house the process. Use sections for stages (e.g., “New → In review → Staffing approval → Completed”). Default to board (or list) so items visibly move across stages.

Step 2: Add core structure

  1. Create the project and pick the default view (list, board, or timeline).
  2. Add sections that correspond to stages or time buckets.
  3. Create tasks that reflect the steps or the individual outputs moving through the process.

Example structure (Request workflow)

  • Sections: New, In review, Staffing approval, Completed
  • Tasks: Each task is an incoming request

Example structure (Event planning)

  • Sections: 6–4 weeks out, 4–2 weeks out, 2–1 weeks out, Event week
  • Tasks: Venue booked, Catering confirmed, Staffing schedule finalized, Run‑of‑show approved

Step 3: Add the fields you’ll need later

Open the project's Customize menu and add custom fields to power visibility and reporting. Here's a lis of common fields you can apply:

  • Status/Stage (if you’re using list view and want a field in addition to sections)
  • Priority
  • Requester / Department (single‑select)
  • Estimated budget (number/currency)
  • Actual cost (for deadline‑bound event/campaign projects)

These fields can be added to project templates so new work inherits the same structure.

Step 4: Make it easy to see what matters

  • Set a default view that matches your pattern (board for stages, timeline for date‑driven work).
  • Use filters or sorts (e.g., by priority, by stage) so the project opens the way your team needs to work.
  • When in doubt, build the simplest version that reflects your real steps. You can always add automation and advanced fields later.
  • Keep section names and field choices short and unambiguous so rules are easy to build and read.

 

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Build the Foundation of Your Workflow in Asana