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How to use Asana for account tracking

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Account tracking is crucial for sales and customer success teams to manage prospects and customers effectively, monitor account statuses, and ensure clear ownership of each account. With Asana, you can easily track your prospects and customers, see their account status, and know who is responsible for each account. This article will guide you through using Asana to streamline your account tracking process.

Setting up your account tracking project

Start by creating a new Asana project named "Account Tracking" and add this project to your sales or customer success team.

Add custom fields to your project based on the pipeline or client stages. For sales this could be by funnel stage. For customer success, this could be by team size, or lifecycle stage. Once you’ve created your custom fields, change the view to sort by custom field.

Custom field examples include: Account name, Account status (Prospect, Active, Closed, At Risk), Contact information, Deal stage, Priority (High, Medium, Low), and Owner.

Make sure to add a field for unresponsive leads or closed accounts so you can still track them but know they’re inactive.

You can also create sections in your project for different account stages: Prospects, Active accounts, At-risk accounts, Closed accounts, Account size, Account health, Industry, and Location.

Create a task template to standardize your account tasks. Teammates can use the template to quickly set up a task for every customer. You can name this task “TEMPLATE, DUPLICATE ME - New account.” You can also create subtasks on the template task to track standard items that you do for every account.

Once created, save your project as a template to save yourself time in the future. You can just duplicate the template for each new account.

Adding and tracking accounts

Each account can be added as a task within the relevant section. Enter the account details in the custom fields.

Break down account tasks into subtasks like "Initial Contact," "Demo Scheduled," "Contract Sent," etc.

Get lead information into Asana by creating a form for prospects or customers to fill out. Once submitted, the information in the form will map to an Asana task and any corresponding custom fields you set automatically so you have all of the information you need. Forms can be submitted by anyone—even if they don’t use Asana—by sending them the form link. Set up a form by following the steps outlined here.

Automating workflows

Use rules to automate task assignment, adding due dates, and status changes. For instance, create a rule to move a task from "Prospects" to "Active Accounts" when the “Account Status” field is changed to "Active”.

Add rules to notify account owners of changes in deal stages or account statuses by having the rule add a comment to the task if the stage or status has changed.

Visualizing timelines and dependencies

Use timeline or Gantt view to visualize deadlines and dependencies for key account milestones like contract signing, go-live dates, and renewal dates.

Set dependencies between tasks to ensure that prerequisite tasks are completed before moving forward. You can visualize dependencies easily using timeline view.

Monitoring team workload and capacity

Utilize the workload feature to see how responsibilities are distributed across the sales and customer success teams. Ensure no one is overloaded and reallocate tasks as needed using the drag and drop function.

Create a capacity plan to optimize resourcing decisions by visualizing project staffing over long periods of time. Capacity plans allow you to allocate individuals to entire projects and get a high-level view of how people are staffed across work streams.

Integrating with other tools

Sync your CRM with Asana to ensure that account information is up-to-date across platforms, avoiding redundant data entry.

Use the Salesforce integration to sync data and processes between Asana and Salesforce to accelerate the sales lifecycle. Sales and non-sales teams will be able to have a single source of truth and work in the tool that goes with their workflow.

Integrate tools like Slack or Gmail to communicate directly within Asana tasks. If you communicate with your customers via email, you can make conversations actionable by creating follow-up tasks with our Gmail and Outlook email integrations right from your email inbox. You can also forward important correspondence into Asana to keep it all in one project instead of trying to manage it from your email inbox. This makes it easier to find and reference in the future.

If you want to remember to follow up on an email, head to that task, and create a follow-up task.

Analyzing and reporting

Create custom dashboards to track key metrics such as the number of active accounts, at-risk accounts, and average deal cycle time.

Use portfolios to get a high-level overview of multiple accounts, their statuses, and progress towards goals. You can do this by adding all account tracking projects to the one portfolio which will offer a centralized repository for all account-related information.

Best practices for efficient task allocation

Assign tasks to the appropriate team member to streamline the process of knowing who is responsible for each account.

Once an account has an owner, assign the task to that person so everybody knows who is responsible for the relationship. If the account owner changes, reassign the task to the new owner.

Regularly check task progress and use comments for updates and queries. You can @mention team members as needed for quick responses.

Use task descriptions, comments, and attachments to add in notes and relevant files about the account throughout its lifecycle. Anyone can then easily check on the account status and find any relevant information.

By leveraging these Asana features, sales and customer success teams can maintain clear visibility into account statuses, automate repetitive tasks, efficiently manage workloads, and ensure timely responses to customer needs. Using Asana for account tracking is an effective way to manage account information, it gives your team a clear idea of the account’s history, allow them to better plan future opportunities.

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How to use Asana for account tracking