Can you send messages in Asana?
Not only can you send messages in Asana, but you can also streamline communication between your team members and clients, keeping everything organized in one central hub.
In this post, I’ll show you exactly how to send messages in Asana, when it makes sense to do so, and how to maximize this feature for smoother project management.
As someone who has used Asana for a few years, both for managing my own business and helping clients get their systems up and running, I’ve seen how useful this feature can be.
Whether it's quick internal communication or client-facing updates, messaging in Asana saves me so much time that I used to spend bouncing between emails, chats, and other platforms.
Either keep reading or watch the video below:
Today, we’re focusing my number one, my favourite business tool: Asana.
If you're new to Asana, or maybe you've been using it for a while but haven't explored all the features, this video is going to be really helpful for you.
Asana’s messaging feature is one of those things you might not use right away, but once you do, you’ll see how useful it is.
What Are Messages in Asana?
Okay, so let’s start with the basics. You can think of Asana’s messaging feature like a built-in communication tool, but with a twist.
You can use it in a couple different ways. You can send regular messages outside of any project or task. Just like an email or general messaging tool. Or you can connect messages you send to your projects, automatically notifying team members, which keeps everything in context.
Imagine you’re working on a project with a team, and instead of jumping over to your email inbox or Slack to send an update or clarify something, you can just send a message in Asana. It’s right there with the project, and everything stays organized.
How to Send Messages in Asana
Now, let me walk you through exactly how to send messages in Asana. If you’re using the desktop version, follow along with me!
Step 1: Open Asana
Open Asana and navigate to the specific project you’re working on, or if it’s a general team message, you can be anywhere.
Step 2: Click on the “Messages” Tab
From anywhere in Asana, on the left side of your Asana dashboard, under "Create" you’ll see a “Message” option. This is where you can initiate a message that will go directly to a team member, or to a group of people working on the same project.
Step 3: Choose Your Recipients
Once you click on “New Message,” a window will pop up where you can select who you want to send the message to. It could be a team member, multiple people, or an entire project group.
Step 4: Compose Your Message
You can add a subject line, write your message, and even link to specific tasks or projects within Asana. This lets you reference exactly what you’re talking about without needing to re-explain things or leave the tool and then things can get messy.
Step 5: Send the Message
Just like that, hit send, and boom! Your message is sent directly in Asana, tied to the project or task it’s related to. Your team members will get a notification, and everything stays in one place.
You can also navigate to a specific project or if you're already working in a project, just send a message directly from there. This will stay within the project, notifying relevant team members, and keeping everything in context.
How to find messages other have sent to you in Asana
To find messages that others have sent to you, or replies to messages you've sent, you can navigate to your Inbox. Asana's inbox is where you'll see all notifications of anything that involves you. So, your messages will show up here.
After you've viewed your messages and either responded or dealt with them completely, you'll want to archive them so they don't clutter up your inbox and you can easily see what requires your attention next.
Examples of When to Use Messages in Asana
Let me give you a couple of real-world examples of how I use this in my own business.
First, when working with clients, I use Asana messaging to send quick updates on the progress of a project. For example, when I was setting up a client’s marketing system, instead of shooting them an email every time I had a question or needed feedback, I sent them a message in Asana directly attached to the project. It saved me from jumping back and forth between platforms, and the client could reference the exact tasks I was talking about.
Second, I also use messages internally with my team. If I have a general question, I can just send a message in Asana, and then I can easily link to any tasks that we may be discussing. This way, my team can see the context immediately, and there’s no confusion about what we’re discussing, and we never have to leave Asana.
Pro Tips for Using Asana Messages Efficiently
Now, here are a few pro tips to get the most out of Asana messages:
Use Links to Tasks
Every time you send a message, if you are discussing specific tasks or projects, make sure to link directly to the relevant task or project. This saves everyone the hassle of hunting down what you’re talking about and keeps everything organized.
Group Messages for Larger Projects
For larger projects where you have multiple people working on different tasks, send a message from directly within the project. Instead of sending individual updates to everyone, or a message outside of Asana, send one message from within the project. This will automatically notify all team members of the project. And you can easily link to any key tasks. That way, everyone stays in the loop.
Notifications
Make sure your team knows to consistently check their Asana inboxes to stay on top of notifications. You can customize notifications for specific projects, which is great when some projects are more high-priority than others.
If this post has you thinking about how much time you could save by using Asana more efficiently, just think about how much more I could help if you had me in your back pocket! With my back-pocket support, you can have access to me to go to for any Asana help, setting up or optimizing your processes, streamlining your operations, and more! Click here to apply to work with me.
The Impact of Using Asana Messages on My Business
One of the biggest benefits of Asana's messaging feature is how it reduces miscommunication. By keeping all our conversations connected to projects and tasks, and within one central tool, I’ve noticed fewer mistakes and more clarity on both sides.
My clients love it too because everything is right there for them—no more searching through emails for that one detail or trying to remember what we discussed. It’s just been a massive productivity booster.
