Declutter Your Asana Account for 2025
If your Asana is anything like mine used to be, it’s probably filled with completed projects that you haven’t touched in months (or maybe even years!), tons of tasks that no longer need your attention, and a cluttered dashboard that just feels overwhelming every time you log in.
In this post, I’m going to show you how to archive and declutter your Asana workspace so that you can start 2025 fresh and focused.
Either keep reading or watch the video below:
I've personally helped clients with this when they've found themselves constantly distracted by old projects. It can make your mind feel like you can't focus because there's always some outdated task staring at you. So, it's time to clear out the clutter, archive all your completed projects, and get organized.
I can’t even tell you how much clarity and mental space it will give you! It will be like your digital workspace finally matches the way you want your business to feel—clean, organized, and efficient. And in today’s post, I’m going to take you through how you can do this for your Asana account. By the end, you’ll have a totally refreshed Asana account, ready to help you tackle your goals next year!
We’ll even get into some tips on how to organize your active projects so you can stay on top of everything with less effort.
Whether you’re a solo entrepreneur managing all the moving parts of your business or someone running a team, having a clean and organized Asana workspace is crucial for staying productive and stress-free.
Alright, let’s dive into this in three simple steps.
Step 1: Archiving Completed Projects
The first step to clearing the clutter in Asana is to archive any completed projects. Archiving great because it removes projects from your main view without permanently deleting anything. That way, you can always go back and reference old projects if you need to, but they won’t clutter up your workspace.
If you haven't done this before, you might be logging into your Asana dashboard and being greeted by a bunch of completed projects that are still cluttering your workspace. Every time you see these old projects, it can be distracting, making it hard to focus on your current priorities.
You might hesitate to archive them, thinking, “What if I need to look at this again?” However, archiving these completed projects can be a game-changer. By doing so, you can declutter your dashboard and create a more organized environment.
And the best part? Even after archiving, those projects will still be just a few clicks away if you ever decide you need to reference them again.
Once you take that step to archive, you may find that your workspace feels lighter and your ability to concentrate on ongoing tasks improves significantly. It’s a simple yet effective way to increase your productivity and give you peace of mind.
Tip: Schedule a monthly or quarterly review of your Asana projects. At the end of each period, archive anything that’s completed. This way, you’re not letting old projects linger in your workspace, and you’ll always have a clear view of what’s active.
Step 2: Organizing Active Projects
Once your completed projects are archived, the next step is to organize your active projects.
Now, this is where things get fun because you’re essentially building the foundation for how your next year will run. A well-organized Asana account means you can easily track progress on current projects, collaborate with your team more effectively, and always know what’s coming next.
Years ago, when I first started using Asana, I found myself juggling multiple projects for different clients, and my dashboard was a complete mess. Tasks were scattered across various boards, and I often spent more time searching for what I needed than actually working on my tasks.
Over time, I developed some really effective organization strategies for Asana that transformed my workflow. I began by categorizing my projects and restructuring everything. After refining this process, everything clicked into place, and now I can easily see what needs my attention each day without getting lost in the shuffle.
If you're looking to streamline your own Asana experience, I invite you to check out my Asana Essentials Toolkit. There, you can learn how to implement these strategies and get access my foundational system templates to help you stay organized and focused. Click here to learn more and get started!
Here are some ways you can get started organizing your account:
Categorize Your Projects: Think about the different areas of your business and start separating your projects into those categories.
Use Colour Coding: I highly recommend colour coding your projects to quickly identify which category they belong to. This way, when you glance at your calendar, it’s instantly clear where your focus needs to be.
Prioritize Your Tasks: Once your projects are categorized, prioritize your tasks within each project. Identify your top 3-5 tasks for the week and make sure they’re at the top of your list. This keeps you from getting overwhelmed by the dozens of smaller tasks that are always floating around.
Step 3: Decluttering Tasks
Now that your completed projects are archived and your active projects are organized, the final step is to declutter your tasks.
Over time, we all accumulate a ton of tasks in Asana—some of them get completed, some fall through the cracks, and others just become irrelevant. Let’s clean that up.
How to Declutter Tasks:
Delete or Mark Tasks as Complete: Go through each project and identify any tasks that are no longer relevant. For example, if you have a task that’s been sitting in your to-do list for months and it’s no longer necessary, just delete it or mark it complete. There’s no point in keeping unnecessary tasks around—they’re just mental clutter.
Merge or Combine Duplicate Tasks: Sometimes, we accidentally create duplicate tasks in different projects, especially when collaborating with a team. If you find any duplicate or similar tasks, merge them into one. This will streamline your task lists and eliminate redundancy.
Use Tags and Sections: If you have a large number of tasks in a project, organize them with tags and sections.
Maybe you’ve found yourself in a situation where your Asana account feels cluttered with too many low-priority tasks. You might have tasks lingering on your list for weeks, even though they aren’t critical to moving your business forward.
By taking a moment to assess what truly matters, you could delete those unnecessary tasks and declutter your account. Once you do, you’ll likely find that your workspace feels much more manageable, allowing you to concentrate on the work that really matters to you and your goals.
Tips for Maintaining a Clean Asana Workspace
Here are a few final tips for keeping your Asana workspace clean and clutter-free throughout the year:
Schedule Regular Check-ins: Set aside time at the end of each month or quarter to archive completed projects and clean up your task lists. This ensures that you’re always working from a clean, organized Asana account.
Stay Disciplined with Task Management: Don’t let tasks pile up! Try to keep your task lists lean by regularly reviewing and prioritizing what’s truly important.
Utilize Sections and Tags from the start: Take advantage of Asana's sections and tags to organize tasks within projects. This allows you to group similar tasks together, making it easier to navigate and focus on what needs to be done without getting overwhelmed by unrelated items. Don't wait until you already have an overloaded project. Use them from the time you start setting each project up for best organization moving forward.
