How I Run My Business with Asana

Running a business can feel overwhelming with all the tasks, projects, and team collaborations that need to be managed.

But what if I told you that you can streamline everything in one central hub?

Either keep reading or watch the video below:

In this post, I'm going to tell you exactly how I run my entire business using Asana. Whether it’s managing client projects, creating content, or just making sure I don’t forget anything important, Asana is my go-to tool.

I’ve been using Asana for years, and it’s been a game-changer in keeping my business organized and my mind at ease.

The Importance of a Central Business Hub

First things first, let’s talk about the backbone of my business: my central business hub in Asana.

This hub is where I keep all my business information, systems, templates, links, to-dos—everything. And I want to emphasize that Asana is so much more than just a to-do list! It's a common misunderstanding, actually. Clients I work with are often surprised when I show them just how much it can do.

In the past, I've tried juggling multiple tools for different aspects of my business—spreadsheets for content planning, notebooks for ideas, different apps and physical planners for task tracking. But it got overwhelming quickly.

There was no central place to go when I needed information fast and to keep it all on track and organized.

That’s where Asana came in. By consolidating everything into one platform, I reduced mental clutter, saved time, and increased my overall efficiency.

Having everything in one place means I’m not jumping between apps or searching for that one sticky note with an important detail or idea I had that one time.

It’s all right there in Asana, and it’s made running my business so much smoother.

Templates to Save Time and Mental Energy

Let’s talk about one of my favourite ways to use Asana: templates.

Consistency in your business processes is key to staying organized and not missing any steps—whether it’s client onboarding, content creation, or even day-to-day operations. And that’s where templates come in.

Once you have a proven system, Asana makes it easy to reuse that system over and over again. So that you don't have to start from scratch every time and have to remember every single step all over again, every time you start that next project.

I’ve created several templates in Asana that I use repeatedly for various aspects of my business. One of my favorites is the Course Creation template. This template has all the tiny steps required from ideation to launching a new course. It's all mapped out and ready to use the next time I create a course. It even has reminders for strategies too!

Using templates not only saves time but also mental energy. I don’t have to recreate the wheel every time I start a new project. It’s as simple as duplicating the template, adjusting a few details, and I’m ready to go. Trust me, this has been a game-changer in ensuring that no steps are missed in repetitive tasks.

And my clients love them too. I'm always sharing my templates with clients and helping them streamline their work. But I also develop my templates based on my work with clients. I'm in their businesses every day and see where things slip through the cracks, what works and what doesn't. This has allowed me to continuously strengthen the systems in their businesses and my own, and create optimized system templates.

I've actually made all of my foundational system templates available in a toolkit called Asana Essentials. In the toolkit, you get access to these exact templates that I use and my clients use in our businesses. They are tested and proven to streamline and help you work more efficiently. Go check out the toolkit and start saving hours each week! Click here to start now!

Asana Keeps Me on Track

One of the biggest challenges as an entrepreneur is keeping track of everything you need to do. But with Asana, I never have to worry about forgetting tasks, because Asana remembers for me!

I set up recurring tasks in Asana for all the regular activities I need to handle—like weekly content creation, monthly financial tracking, and even client check-ins.

These recurring tasks are an absolute game-changer because they keep me accountable, even when motivation is low. When I see that task show up in Asana, I know it’s time to get it done.

Asana frees up my time and mental energy for more strategic work. Instead of spending time trying to remember what needs to be done, I can focus on growing my business and delivering value to my clients.

Streamlining Everything

Asana isn’t just about task management—it’s about streamlining every part of your business.

I use Asana to organize and track all my client projects from start to finish. I set up projects, add tasks, assign due dates, and track progress, all within Asana.

For example, when I onboard a new client, I have a specific project template that includes all the steps I need to take—from the initial consultation to offboarding. This ensures that nothing falls through the cracks and that my clients are always up-to-date on where we are in the process.

Asana also plays a crucial role in managing my content calendar. I plan out my content months in advance, breaking down each piece into manageable tasks—like research, drafting, editing, and publishing. This keeps me on top of deadlines and ensures that I maintain a consistent posting schedule.

Team and Client Collaboration

Asana is also really great for collaboration.

Whether it’s with my team or with clients, Asana keeps everyone on the same page. I assign tasks, leave comments, and share files—all within the platform.

For example, when I’m working on a project with my team, I can assign specific tasks to different team members, set due dates, and even track the progress of each task.

If anyone has a question, they can leave a comment right in the task, and I can respond directly in the task as well. This level of communication and accountability has really improved the way we work together.

There is no confusion about which task we are talking about, everything is discussed where its relevant and things aren't forgotten about if a task needs to be revisited later. It's all kept right there where you need it!

The same goes for client projects. I can share updates, ask for feedback, and ensure that everyone is on the same page.

I've tried Slack, email, WhatsApp, and more. But Asana has significantly improved the way I communicate and collaborate with both my team and my clients.

Asana has truly transformed the way I run my business. From having a central hub for all my operations to using templates that save me time, and even automating recurring tasks—every part of my business runs smoother because of Asana.

I hope this post has given you some ideas on how you can use Asana to streamline your business too.