Why Asana Might NOT Be the Right Project Management Tool for You (And How to Use It Better If It Is)
So... Asana might not be the right fit for you.
Now, before you close this post thinking I'm about to trash Asana, I mean if you know me, you know that's not true...so hear me out.
If you've been wondering whether Asana is the right tool for your business, this video is for you.
I've worked with countless small business owners, and while I absolutely love Asana, I know it's not the best fit for everyone.
Today, I'm sharing why Asana might not be the best choice for you—and if it is, how you can make it work better for your business.
Either keep reading or watch the video below:
The Truth About Choosing a Tool Like Asana
The most important thing about choosing a tool like Asana isn't its features or how trendy it is—it's whether or not you can stick with it.
Think about it like this: it's like working out. The most effective workout is the one you actually enjoy enough to keep doing consistently.
It doesn't matter how amazing a workout is if you hate it so much that you never actually do it.
You could have the world's most advanced fitness program with cutting-edge exercises, but if you despise every second of it and constantly find excuses to skip it, it's not going to get you results.
The same goes for project management tools.
If you pick a tool that you can't commit to using regularly, it's not going to work for you—no matter how powerful or impressive it is. (Or how much I rave about it to you haha.)
For example, you might hear people rave about complicated tools like ClickUp or Monday.com because they have tons of customization options and cool features.
But if every time you open it, you feel overwhelmed and close it again, it's not going to help you stay organized or productive.
That's why it's so important to choose a tool that feels intuitive and easy to use—one that you can build a habit around.
Honestly, though, in my experience, Asana tends to hit that sweet spot for most small online service-based businesses.
It's simple enough that you won't feel like you need a degree in project management just to get started, but it's powerful enough to scale with you as your business grows.
That's what makes it such a great fit for so many people.
But here's the key: none of that matters if you don't stick with it.
The magic happens when you commit to showing up consistently, putting in the effort to build a habit, and making Asana part of your daily workflow.
I often work with clients who keep switching project management tools every few months.
They'll try ClickUp, Trello, and Notion. Each time, they'll find themselves spending weeks setting things up... only to abandon it because they never built the habit of actually using the tool.
When I help them switch to Asana, I make it clear that this is going to work only if they stick with it consistently.
Once they make that commitment, their businesses become so much more organized, and their teams know exactly what they need to do every day.
Why Commitment Is Key (Especially with a Team)
If you have a team, commitment is even more important.
As the leader, you need to be fully on board with your chosen tool—otherwise, your team won't be either.
Your team will follow your lead, so if you're not using Asana consistently, they won't either, and things will start slipping through the cracks.
For example, if you introduce Asana to your team, but you keep falling back to sticky notes on your desk or random messages in Slack instead of updating tasks in Asana, before long, your team will start doing the same.
They’ll think, "Well, if the owner isn’t using it, why should I bother?"
Before you know it, deadlines are missed, projects are scattered, and the whole system feels pointless.
Here's what I recommend to avoid that:
Commit to using your project management tool daily.
Even if you’re busy, make checking Asana a non-negotiable part of your routine.
Treat it like checking your email inbox—just part of how you run your day.
Block time in your calendar to review and update your tasks.
Setting aside even 10-15 minutes at the start or end of your day to update progress, assign new tasks, or follow up on overdue items will keep everything running smoothly.
This is especially helpful when you’re juggling multiple projects with multiple team members.
Assign clear deadlines and responsibilities to keep things moving.
Don’t let tasks sit in limbo without an owner or a due date. This creates bottlenecks and slows everything down.
Instead, assign every task to someone specific and set a realistic deadline so things are always moving forward.
When you commit to these habits, your team will see you leading by example—and that’s what builds trust in the system.
Once everyone’s on board, you’ll notice things start to flow better, and your team will feel more confident that nothing is slipping through the cracks.
Why I Recommend Asana for Small Online Businesses
After working with countless small business owners, I can confidently say that Asana is an excellent choice for most online service-based businesses.
Here's why:
It's Easy to Start Using
Unlike some tools that feel overwhelming with too many options and settings, Asana makes it simple to jump in and start organizing your tasks right away.
You don’t need to spend hours learning complex features before you can see results.
It's Powerful Enough to Run Your Whole Business
With the right strategies and structure, Asana can become your business's central hub.
You can manage client work, track leads, organize content creation, and even streamline internal processes—all in one place.
I’ve seen business owners go from juggling multiple apps and spreadsheets to running everything seamlessly in Asana.
It’s amazing how much stress that can relieve when everything is centralized and clear.
It's Flexible
Whether you need to track client projects, content creation, or team collaboration, Asana can handle it all.
For example, I’ve worked with coaches who use Asana to track client progress, social media managers who plan months of content in advance, and virtual assistants who manage dozens of recurring tasks across multiple clients—all using Asana’s flexible project boards, task lists, and calendar views.
The beauty of Asana is that you can start simple with just a few lists or boards, and then build out more complex systems as your business grows.
It adapts with you, which is why I recommend it so strongly for small online businesses.
I remember when I first started using Asana for my own business.
At first, I was just using it to track my content calendar.
But once I realized how powerful it was, I expanded it to include client projects, lead tracking, and even my personal tasks.
Now, I can't imagine running my business (or life!) without it.
The Key to Success with Asana (or Any Tool)
So, here's the big takeaway to remember: The key to success with Asana is consistency.
If you commit to using it regularly, updating your tasks, and building it into your daily routine, you'll see incredible results.
If you're ready to get started with Asana (or want to make your current setup more effective), I've got you covered with Asana Essentials.
Inside, you'll get my tested and proven foundational templates plus step-by-step guidance to create your central business hub in Asana.
