Asana is a team-centric virtual collaboration tool which allows collective task management, setting up structured team meetings and more. It certainly could be considered as one of the solutions against collective apathy in the workplace. It certainly weighs as a good alternative to SharePoint (SP) given the criticism SP has met, especially when used as a KM tool or as a community collaboration platform.
In any case, PC Mag rated Asana one of the best productivity apps on the market.
Here’s what Asana has to say about itself now (video). This other video below was the original introduction piece by the Asana team (from three years ago)
Now, I’ve been using Asana for the past seven months in a small team (five people) connected to a larger group of colleagues. You will be able to read more about this on our knowledge management ‘Maarifa’ blog soon. This post is actually a great way to synthesise our thinking back about our ILRI experience with Asana. But here I want to offer a more detached and generic ‘tinkering with tools’ perspective on Asana.
What does it look like and how does it work?
Asana comes as a desktop browser or a smartphone/tablet app; it is compatible with iOS and Android only for the time being. Once you have created a user account you can set up or join organizations, teams within those organizations and ‘projects’. Under projects you can add tasks, sub-activities into each of these tasks; then you can assign people, due dates, add comments to each other’s tasks etc. The task overview is all transparent and keeps all tasks in one place – well, sort of, read on…
The structure of the app is:
- On the left hand pane you find a full list of workspaces. It gives an overview of all organizations, teams and projects, as well as access to your inbox, access to the dashboard (monitoring progress) and other admin options etc.
- The central pane focus on your next tasks and, if you select a specific project, on all the tasks in that project (not just yours then).
- The right hand pane focuses in detail on the project or task you want to investigate. When you select a project to focus on, it gives you information about the status, tasks accomplished/remaining. When you select a specific task, it provides details about that task: who is in charge, due date, as well as comments made. This is where conversations take place and allow someone to find out what happened – if your team makes use of that functionality.
You can also organize meetings using Asana (following this video tutorial) and since the last quarter of 2014 you can use the new ‘dashboard’ to keep track of progress with the tasks, with weekly status update reminders. It also gives an option to visualise what has been delivered, what remains etc. offering thus very good collective management features.
The strategic value proposition behind this app is that Asana can replace (parts of) email traffic to work together – Teamwork without email. Something that many of us dream of – which I’ve also offered useful alternatives for.
The free version works for teams of up to 30 users and the pricing options are fairly affordable. There are various additional apps and extensions (find it here) to expand the use of Asana in various ways.
Pros and cons
- Asana provides a really nice overview of tasks – making it indeed quite easy to find out in a glance what is on the agenda of a team and how much has been in each project and for each task.
- As it promises, Asana can really cut down your email traffic, which clears time for more quality time on other bits of work. Although in our case we actually used Yammer mostly to communicate, not Asana.
- The progress tracking (dashboard) functionality really adds to that experience and turns Asana into a monitoring tool without the fuss of installing all the whistles and bells of a heavyweight management tool.
- Technically it is possible to run meetings using Asana, dragging and dropping the tasks onto the agenda of the meeting, making it easier to keep all team information in one place – however read some of the cons re: this feature below…
- It keeps all your to-do’s in one place if you want it to play that role. And adding tasks or to-do’s is indeed ‘simple comme bonjour‘ and it’s just as easy to assign tasks to people…
- The calendar integration with Outlook and Google Calendar makes the planning / overview of tasks even easier.
- Although the app is quite complex, it does not take too much time to understand how to use it, at least for a knowledge management specialist 😉
- It certainly has worked for me to keep track of the main ‘to-do’s and to find out what the rest of my team is supposedly up to.
- Compared with e.g. Yammer, or Twitter, which both felt very natural for me to master, I found the interface of Asana a bit ‘messier’ and less compelling, skewing my first impression and making the navigation slightly confusing at very first.
- That design also seems to not really guide new users very well. I have used it in a team of communication and knowledge management specialists – ie. people whose job it also is to try and test new tools like these, rather enthusiastic and versatile at piloting and adopting such tools – so it may be a slightly more difficult process for people who are not used to online tools.
- Although Asana allows file sharing and uploading, it is not really built for it and is thus not a great file management system, although on the plus side it seems it can easily be integrated with Dropbox or Google Drive (as you can see from the list of compatible apps). I haven’t tried that option, however.
- The search engine and navigation logic make finding content a bit of a trial and error process. For instance once tasks have been completed, it becomes uneasy to retrieve them. Tagging helps with this, but not everyone is used to tagging and some taxonomy/folksonomy needs to be established to make this work.
- The team meeting feature did really not work well for me. I tried to follow the video tutorial but somehow Asana didn’t behave accordingly – perhaps because the interface changed since the video. But it’s probably worth another try.
- There is no ‘live chat’ feature, although the stream of comments acts like one but always within the context of a given task, not as a general conversation space.
- Asana does not work well in environments with limited bandwidth (such as my Ethiopian base) and the fact that there is no offline option does not play in favour of using this tool in many developing country. Although, frankly, using virtual conferencing tools is even more of an issue here.
I have only quite limited experience with other team/project management tools (e.g. BaseCamp and some Gantt chart tools). Bearing that in mind, I think Asana is certainly worth a shot and has quite a lot going for it. It is easy enough that it does not require an incredibly steep learning curve, although you will need to train users to make the most of all its interesting features that take the Asana experience to the next level. But mind the bandwidth requirements and perhaps most importantly the behaviour of your colleagues/team before you consider using it: if they’re curious, playful, you stand a good chance, otherwise it may be difficult to get it adopted. And finally, as ever with tools: make sure you pilot it, reflect upon your pilot and decide whether to scale it up or not accordingly. So far in my team there seem to be fewer enthusiastic folks than skeptical ones…
As many of the tools around, Asana keeps changing, coming up with more developments, extensions, changes of navigating and using logic etc. This is positive as it means the company is trying to stay on top of its game, but of course it always means that your team also needs to keep abreast of Asana’s adjustments.
Perhaps most importantly, however, because Asana is team-centric it requires some collective agreement to work with it. Individuals in the team have to adapt their behaviour, stick to the discipline of managing their tasks and time, which may be perfectly normal and expected in North America, but not necessarily in other parts of the world…
So the question is perhaps not even so much about the tools we use to collaborate (we know that the tool obsession is childish), but more about the practices that come with the tools, and we have much to do on the collaboration and engagement front still… And finally, if tried in a true online environment (for meetings), I still wonder if Asana will help alleviate the evils of ‘acute meetingitis virtuales‘?
That said, assess Asana for yourself and let me know what you think… 😉
More resources about Asana
- A recent (November 2014) PC Mag review provides detailed overviews of the most recent features, pricing options etc.
- This tutorial from Ananda Web Services is a bit dated (December 2012) but it is about the most complete one available online
- Of course Asana itself has lots of tutorials and information about using its product – you can start with videos here. They have also released this interesting (long) video about the vision behind Asana when it was publicly launched in 2011.
- And finally here is what DotToTech has to say about Asana in January 2013. I put it here because it’s quite a nice introduction to the logic of Asana and how it worked in the case of one team.
What are your experiences with Asana?
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