Asana for PTL_Marketing

This document can be considered as a guide for onboarding new team members for the Asana project management tool within PTL.

 

1.0 What is Asana?

Asana is a popular project management tool designed to help teams organize, track, and manage their work. It offers features like task assignments, due dates, project timelines, and collaboration tools, making it easier for teams to stay aligned and meet deadlines. Users can create projects, assign tasks, and visualize progress through various views, such as lists, boards, and calendars.

 

2.0 Asana Home

This gives you an overview of the projects, tasks, and team.

 

2.1 Your Tasks

From Asana home navigate to My Tasks

 

2.2 Projects

Asana projects are organized spaces where teams can manage tasks related to a specific goal or initiative. Each project can include:

• Tasks are individual work items that need to be completed. They can be assigned to team members with due dates and priority levels. 
• Sections: Categories within a project to help organize tasks into different phases or areas of focus. 
• Views: There are multiple ways to visualize the project, such as list view, board view, calendar view, and timeline view. 
• Attachments: The ability to upload files or link documents relevant to the project. 
• Comments: A space for team members to discuss tasks and share updates. 
• Custom Fields: Options to add specific information to tasks, such as priority or status.

 

Projects in Asana facilitate collaboration, tracking progress, and ensuring that all team members are aligned on goals and deadlines.

 

Your Project

From Asana home navigate to Projects> Promote > Monthly Program

 

3.0 Monthly Program

This overview consists of seven columns, and each represents the progression stages.

• Form Submission: A user submits a request or idea
• To Do: The request is acknowledged and added to the team’s list of tasks. When a task is in progress
• Request Approval: The request is sent to decision-makers for approval
• Rejected: The request is denied, often with feedback on why
• Changes Required: The request needs adjustments before it can be approved
• Publish: The request is approved and finalized for sharing
• Published: The request is now live and accessible via social media etc.

 

4.0 How to Submit a Form/Task (Monthly Program)

You must always use the Monthly Campaign Submission - Form by Asana form to submit a task for your work. Management will review the request and if approved it will be visible in you To Do section. While pending approval 

 

5.0 To Do

After approval from the management, automatically 5 tasks will be created and assigned to the user based on the medium. You can now see the task assigned to you. And now you can begin the work.

 

5.1 Task

A Task consists of different attributes that can help you progress with the work, track the time spent and collaborate with your team easily.

Unless defined by the management you can fill the Due date of the task.

 

Time Tracking:

*This is a mandatory requirement for all the tasks

Before you begin work make sure to Start timer this will help you to track how much time you are spending on this task. Every time you stop working on a task make sure to stop the timer.

 

Fields:

 

Social fields are primarily used for publishing posts on social media, thus make it precise and correct before sending it for approval.

• Creator: System generated (DO NOT CHANGE)
• Social Title: Title of the social media campaign 
• Social Description & Hashtags: The description provides more context about the content. Hashtags are keywords or phrases preceded by a "#" that help categorize the post and make it discoverable on social media platforms.
• Social Media Type: if you are publishing and image, multiple images or a video
• Social Media URL: The link for the image(s) or video derived from the PTL webstore.
  • You can get this by uploading your image to 
  • ptlone.com/content/files/images/brands/child-sunglasses.jpg (the image must be uploaded to Sana File manager)
  • Root > My Content > content > socialmedia
  • Upload image
  • Right click and copy url
  • If multiple images separate by comma (must be 4 images only)
• Social Shop URL: A link to an online store or product page, often used for promoting products or services directly through social media.

 

Description and Subtasks:

Task’s SOW will be automatically generated with action points in the Description section. After completing all the action points in the description you may mark the subtask completed.

 

5.2 Request Approval

After completing the task you can submit the work for approval. Make sure you have completed all the sure you have marked all the sub-tasks as completed. Then simply drag and move the task to the Request Approval column. Your manager will review the work and send you the task back.  

 

If approved: move to Publish 

If rejected: review task comments 

If Changes Required: review the changes > complete the changes and drag and drop the card back to Request Approval.

 

 

Each time a task is rejected, or changes are requested, complete the rework and re submit for approvals by moving the task to Request Approval

 

5.3 Publish

After obtaining approval for all the rework you can move the task to the publish the work.

Click on ‘Approve’ it will go back to your manager for publishing.

 

 

This will be the last step you will be expected to take.

 

6.0 Published

Once a task is Published it will automatically post in to all the social media platforms simultaneously. This action is automated, and the final approval lies with your manager.

 

7.0 Create your own project

For all the tasks that are not related to monthly program must be in your own project folder.

How to create your own project:

Go to Asana home, from the menu navigate to Projects, click the ‘+’ icon to add

 

 

Select ‘Blank project’

Select the team as ‘PTL ONE’ and Privacy should be set to as ‘Shared with team’

You can select the default view for your project, which will be the view you will get every time you open the project.

Click ‘Create project’ when you are ready

 

Now you can add it to your newly created project.

 

For any further assistance you can reach out to Lakitha Ramanayake