Asana Inbox Workflow – CLARIFY

• Review each Task, if you are just a follower and you need to know the status then click on “Archive” to mark it  read and it will be removed from your inbox, p.n. this will not complete or change anything about this task
  • If you need to act on this then
    • If it takes less then 2 min to do, then “Do IT Now” and Complete Or Update the Task
    • If it will take more, then Clarify and Organize it, per below
• When your Asana Inbox is empty Mark this task complete and a new one will be created for Tomorrow
• Required fields for every Task

Basics how to CLARIFY each tasks Next Action and Outcome, and ORGANIZE

Before moving out a task from Recently Assigned (TAB + Y/U/L), you should CLARIFY each task’s Next Action and Outcome, and ORGANIZE them by adding the conventions below (* indicates mandatory fields)

1. (*) Subject: Short clear task’s Goal/Next Action.

   • Description: Goal/Outcome what will make this task complete, and Provide all the necessary information required to be successful in completing the task. Remember to ask yourself, “If this task was assigned to me, would I have all of the necessary information to complete it?”
   • Comment: the very next action you will do to move this task ahead i.e. search for the phone number and call XYZ, and not Call XYZ.

2. (*) Assignee: Each task should be assigned to the person who is responsible for completing it

3. (*) Project or Sub-Project: Add to an Asana main Project (i.e. Finace) or Sub-Project (as Sub-Task)

4. GTD List’s: Actionable now Task’s, can also be categorized by the below context

   • Date (Calendar): Put a date only for tasks that must be done on a certain date, or else leave blank.
   • Waiting For: tasks that you are waiting for someone else to do, make a decision on a date that makes sense to F/U add the date and tag “Waiting For (YOUR INITIALS)”
   • Office, Computer, Job site, Car, Calls OR Agenda: put the tag based on the context you should be in, when working on this task’s next action
   • Project Support Material: Any information/document that’s needed during the lifetime of the project. (i.e. Receipt, warranty, blueprint, etc.) Tag: “Project Support Material (YOUR INITIALS)” Assignee: Unassigned

5. (*) Move “Mark For” (TAB + Y/U/L): Each Task must be placed (MARKED) into one of the following criteria’s:

   • Today – (TAB + Y)
     • Next Actions: all tasks that are actionable now (meaning you can do it now it’s not blocked by anything even if it doesn’t have a due date)
     • A task that has today’s due date.
   • Upcoming – (TAB + U)
     • (Calendar) Tasks Dated for a later Date (NOT TODAY)
     • Waiting For tasks: Dated for a later Date (NOT TODAY)
     • Main and Sub Projects (Milestone)
     • Dependent Tasks
   • Later – (TAB + L)
     • SomeDay-Maybe: ideas, thoughts, tasks which you don’t even know you want to do for sure but you want to think about it every now and then if you should start. Usually, these tasks have no next action.

Difference between Today, Upcoming and Later “does it have a next action – Now?” if YES it’s Today if NO it’s Upcoming”, Don’t know if you want to do it at all? “Later”