KH | Asana Efficiency

THE PROBLEM

While Asana offered flexibility, that flexibility led to significant inconsistency across our department. Team members created projects, portfolios, and workflows in their own preferred formats, resulting in confusing structures, limited task visibility, and siloed work.

Cross-functional teams struggled to follow unfamiliar layouts, and the lack of standardization created bottlenecks, especially for time-sensitive initiatives. As a result, projects were difficult to track, deliverables slipped, and critical deadlines were frequently put at risk.

THE SOLUTION

To bring clarity and consistency to our project management approach, I led an initiative to establish a standardized Asana project bundle that could be applied across most departmental projects.

After stepping into a project management role within the team, I met with stakeholders to identify common tasks, dependencies, and approval workflows. Using these insights, I redesigned an existing project bundle and scaled it to serve as the foundation for all new projects.

The final bundle included standardized workflows for content approvals, automated reminder notifications, task templates, custom fields, consistent project sections, and default project views. This created a unified structure that supported both individual contributors and cross-functional collaborators.

THE RESULTS

The new standardized project bundle is now actively used across more than 25 projects, providing a clear, intuitive workflow that all team members understand and follow. This consistency improved project visibility, strengthened deadline management, and reduced rework caused by misaligned structures.

The unified approach has led to smoother collaboration, increased productivity, and a more reliable project delivery process across the department.