So, you wanna know how I manage, maintain, and run my ENTIRE business in Asana?

Good, I’ll tell you!! 😉

But first, you must know that it wasn’t always like this.

I was once THE QUEEN of notebooks and sticky notes.

In school, I color-coded all of my school supplies by subject and took the neatest and most detailed notes in class. I thought THIS was the way to do it when I started my own business.

But pretty soon, I was DROWNING in a sea of notebooks and sticky notes. I couldn’t find ANYTHING and I was stressed the heck out. No amount of color coding stopped me from spending HOURS searching for ONE thing. 🤦🏼‍♀️

Then I discovered the magical world of project management systems and said “SEE YA, BYE!!” to the notebooks and sticky notes!!

If you’re in a similar situation right now, listen up: 

The cute notebooks from Target and colorful array of sticky notes aren’t cutting it anymore. You’re the BOSS and you need a more sophisticated system that helps you look and act the part of being TOTALLY on top of things and in control. Like a boss, you know?!

woman sitting on a couch in jeans and hot pink high heels with her feet up, working on her laptop, which shows the My Tasks view in Asana

(This post may contain affiliate links, which means I receive a small commission at no extra cost to you if you make a purchase using these links.)

WHAT HAPPENS WHEN SOMEONE SIGNS UP FOR ASANA

Unfortunately, due to Asana’s vast capabilities (even on the free plan), I know what (often) happens when someone signs up:

  1. The blank slate is so intimidating and scary that they log out and NEVER log back in.
  2. The blank slate means the sky is the limit so they create ALL the projects without any rhyme, reason, strategy, or organization.
  3. The blank slate is so overwhelming that they create only ONE project and cram EVERYTHING into it making it really hard to find or do anything.

But never fear, I’m here to turn your Asana dashboard around!!

TRY AND THINK OF ASANA LIKE A BINDER OR TRAPPER KEEPER

Stay with me now… because I love a good analogy!! 😉

I like to think of Asana like a binder or trapper keeper.

In its most basic form, Asana is made up of teams, projects, sections, and tasks. Whereas a trapper keeper is a binder with dividers, and sheets of paper with stuff (i.e. headings and bulleted notes) written on them.

laptop mockup showing the breakdown of Asana, teams, projects, sections, and tasks on the top and a trapper keeper mockup showing the breakdown of binder, dividers, pages, headings, and bullet points on the bottom

In this analogy, Asana is the binder, teams are the dividers, projects are the pieces of paper, sections are the headings written on those pieces of paper, and tasks are the bullet points written out under the headings.

Make sense? Cool!! 😎

NOW, LET ME TELL YOU ABOUT HOW I RUN MY ENTIRE BUSINESS IN ASANA

My team breakdown in Asana is as follows:

  • Executive
  • Operations
  • Clients
  • Shop
  • Content
  • Personal
  • Templates

Under those teams are strategically organized projects that help me manage, maintain, and run my ENTIRE business.

My #AllThingsBusiness project is my hub for ALL of the business stuff that I need handy during my workday, including: important links, brand files and information, happy notes and testimonials from clients/students, affiliate links, and stock photo membership login details. I’m also able to schedule and keep track of stand-alone events + meetings + appointments, recurring reminders, one-off tasks, and rainy day tasks. I also have an idea parking lot and a space for brain dumps. Additionally, I have sections dedicated to business education where I keep all of the login details for the courses I’ve purchased and where I save notes and pdfs from webinars and coaching sessions I’ve invested in.

My Product Pipeline project is where I map out ALL of my digital product ideas (ebooks, courses, templates, etc.) in an organized timeline and also store everything from important links, product details and branding, ideas and brainstorming, launch emails, welcome email, nurture sequence, and testimonials. I also keep track of updates and things I want to add to my products at a later date as well as ideas and inspiration for my sales pages, emails, social media posts, and blog posts.

My Product Planner projects are where I outline my digital products in detail from the welcome module to the bonuses and all of the lessons and modules in between. I also keep track of and schedule all of the tasks that need to be done to create that product so that I can successfully start AND finish it!!

My Opt-Ins and Freebies project is where I organize and outline all of my opt-ins, lead magnets, blog freebies, and nurture sequences. I keep track of everything from ideas and brainstorming to a pdf copy of the final product, plus organize all of my ideas and inspiration for my landing pages, email funnels, and promotion.

My Content Ideas project is my idea bank or hub where I organize ALL of my content ideas by topic (aka content bucket) and service or product. I also tentatively plan out my pillar content (which for me is blog posts) in a calendar section.

laptop mockup showing my content ideas project in Asana

My Marketing Map is where I outline, plan, and schedule ALL of the content I’m committed to producing (blog posts, weekly emails, Instagram Feed Posts, Instagram Stories, and Instagram Reels) each month so I can see how it all works together AND so that I stay consistent on my favorite platforms.

My Discovery Calls project is where I keep track of all the inquiries I get, discovery calls I schedule, and leads I want to follow-up with so that no potential clients fall through the cracks. I don’t use a CRM (customer relationship management) software because of these systems I have in place in Asana.

My Coaching Client Manager projects are where I stay on top of my coaching clients and keep detailed notes about what they’re working on and accomplishing, their pain points and our solutions for them, when their next Zoom call is, when their contract is due to renew, and more. (I offer two different levels of coaching, so I have one project for each coaching experience.)

My Website Design project is where I map out every single page of my website so I know what colors, copy, photos, and links go where. I used this template when I re-did my website last summer and refer back to it often to make sure everything is working and where it should be during my Monthly Prep + Plan + Duty Day. I also often pull up this project if I need my website copy for something else rather than pull up my actual website because Asana is open all day, every day (my website isn’t). I wish I’d had this project when my first website (my wedding blog) was hacked because it really does act like a backup and would have been hugely helpful.

And that’s pretty much it… for now!!

I’m always tinkering, trying new things, and figuring out new ways to be more organized and efficient in my business!! Whatever I decide to do in the future, you can bet there will be an Asana project for it!! Because where there’s Asana, there’s a way!! 😉


If reading about how I manage, maintain, and run my ENTIRE business in Asana is giving you heart eyes, then you’re going to want to get on the waitlist for my BRAND NEW Asana Assistant template pack!! Because it’s about time you start or level up your Asana dashboard so that it practically works like your virtual (personal) assistant!!

Alexandra of The Productivity Zone in a hot pink t-shirt pointing up at the Asana Assistant logo surrounded by laptop mockups featuring her Asana Assistant templates

With 15 done-for-you, fully customizable templates (including all of the ones I just told you about and more), you’ll go from a burnt out, stressed out one-woman-show using multiple platforms, notebooks, and sticky notes to a streamlined solopreneur who can RUN and RULE her business from ONE organized place!!

🎉 Asana Assistant launches on September 8th at 12pm EST!! But if you get on the waitlist, you’ll get early access and a special 24-hour celebration code you won’t see anywhere else!!


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woman sitting on a couch in jeans and hot pink high heels with her feet up, working on her laptop, which shows the My Tasks view in Asana

Disclaimer: Some of the links in this post could be affiliate links, which means I may earn a commission if you make a purchase through my link at no additional cost to you. I only recommend products and services I personally use, love, and feel make a difference in my business and could do the same for you.