I’ve used Asana, both the paid and free versions, for the last 10 years. Because their business model is based on seats, most of their paid features are targeted at large teams. But in my experience, it’s an equally valuable tool for solopreneurs and small business owners looking for a tool that works for task management, project management and more.

Just FYI – I’m not an affiliate for Asana, and I don’t get paid to promote them. (In fact I interviewed for a position there way back in 2014 and they turned me down.) But I frequently get asked about my workflow, so I’m happy to share the details of how I use it to stay organized and productive.

Specifically, here’s how I use Asana to try to make sure the most important things I need to do for my clients and my business don’t fall through the cracks:

Task Management

The feature I use most frequently in Asana is “create task”. If I can write it down, at least it’s captured somewhere and since there’s an iOS app, I can do it with whatever device that’s the closest. If it’s important, I’ll assign it to myself and add a due date so I know it will show up in my task list. My task list by the way, is probably the view I use the most as well.

I think some people might freak a little bit working with a task list with that many items on it, but I’ve trained myself just to focus on the items that are due that day and in the coming week. I filter my list by “incomplete” and “due date”, which brings those tasks to the top. If you don’t want to see everything at once, one personal productivity hack is that you can create a project called this week and simply add everything on your list for the week to that project. Then you can go into your weekly project and see only the tasks you’ve slotted for the next 5 days.

Since I’m currently only managing my own workflow, the free version is sufficient (if not perfect) for my needs. I don’t really miss many of the paid features. The one I wish it did include is the ability to assign something over multiple days. My work around for that is just to make everything I want to get done that week due on Friday, and then when I look at the list I just pick the one that I want to do the most or the one that fits best into the time slot that I currently have.

The free version does let you schedule recurring tasks so I use that functdion to generate reminders. For instance I have newsletter recur every Thursday, and Business Breakthrough agenda recur every Monday since my Friday send and my Tuesday morning call are both regular, can’t-miss deadlines.

I think the best argument for using Asana (or any task manager) is that it helps me be much more efficient with my morning time. One of my personal productivity hacks is at the end of each day, I decide what I want to work on the following day. So when I get started in the morning, even if my cappuccino hasn’t kicked in, I can just look at my tasks for the day and dive in.

Priority Management

While Asana limits tag functionality in the free version, it does let me add priority tags to tasks. I don’t always use them, but when I have high-priority projects running simultaneously (I try to avoid it, but sometimes it happens), I will use priority tags so I know where to focus first.

Additionally, while you can’t use some of the goal tracking features in the free version, I do create a “Next 90 Days” project to help me set my priorities for each quarter. 

Project Management

I think one of the hardest things as an entrepreneur is finding time to work on projects that are outside of your regular workflow. Projects are things like:

• Developing a new program
• Revamping your website
• Launching a YouTube channel 

I think of projects as things I take on in addition to things like client management or content creation. I manage those in Asana as well, but often as the recurring tasks I mentioned earlier. But the ability to recognize the new and additional projects that fall outside of my “normal” workflow and treating them differently is one of the things that helps me get these important initiatives done.

For instance, I’m currently working on trying to get booked on more podcasts, so that’s a priority project for me. Additionally, every time I do a public workshop, I’ll make it it’s own project. That way all the marketing events and content creation is contained in a single place.

Due Dates and Deadlines

I think about due dates and deadlines differently. A deadline is when I’m teaching a workshop or appearing on a podcast or doing a client call. I think about due dates as a way to make sure I’m making progress. So I’ll set due dates for everything I’d like to get done over the course of a week, but I usually don’t finish them all. So I just move them to the next week. But at least I know I’m continually making progress on the biggest priorities for my business.

Idea Management

If you don’t have a great way to capture ideas when you have them, Asana can work as a tool for that as well. Just create a project called ideas and then any time something pops into your head that you want to try, investigate or work on later, create a task that captures it. If you don’t assign it to yourself, it won’t clutter up your task list, but you won’t lose it later.

Resource Management

I’m always finding articles that I want to go back to later, downloading resources or wanting to capture really great examples of emails or landing pages to share with my clients. And there’s also information that I need again and again and want to be able to find it easily – like my EIN number or the hex code for my brand colors. 

I needed some way to create a centralized filing system so I could keep all these things organized and find them again. So I created a project called Resources. Inside it has sections that define my various interest areas and then I either link to files or just put the needed information directly in the description section of the task. And Asana’s search capability makes it easy to put my hands on them even months or years later.

Tips for Staying Organized as a Solopreneur

1. Get a handle on your to-do list: Tools like Asana are lifesavers for keeping track of everything you need to do. Use due dates, set recurring tasks, and mark those high-priority items so you don’t miss a beat.
2. Create a “home base” for important stuff:  Keep all your key info, files, and notes in one easy-to-find spot. No more scrambling to find that one important file or detail when you’re in a rush!
3. Plan your big projects like a pro:  Don’t let those bigger projects get lost in the shuffle of everyday tasks. Set aside dedicated time to plan and tackle them, ensuring they get the attention they deserve.
4. Set due dates (and try to stick to them!): Use due dates to keep you on track. Be realistic, and don’t be afraid to adjust them if needed, but having those target dates will help you stay motivated and make steady progress.
5. Don’t let those brilliant ideas slip away: Have a system for jotting down ideas whenever they strike. This keeps those sparks of inspiration from fading and gives you a treasure trove of possibilities for the future.

In essence, Asana does a pretty good job helping me stay organized and focused. Most of the time, I’m able to maintain a clear overview of my business priorities and ensure that nothing slips through the cracks. While the free version has its limitations, its core functionalities work well enough for me to stay on track and ultimately keep my business moving forward. 

If you’re running a solo coaching or consulting business, whenever you’re ready, here are 3 ways I can help you get clarity so you can get clients:

• Grab my bullet point Business Plan template (with examples) designed specifically for coaches and consultants
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• 3. Book a no-strings, no pressure brainstorming call and walk away with a quick-start plan of exactly what to do next to keep your business moving forward.