[Script Info] Title: [Events] Format: Layer, Start, End, Style, Name, MarginL, MarginR, MarginV, Effect, Text Dialogue: 0,0:00:00.00,0:00:01.65,Default,,0000,0000,0000,,Hello, my name is Paul Minors. Dialogue: 0,0:00:01.68,0:00:04.91,Default,,0000,0000,0000,,Welcome back to another one\Nof my Asana training videos. Dialogue: 0,0:00:04.93,0:00:08.21,Default,,0000,0000,0000,,Over the last few years, I've been\Nvery fortunate to have worked with Dialogue: 0,0:00:08.23,0:00:11.26,Default,,0000,0000,0000,,hundreds of different businesses\Nand different Asana users. Dialogue: 0,0:00:11.28,0:00:13.37,Default,,0000,0000,0000,,And what I'm going to show you today are Dialogue: 0,0:00:13.40,0:00:16.80,Default,,0000,0000,0000,,the most common mistakes that\Nwe see coming up again and again. Dialogue: 0,0:00:16.88,0:00:20.66,Default,,0000,0000,0000,,This video is actually a remake from\Na video I made a couple of years ago, Dialogue: 0,0:00:20.68,0:00:25.72,Default,,0000,0000,0000,,and I wanted to update it with an even bigger\Nlist of some of the common mistakes that we see. Dialogue: 0,0:00:25.84,0:00:29.00,Default,,0000,0000,0000,,If you have any questions,\Nfeel free to leave me a comment below, Dialogue: 0,0:00:29.03,0:00:32.89,Default,,0000,0000,0000,,and if you would like one-on-one\Nhelp with setting up your Asana account, Dialogue: 0,0:00:32.91,0:00:36.20,Default,,0000,0000,0000,,learning how to take advantage\Nof all the different features, Dialogue: 0,0:00:36.22,0:00:40.18,Default,,0000,0000,0000,,training and onboarding your team,\Nthen click the link in the description below Dialogue: 0,0:00:40.20,0:00:42.77,Default,,0000,0000,0000,,to learn more about\Nmy Asana consulting options. Dialogue: 0,0:00:42.95,0:00:45.95,Default,,0000,0000,0000,,Now the first and maybe\None of the biggest mistakes Dialogue: 0,0:00:45.97,0:00:50.29,Default,,0000,0000,0000,,that I see people making in Asana,\Nis not using the My Tasks page. Dialogue: 0,0:00:50.73,0:00:54.33,Default,,0000,0000,0000,,The My Tasks page\Nyou will find here on the sidebar, Dialogue: 0,0:00:54.48,0:00:57.81,Default,,0000,0000,0000,,this is the page that shows\Nyou everything assigned to you Dialogue: 0,0:00:57.84,0:01:02.04,Default,,0000,0000,0000,,from all of the different tasks, subtasks\Nand projects that you're working in. Dialogue: 0,0:01:02.04,0:01:04.72,Default,,0000,0000,0000,,Basically, if a task or a subtask\Nis assigned to you, Dialogue: 0,0:01:04.74,0:01:09.24,Default,,0000,0000,0000,,if it has your name on it like this, then\Nit's going to show up on this My Tasks page. Dialogue: 0,0:01:09.30,0:01:12.12,Default,,0000,0000,0000,,Now the mistake that we see\Na lot of people make is Dialogue: 0,0:01:12.14,0:01:15.50,Default,,0000,0000,0000,,instead of using and working from\Nthis screen throughout the day, Dialogue: 0,0:01:15.52,0:01:19.09,Default,,0000,0000,0000,,we see a lot of people clicking\Nthrough all of their projects Dialogue: 0,0:01:19.12,0:01:20.72,Default,,0000,0000,0000,,to go and find their work. Dialogue: 0,0:01:20.74,0:01:23.11,Default,,0000,0000,0000,,They look for anything\Nwith their name on it. Dialogue: 0,0:01:23.14,0:01:26.23,Default,,0000,0000,0000,,Or, maybe they actually even\Ncreate a project for their own tasks Dialogue: 0,0:01:26.25,0:01:28.52,Default,,0000,0000,0000,,and I'll actually come\Nback to that in a sec. Dialogue: 0,0:01:28.74,0:01:33.15,Default,,0000,0000,0000,,So you spend a lot of time hunting around\Njust trying to find your work. Dialogue: 0,0:01:33.20,0:01:38.06,Default,,0000,0000,0000,,But the best practice in Asana is\Nto use and work from the My Tasks page. Dialogue: 0,0:01:38.30,0:01:43.15,Default,,0000,0000,0000,,I have separate videos all about how to use\Nthis screen to give you a brief overview. Dialogue: 0,0:01:43.17,0:01:45.09,Default,,0000,0000,0000,,You can see what I've done here is, Dialogue: 0,0:01:45.11,0:01:48.40,Default,,0000,0000,0000,,I have some sections to\Nshow what I'm working on today. Dialogue: 0,0:01:48.48,0:01:50.77,Default,,0000,0000,0000,,I can see what I have\Ncoming up later this week, Dialogue: 0,0:01:50.80,0:01:54.80,Default,,0000,0000,0000,,and then even some tasks that are starting\Nto populate my next week section here. Dialogue: 0,0:01:54.83,0:01:58.02,Default,,0000,0000,0000,,I've even got some rules\Nthat help me to automatically move Dialogue: 0,0:01:58.02,0:02:01.34,Default,,0000,0000,0000,,tasks through these sections\Nas the due dates fall due. Dialogue: 0,0:02:01.47,0:02:03.44,Default,,0000,0000,0000,,But go and check out my other videos Dialogue: 0,0:02:03.47,0:02:06.18,Default,,0000,0000,0000,,to learn more about\Nhow to use this My Tasks page. Dialogue: 0,0:02:06.20,0:02:07.13,Default,,0000,0000,0000,,Okay. Dialogue: 0,0:02:07.16,0:02:11.59,Default,,0000,0000,0000,,The next mistake we see people making a lot\Nis assigning too many tasks to yourself Dialogue: 0,0:02:11.62,0:02:15.68,Default,,0000,0000,0000,,including non-tasks, or really\Nthings that shouldn't be in Asana, Dialogue: 0,0:02:15.70,0:02:18.96,Default,,0000,0000,0000,,for example, articles or books\Nyou might want to read. Dialogue: 0,0:02:18.96,0:02:22.74,Default,,0000,0000,0000,,I think a lot of that type of thing\Ncan clutter up Asana quite a lot. Dialogue: 0,0:02:22.97,0:02:26.85,Default,,0000,0000,0000,,So here's an example in my demo account. Dialogue: 0,0:02:26.88,0:02:29.32,Default,,0000,0000,0000,,You can see this is looking really messy. Dialogue: 0,0:02:29.34,0:02:33.38,Default,,0000,0000,0000,,I've got loads of stuff jammed into\Nmy Recently Assigned section. Dialogue: 0,0:02:33.38,0:02:35.12,Default,,0000,0000,0000,,My Today section is full. Dialogue: 0,0:02:35.15,0:02:37.32,Default,,0000,0000,0000,,There's a lot of things\Nthat are overdue here. Dialogue: 0,0:02:37.35,0:02:39.24,Default,,0000,0000,0000,,I'll come back to that. Dialogue: 0,0:02:39.24,0:02:42.05,Default,,0000,0000,0000,,But really the volume of work is too much. Dialogue: 0,0:02:42.07,0:02:45.61,Default,,0000,0000,0000,,And this happens a lot with new users\Nbecause what I find tends to happen is Dialogue: 0,0:02:45.63,0:02:48.98,Default,,0000,0000,0000,,when you get started with Asana,\Nyou're really excited so you jump in, Dialogue: 0,0:02:49.00,0:02:53.60,Default,,0000,0000,0000,,you create loads of projects and loads of\Ntasks for everything that you need to do, Dialogue: 0,0:02:53.64,0:02:58.90,Default,,0000,0000,0000,,which is great in theory except that now you\Nhave all these tasks on your My Tasks page, Dialogue: 0,0:02:59.23,0:03:04.02,Default,,0000,0000,0000,,and you quickly start to feel overwhelmed\Nand just drown in the volume of work. Dialogue: 0,0:03:04.09,0:03:07.71,Default,,0000,0000,0000,,Now there are a couple of ways\Nyou could manage this slightly better. Dialogue: 0,0:03:07.73,0:03:12.22,Default,,0000,0000,0000,,One is as I showed you before\Non the My Tasks page, you could use sections Dialogue: 0,0:03:12.24,0:03:17.04,Default,,0000,0000,0000,,like I've done, Today, This week, Next week,\Nand even I have Later down here. Dialogue: 0,0:03:17.06,0:03:21.15,Default,,0000,0000,0000,,And you move tasks into the various sections\Nto hide them. Dialogue: 0,0:03:21.18,0:03:24.70,Default,,0000,0000,0000,,So I actually, when I'm working\Nin Asana on a daily basis, Dialogue: 0,0:03:24.72,0:03:27.81,Default,,0000,0000,0000,,often don't even look at\NThis week and Next week. Dialogue: 0,0:03:27.83,0:03:31.22,Default,,0000,0000,0000,,I put tasks into This week and Next week\Nobviously based on the due date. Dialogue: 0,0:03:31.25,0:03:34.38,Default,,0000,0000,0000,,You can see I have here\Ntasks due tomorrow and Friday. Dialogue: 0,0:03:34.62,0:03:39.72,Default,,0000,0000,0000,,Anything due more than a week away,\Nyou can see I have quite a lot in here, Dialogue: 0,0:03:39.72,0:03:41.74,Default,,0000,0000,0000,,I hide in this Later section. Dialogue: 0,0:03:41.83,0:03:44.85,Default,,0000,0000,0000,,And so that helps me to keep\Nmy My Tasks page Dialogue: 0,0:03:44.87,0:03:48.30,Default,,0000,0000,0000,,really nice and clean\Nand minimal and organized. Dialogue: 0,0:03:48.30,0:03:52.16,Default,,0000,0000,0000,,And it really helps me to focus on\Nonly what I have to do today. Dialogue: 0,0:03:52.32,0:03:56.07,Default,,0000,0000,0000,,Another option is and this is\Nwhere you might want to think about Dialogue: 0,0:03:56.10,0:04:00.67,Default,,0000,0000,0000,,and have a conversation with your team\Nabout how you're going to manage the work, Dialogue: 0,0:04:00.75,0:04:03.74,Default,,0000,0000,0000,,but another thing we see\Nclients do sometimes is, Dialogue: 0,0:04:03.77,0:04:06.84,Default,,0000,0000,0000,,only assigning tasks to yourself\Nwhen they fall due. Dialogue: 0,0:04:07.02,0:04:08.66,Default,,0000,0000,0000,,So what I could do here is Dialogue: 0,0:04:08.68,0:04:11.98,Default,,0000,0000,0000,,with some of these tasks that\Nare occurring later on in the project Dialogue: 0,0:04:12.00,0:04:14.78,Default,,0000,0000,0000,,I might actually leave\Nthis unassigned for now, Dialogue: 0,0:04:14.80,0:04:18.77,Default,,0000,0000,0000,,and then only assign this when\Nthe task is now ready to be worked on. Dialogue: 0,0:04:18.79,0:04:21.42,Default,,0000,0000,0000,,So we move through the project in phases Dialogue: 0,0:04:21.44,0:04:25.25,Default,,0000,0000,0000,,and assign blocks of tasks\Nwhen it's time to work on them. Dialogue: 0,0:04:25.27,0:04:26.74,Default,,0000,0000,0000,,That's going to make it Dialogue: 0,0:04:26.76,0:04:31.08,Default,,0000,0000,0000,,so that people are less overwhelmed with\Na huge volume of tasks on their task list. Dialogue: 0,0:04:31.21,0:04:32.78,Default,,0000,0000,0000,,I would also caution you Dialogue: 0,0:04:32.81,0:04:37.23,Default,,0000,0000,0000,,to not use Asana for things that\Naren't task based or task related. Dialogue: 0,0:04:37.25,0:04:39.46,Default,,0000,0000,0000,,I've seen clients do funny things where Dialogue: 0,0:04:39.48,0:04:44.24,Default,,0000,0000,0000,,they put things like articles or even emails\Nthat they want to respond to into Asana Dialogue: 0,0:04:44.26,0:04:47.45,Default,,0000,0000,0000,,as a way of trying to collect\Neverything in one place. Dialogue: 0,0:04:47.47,0:04:49.51,Default,,0000,0000,0000,,And again the intention is there, it's good. Dialogue: 0,0:04:49.53,0:04:51.91,Default,,0000,0000,0000,,it's "I want to have\Neverything in one place," Dialogue: 0,0:04:51.93,0:04:55.28,Default,,0000,0000,0000,,but then Asana is full of not just\Ntasks which you need to work on Dialogue: 0,0:04:55.31,0:04:58.11,Default,,0000,0000,0000,,but also articles that \Nyou may or may not read someday, Dialogue: 0,0:04:58.13,0:05:00.26,Default,,0000,0000,0000,,or an email that you need to respond to, Dialogue: 0,0:05:00.28,0:05:04.19,Default,,0000,0000,0000,,and I would argue that those types of\Nthings really don't belong in Asana. Dialogue: 0,0:05:04.21,0:05:06.44,Default,,0000,0000,0000,,The next very common and very big mistake Dialogue: 0,0:05:06.47,0:05:09.30,Default,,0000,0000,0000,,that we see people making,\Nis not checking the Inbox Dialogue: 0,0:05:09.30,0:05:12.66,Default,,0000,0000,0000,,and really not dealing with\Nthe notifications correctly. Dialogue: 0,0:05:12.74,0:05:15.58,Default,,0000,0000,0000,,So the Inbox in Asana\Nup here on the sidebar, Dialogue: 0,0:05:15.61,0:05:18.23,Default,,0000,0000,0000,,this is where you get notified\Nabout all tasks Dialogue: 0,0:05:18.25,0:05:21.66,Default,,0000,0000,0000,,that you are a collaborator on\Ndown here at the bottom. Dialogue: 0,0:05:21.66,0:05:25.64,Default,,0000,0000,0000,,So anything I'm a collaborator on\NI'm getting notified about, Dialogue: 0,0:05:25.66,0:05:29.64,Default,,0000,0000,0000,,whether it's a task like this\Nwhere the due date has changed, Dialogue: 0,0:05:29.64,0:05:33.02,Default,,0000,0000,0000,,or maybe a task that's being completed\Nlike this one, Dialogue: 0,0:05:33.04,0:05:35.60,Default,,0000,0000,0000,,or if somebody is commenting on a task, Dialogue: 0,0:05:35.62,0:05:38.100,Default,,0000,0000,0000,,I'm getting notified about anything\Nthat I'm a collaborator on. Dialogue: 0,0:05:39.02,0:05:43.63,Default,,0000,0000,0000,,Now the mistake we see people make is,\Nnumber one, not checking this Inbox enough. Dialogue: 0,0:05:43.66,0:05:46.30,Default,,0000,0000,0000,,If you don't check the Inbox, this is where Dialogue: 0,0:05:46.32,0:05:50.50,Default,,0000,0000,0000,,important updates and just work in general\Nslips through the cracks. Dialogue: 0,0:05:50.53,0:05:53.02,Default,,0000,0000,0000,,You end up in a situation\Nwhere somebody says Dialogue: 0,0:05:53.05,0:05:56.66,Default,,0000,0000,0000,,"Hey Paul, you know, you never gave\Nme feedback on that task" and I say Dialogue: 0,0:05:56.68,0:06:00.56,Default,,0000,0000,0000,,"Oh, I didn't even see, it's probably\Nbecause I wasn't checking the Inbox." Dialogue: 0,0:06:00.58,0:06:04.84,Default,,0000,0000,0000,,So the first best practice is to be\Nchecking the Inbox a couple of times a day. Dialogue: 0,0:06:04.87,0:06:07.70,Default,,0000,0000,0000,,You'll actually see there'll be\Na little orange dot up here Dialogue: 0,0:06:07.73,0:06:09.97,Default,,0000,0000,0000,,when there's a new notification\Nin the Inbox. Dialogue: 0,0:06:09.100,0:06:13.76,Default,,0000,0000,0000,,Checking it regularly is going to mean\Nthat you're more up to date with Dialogue: 0,0:06:13.78,0:06:17.99,Default,,0000,0000,0000,,the task updates, comments, and questions\Nthat teammates are sharing with you. Dialogue: 0,0:06:18.12,0:06:21.96,Default,,0000,0000,0000,,And then the next best practice is\Nto archive the notifications as you go. Dialogue: 0,0:06:21.99,0:06:24.62,Default,,0000,0000,0000,,So you can click\Nthis little archive button here. Dialogue: 0,0:06:24.64,0:06:26.73,Default,,0000,0000,0000,,Once you've dealt with a notification, Dialogue: 0,0:06:26.76,0:06:29.76,Default,,0000,0000,0000,,you've either looked at it\Nor you've responded with it, Dialogue: 0,0:06:29.78,0:06:31.50,Default,,0000,0000,0000,,you click that archive button. Dialogue: 0,0:06:31.50,0:06:33.58,Default,,0000,0000,0000,,I'm going to go ahead and archive all, Dialogue: 0,0:06:33.60,0:06:36.06,Default,,0000,0000,0000,,but this is the screen we want to get to Dialogue: 0,0:06:36.09,0:06:38.76,Default,,0000,0000,0000,,on a daily basis, which is Inbox zero. Dialogue: 0,0:06:38.76,0:06:41.26,Default,,0000,0000,0000,,This means that I've dealt with\Nall of my notifications Dialogue: 0,0:06:41.29,0:06:42.72,Default,,0000,0000,0000,,and I'm completely up to date. Dialogue: 0,0:06:42.75,0:06:46.76,Default,,0000,0000,0000,,I would also recommend if you\Nare working from the Inbox as I suggest, Dialogue: 0,0:06:46.79,0:06:50.21,Default,,0000,0000,0000,,managing your notifications\Nand turning off email updates Dialogue: 0,0:06:50.24,0:06:53.66,Default,,0000,0000,0000,,for activity updates and maybe\Neven mentions and summaries. Dialogue: 0,0:06:54.11,0:06:59.14,Default,,0000,0000,0000,,You don't really need the email notifications\Nif you are checking this Inbox regularly. Dialogue: 0,0:06:59.24,0:07:01.56,Default,,0000,0000,0000,,Another mistake we see from time to time Dialogue: 0,0:07:01.58,0:07:04.34,Default,,0000,0000,0000,,is leaving tasks open\Nand not completing them. Dialogue: 0,0:07:04.36,0:07:08.83,Default,,0000,0000,0000,,So not using the Mark as complete button\Nup here or checking the tick here. Dialogue: 0,0:07:08.85,0:07:10.71,Default,,0000,0000,0000,,When I ask clients about this Dialogue: 0,0:07:10.73,0:07:14.97,Default,,0000,0000,0000,,the excuse or reason people often\Ngive me is they'll say something like Dialogue: 0,0:07:14.100,0:07:18.95,Default,,0000,0000,0000,,"Well, I did the work\Nbut I didn't want to lose the task." Dialogue: 0,0:07:18.97,0:07:22.76,Default,,0000,0000,0000,,You know, "I still wanted to chat\Nwith the person who assigned it to me. Dialogue: 0,0:07:22.79,0:07:27.83,Default,,0000,0000,0000,,I wanted to get some feedback before I was\Nconfident in fully completing the work, Dialogue: 0,0:07:27.86,0:07:29.62,Default,,0000,0000,0000,,and so I left it open." Dialogue: 0,0:07:29.70,0:07:32.83,Default,,0000,0000,0000,,So again, I understand the intention\Nit's there, it's good, Dialogue: 0,0:07:32.86,0:07:37.67,Default,,0000,0000,0000,,but the better way to manage a situation\Nlike this is mark the task as complete. Dialogue: 0,0:07:37.69,0:07:39.95,Default,,0000,0000,0000,,As the assignee, that's your responsibility. Dialogue: 0,0:07:39.98,0:07:42.84,Default,,0000,0000,0000,,Sometimes people feel like\N"Am I allowed to complete the task?" Dialogue: 0,0:07:42.86,0:07:46.52,Default,,0000,0000,0000,,if they're not the one that actually\Ncreated it or assigned it in the first place. Dialogue: 0,0:07:46.55,0:07:50.19,Default,,0000,0000,0000,,There's often a bit of hesitation\Nabout being able to complete it, Dialogue: 0,0:07:50.21,0:07:52.10,Default,,0000,0000,0000,,but in my view as the assignee, Dialogue: 0,0:07:52.12,0:07:55.48,Default,,0000,0000,0000,,it's your responsibility\Nto actually complete the task. Dialogue: 0,0:07:55.50,0:07:57.90,Default,,0000,0000,0000,,The assignor,\Nthe person who gave you the task, Dialogue: 0,0:07:57.93,0:08:01.28,Default,,0000,0000,0000,,they will get notified in their Inbox\Nthat you've completed it. Dialogue: 0,0:08:01.30,0:08:04.60,Default,,0000,0000,0000,,They can then review the work.\NThey can go back with any questions. Dialogue: 0,0:08:04.62,0:08:07.31,Default,,0000,0000,0000,,They could even reopen the task\Nif they're not satisfied Dialogue: 0,0:08:07.33,0:08:10.02,Default,,0000,0000,0000,,and there's something else\Nthat still needs to be done. Dialogue: 0,0:08:10.04,0:08:12.55,Default,,0000,0000,0000,,But you completing the task\Nin the first place, Dialogue: 0,0:08:12.58,0:08:15.63,Default,,0000,0000,0000,,sends a clear signal that you're\Nsaying this is now done. Dialogue: 0,0:08:15.70,0:08:18.44,Default,,0000,0000,0000,,Another common mistake\Nalong the same lines is Dialogue: 0,0:08:18.46,0:08:21.100,Default,,0000,0000,0000,,changing the assignee back\Nand forth as the work changes. Dialogue: 0,0:08:22.20,0:08:24.12,Default,,0000,0000,0000,,So what we see from time to time is, Dialogue: 0,0:08:24.12,0:08:28.15,Default,,0000,0000,0000,,maybe somebody assigns me a task,\Nso they put my name on it up here, Dialogue: 0,0:08:28.18,0:08:32.92,Default,,0000,0000,0000,,and then when I'm finished with the task,\Nwhen I think that I've done the work Dialogue: 0,0:08:32.95,0:08:36.24,Default,,0000,0000,0000,,I then change it back to the person\Nthat assigned it to me. Dialogue: 0,0:08:36.29,0:08:37.100,Default,,0000,0000,0000,,And yes, the intention there is, Dialogue: 0,0:08:38.02,0:08:41.03,Default,,0000,0000,0000,,you're saying "I've done the work\Nso I'm going to assign it back" Dialogue: 0,0:08:41.05,0:08:43.04,Default,,0000,0000,0000,,because they now need to check the task. Dialogue: 0,0:08:43.07,0:08:44.78,Default,,0000,0000,0000,,The issue with doing this though Dialogue: 0,0:08:44.81,0:08:47.66,Default,,0000,0000,0000,,is that you lose visibility of\Nwho's responsible for this task. Dialogue: 0,0:08:47.68,0:08:49.84,Default,,0000,0000,0000,,If you assign the task back and forth, Dialogue: 0,0:08:49.86,0:08:54.74,Default,,0000,0000,0000,,it's very easy to get into a situation where\Nmaybe it isn't assigned to the right person Dialogue: 0,0:08:54.77,0:08:57.75,Default,,0000,0000,0000,,because you've assigned it\Nto the person that assigned it to you Dialogue: 0,0:08:57.78,0:09:01.59,Default,,0000,0000,0000,,you've assigned it back and they actually\Nwant you to go and change something else. Dialogue: 0,0:09:01.61,0:09:03.91,Default,,0000,0000,0000,,But they forget to assign it back to you. Dialogue: 0,0:09:03.94,0:09:08.09,Default,,0000,0000,0000,,So the whole assigning back and forth\Nthing I think just opens up a can of worms Dialogue: 0,0:09:08.11,0:09:10.52,Default,,0000,0000,0000,,and it creates a lot of\Nopportunity for human error Dialogue: 0,0:09:10.54,0:09:13.23,Default,,0000,0000,0000,,to result in the task just\Nfalling through the cracks. Dialogue: 0,0:09:13.32,0:09:17.17,Default,,0000,0000,0000,,Again, the best practice is,\Nleave the task assigned to the person Dialogue: 0,0:09:17.19,0:09:20.19,Default,,0000,0000,0000,,who is ultimately responsible\Nfor doing the work. Dialogue: 0,0:09:20.22,0:09:24.02,Default,,0000,0000,0000,,When that person is finished, they mark\Nit as complete like I mentioned before, Dialogue: 0,0:09:24.04,0:09:27.60,Default,,0000,0000,0000,,and the original assignor can then\Njump in with any comments, questions, Dialogue: 0,0:09:27.60,0:09:31.79,Default,,0000,0000,0000,,or feedback, or again, they can simply\Nreopen the task if they need to. Dialogue: 0,0:09:31.98,0:09:36.85,Default,,0000,0000,0000,,Another very common mistake I see\Nall the time is leaving tasks overdue. Dialogue: 0,0:09:36.87,0:09:40.56,Default,,0000,0000,0000,,So this happens where you've got\Na bunch of tasks assigned to you, Dialogue: 0,0:09:40.58,0:09:45.40,Default,,0000,0000,0000,,let's collapse that in my Today section,\NI had the intention to do this work Dialogue: 0,0:09:45.42,0:09:48.41,Default,,0000,0000,0000,,but for whatever reason\NI didn't get it done that day. Dialogue: 0,0:09:48.54,0:09:52.01,Default,,0000,0000,0000,,That's fine, you know, stuff happens,\Nemergencies come up, Dialogue: 0,0:09:52.03,0:09:54.98,Default,,0000,0000,0000,,so we can't always get\Nall of our tasks done. Dialogue: 0,0:09:55.19,0:09:59.98,Default,,0000,0000,0000,,But leaving the tasks here on your\NMy Tasks with the red overdue dates Dialogue: 0,0:10:00.36,0:10:04.10,Default,,0000,0000,0000,,I think is just just results\Nin the tasks building up over time Dialogue: 0,0:10:04.12,0:10:05.94,Default,,0000,0000,0000,,this task list gets very messy, Dialogue: 0,0:10:05.96,0:10:10.45,Default,,0000,0000,0000,,and it very quickly leads you to feeling\Nquite overwhelmed by all your work. Dialogue: 0,0:10:10.58,0:10:13.82,Default,,0000,0000,0000,,I think a better way to deal\Nwith overdue tasks is, Dialogue: 0,0:10:13.84,0:10:17.27,Default,,0000,0000,0000,,instead of leaving them overdue like this,\Nat the end of the day, Dialogue: 0,0:10:17.30,0:10:21.08,Default,,0000,0000,0000,,and you should make this part of your\Nshutdown routine at the end of the day, Dialogue: 0,0:10:21.11,0:10:23.62,Default,,0000,0000,0000,,is I look at anything\Nthat I have left on my task list Dialogue: 0,0:10:23.65,0:10:26.55,Default,,0000,0000,0000,,that I just didn't have time for,\Nand I change the due date. Dialogue: 0,0:10:26.57,0:10:29.54,Default,,0000,0000,0000,,So I'll say "Okay,\Nlet me do this maybe tomorrow" Dialogue: 0,0:10:29.57,0:10:33.54,Default,,0000,0000,0000,,or maybe "I'll come back to it on Monday,"\Nand I change the date. Dialogue: 0,0:10:33.54,0:10:35.21,Default,,0000,0000,0000,,And then I'll sort it accordingly. Dialogue: 0,0:10:35.23,0:10:38.01,Default,,0000,0000,0000,,So if it's next week maybe\NI'll put it into my upcoming Dialogue: 0,0:10:38.04,0:10:42.63,Default,,0000,0000,0000,,and then I've got rules that will automatically\Nmove it into today when it's due. Dialogue: 0,0:10:42.66,0:10:44.91,Default,,0000,0000,0000,,So the long and short of it is Dialogue: 0,0:10:44.94,0:10:48.71,Default,,0000,0000,0000,,don't let it go overdue\Nor don't leave it overdue. Dialogue: 0,0:10:48.73,0:10:50.34,Default,,0000,0000,0000,,Update the due date to reflect Dialogue: 0,0:10:50.37,0:10:53.72,Default,,0000,0000,0000,,when are you actually going\Nto come back and work on it again. Dialogue: 0,0:10:53.74,0:10:56.97,Default,,0000,0000,0000,,That way, you can avoid having\Nthis massive list of overdue tasks, Dialogue: 0,0:10:56.99,0:11:01.36,Default,,0000,0000,0000,,and you've actually now got a clear plan of\Nwhen you're going to come back to it later. Dialogue: 0,0:11:01.38,0:11:03.54,Default,,0000,0000,0000,,The next common mistake we see all the time Dialogue: 0,0:11:03.56,0:11:07.00,Default,,0000,0000,0000,,and this is the reason a lot of clients\Nreach out to us in the first place, Dialogue: 0,0:11:07.03,0:11:11.59,Default,,0000,0000,0000,,is that maybe as the owner of the business,\Nthey have dumped Asana on their team Dialogue: 0,0:11:11.61,0:11:14.94,Default,,0000,0000,0000,,without any really formal\Nintroduction or training. Dialogue: 0,0:11:14.94,0:11:17.98,Default,,0000,0000,0000,,This is a mistake that's not\Nunique particularly to Asana, Dialogue: 0,0:11:18.00,0:11:21.92,Default,,0000,0000,0000,,but with a lot of tools and apps\Nthat different businesses choose to use, Dialogue: 0,0:11:21.94,0:11:26.22,Default,,0000,0000,0000,,is the business owner says "Right,\Nwe're going to use this tool" like Asana Dialogue: 0,0:11:26.24,0:11:29.84,Default,,0000,0000,0000,,and they leave it up to their team\Nto figure out how to use it Dialogue: 0,0:11:29.86,0:11:31.92,Default,,0000,0000,0000,,"let's just work it out as a team". Dialogue: 0,0:11:31.94,0:11:33.71,Default,,0000,0000,0000,,And what we tend to find happen is Dialogue: 0,0:11:33.74,0:11:38.12,Default,,0000,0000,0000,,you'll see some people are good at figuring\Nit out because they're quite tech savvy, Dialogue: 0,0:11:38.15,0:11:41.85,Default,,0000,0000,0000,,but inevitably there are people\Non the team who aren't very tech savvy, Dialogue: 0,0:11:41.88,0:11:45.59,Default,,0000,0000,0000,,who can't figure it out on their own \Nand need a little bit more help. Dialogue: 0,0:11:45.61,0:11:49.31,Default,,0000,0000,0000,,So you end up with this kind of\Nhalf adoption half usage of Asana, Dialogue: 0,0:11:49.34,0:11:51.64,Default,,0000,0000,0000,,where some people use it other people don't Dialogue: 0,0:11:51.67,0:11:55.43,Default,,0000,0000,0000,,but the people that don't are\Ndragging down the entire team. Dialogue: 0,0:11:55.45,0:11:59.18,Default,,0000,0000,0000,,So what we recommend and this is part\Nof the service that we provide is Dialogue: 0,0:11:59.20,0:12:02.01,Default,,0000,0000,0000,,thinking about why are we using\NAsana in the first place, Dialogue: 0,0:12:02.04,0:12:05.80,Default,,0000,0000,0000,,and actually talking to your team\Nand saying this is why we're using Asana, Dialogue: 0,0:12:05.82,0:12:08.41,Default,,0000,0000,0000,,here are the problems we think it's going\Nto solve, Dialogue: 0,0:12:08.43,0:12:10.40,Default,,0000,0000,0000,,and how we expect everyone to use it. Dialogue: 0,0:12:10.42,0:12:13.33,Default,,0000,0000,0000,,If you need help with training\Nand onboarding your team, Dialogue: 0,0:12:13.36,0:12:16.14,Default,,0000,0000,0000,,then check out the Master Asana\Nprogram on my website Dialogue: 0,0:12:16.16,0:12:20.67,Default,,0000,0000,0000,,which lets you book private 1:1 consulting\Nsessions with experts on my team. Dialogue: 0,0:12:20.70,0:12:23.25,Default,,0000,0000,0000,,You get access to weekly\Ngroup coaching calls, Dialogue: 0,0:12:23.28,0:12:27.11,Default,,0000,0000,0000,,and you even get access to a full\Nonline course that I've developed Dialogue: 0,0:12:27.13,0:12:30.49,Default,,0000,0000,0000,,that guides you through how to build\Nout your Asana account, Dialogue: 0,0:12:30.52,0:12:34.13,Default,,0000,0000,0000,,how to plan your Asana role out,\Nand how to train your team correctly. Dialogue: 0,0:12:34.15,0:12:37.94,Default,,0000,0000,0000,,Something else we recommend when\Nrolling out Asana to your team is Dialogue: 0,0:12:37.96,0:12:42.25,Default,,0000,0000,0000,,identifying an Asana Champion\Nor what I call the Chief Asana Officer, Dialogue: 0,0:12:42.27,0:12:44.12,Default,,0000,0000,0000,,basically somebody on your team Dialogue: 0,0:12:44.15,0:12:48.30,Default,,0000,0000,0000,,who's ultimately going to be responsible\Nfor Asana's rollout and adoption. Dialogue: 0,0:12:48.32,0:12:52.26,Default,,0000,0000,0000,,Unless you have somebody \Nthat's ultimately responsible for, Dialogue: 0,0:12:52.29,0:12:55.46,Default,,0000,0000,0000,,it we find that everyone tends\Nto use it in their own different way, Dialogue: 0,0:12:55.49,0:12:57.86,Default,,0000,0000,0000,,and so the purpose of having\Nthat Asana Champion is Dialogue: 0,0:12:57.88,0:13:00.97,Default,,0000,0000,0000,,they're someone that can help\Nto train and onboard new employees Dialogue: 0,0:13:00.100,0:13:05.07,Default,,0000,0000,0000,,and there's someone that can work\Nwith different team members and departments Dialogue: 0,0:13:05.10,0:13:07.56,Default,,0000,0000,0000,,to make sure we're\Nall using it consistently. Dialogue: 0,0:13:07.56,0:13:12.27,Default,,0000,0000,0000,,Another common mistake we see, and this is \Nthe result of not using the My Tasks page Dialogue: 0,0:13:12.29,0:13:14.44,Default,,0000,0000,0000,,that I talked about at the beginning, Dialogue: 0,0:13:14.47,0:13:18.48,Default,,0000,0000,0000,,is creating a private project for your work\Ninstead of using that My Tasks page. Dialogue: 0,0:13:18.78,0:13:22.68,Default,,0000,0000,0000,,So because people often don't\Nunderstand how to use this My Tasks page, Dialogue: 0,0:13:22.68,0:13:26.99,Default,,0000,0000,0000,,what they do is they'll\Ncreate a project a bit like this, Dialogue: 0,0:13:27.02,0:13:30.02,Default,,0000,0000,0000,,where they say, you know, "Paul's tasks". Dialogue: 0,0:13:30.04,0:13:34.87,Default,,0000,0000,0000,,And then what they do is they create\Ntheir own task list in this project. Dialogue: 0,0:13:34.90,0:13:37.06,Default,,0000,0000,0000,,But you don't actually need to do this Dialogue: 0,0:13:37.09,0:13:40.46,Default,,0000,0000,0000,,because the My Tasks page\Nis like your own private project. Dialogue: 0,0:13:40.48,0:13:45.43,Default,,0000,0000,0000,,If I create a task directly\Non here so "This is a task". Dialogue: 0,0:13:45.46,0:13:47.47,Default,,0000,0000,0000,,If I don't put this in a project, Dialogue: 0,0:13:47.50,0:13:51.42,Default,,0000,0000,0000,,this is just going to be private\Nto me, nobody else can see this. Dialogue: 0,0:13:51.45,0:13:54.83,Default,,0000,0000,0000,,I can also choose to view My\NTasks as a list like this, Dialogue: 0,0:13:54.85,0:13:58.24,Default,,0000,0000,0000,,or I can use the board layout,\Nor even the calendar view. Dialogue: 0,0:13:58.26,0:14:01.59,Default,,0000,0000,0000,,So this is in a sense\Nmy own private project Dialogue: 0,0:14:01.62,0:14:06.88,Default,,0000,0000,0000,,and creating your own private project like this\Nseparately is sort of a waste of time. Dialogue: 0,0:14:07.56,0:14:12.48,Default,,0000,0000,0000,,The next mistake we see all the time is\Npeople not using due dates. Dialogue: 0,0:14:12.50,0:14:16.70,Default,,0000,0000,0000,,This one is really confusing to me\Nbecause putting a due date on a task is Dialogue: 0,0:14:16.73,0:14:20.30,Default,,0000,0000,0000,,one of the most important bits\Nof information about the task. Dialogue: 0,0:14:20.32,0:14:23.52,Default,,0000,0000,0000,,You know, a task should tell you\Nwhat you need to do, Dialogue: 0,0:14:23.52,0:14:25.98,Default,,0000,0000,0000,,who's doing it, and when is it due. Dialogue: 0,0:14:26.01,0:14:29.99,Default,,0000,0000,0000,,When I'm working with a client and I ask\N"Why didn't you put a due date on that?" Dialogue: 0,0:14:30.02,0:14:33.02,Default,,0000,0000,0000,,the reason people often give me\Nis they'll say something like Dialogue: 0,0:14:33.05,0:14:37.28,Default,,0000,0000,0000,,"Well, it didn't really have a strict deadline.\Nit's just something we need to do soon." Dialogue: 0,0:14:37.31,0:14:42.12,Default,,0000,0000,0000,,In situations like that I actually recommend\Nstill putting a due date on the task. Dialogue: 0,0:14:42.14,0:14:46.23,Default,,0000,0000,0000,,Even if it doesn't have a strict\Nor hard deadline that you need to hit, Dialogue: 0,0:14:46.26,0:14:50.41,Default,,0000,0000,0000,,it's still good to use the due date\Nas a way of setting your intention, Dialogue: 0,0:14:50.43,0:14:53.04,Default,,0000,0000,0000,,and saying "I'd like to do this by Friday". Dialogue: 0,0:14:53.04,0:14:56.70,Default,,0000,0000,0000,,Even if you end up changing the due\Ndate and pushing it back to next week Dialogue: 0,0:14:56.72,0:14:58.95,Default,,0000,0000,0000,,because other more important work comes up, Dialogue: 0,0:14:58.97,0:15:03.24,Default,,0000,0000,0000,,it's still better and it's a more effective\Nway of working to have a due date Dialogue: 0,0:15:03.26,0:15:07.07,Default,,0000,0000,0000,,that you maybe even change later,\Nversus having no due date at all. Dialogue: 0,0:15:07.10,0:15:09.64,Default,,0000,0000,0000,,The issue with having no\Ndue date on a task is, Dialogue: 0,0:15:09.66,0:15:14.78,Default,,0000,0000,0000,,you might find that lots and lots of tasks\Nthat which none of them have any due dates, Dialogue: 0,0:15:14.80,0:15:19.79,Default,,0000,0000,0000,,all build up and there's no sense\Nof urgency or way of prioritizing the work, Dialogue: 0,0:15:19.81,0:15:23.33,Default,,0000,0000,0000,,whereas if you use put some kind\Nof due date on the task and say Dialogue: 0,0:15:23.35,0:15:26.53,Default,,0000,0000,0000,,"I'll do this one today, this\None tomorrow, this one Friday," Dialogue: 0,0:15:26.55,0:15:30.47,Default,,0000,0000,0000,,again even if that changes later,\Nthat's going to be more efficient, Dialogue: 0,0:15:30.50,0:15:34.32,Default,,0000,0000,0000,,more effective compared to not putting\Nany due date on the task at all. Dialogue: 0,0:15:34.35,0:15:38.94,Default,,0000,0000,0000,,The next mistake we see coming up\Na lot is when people are too vague with Dialogue: 0,0:15:38.94,0:15:43.68,Default,,0000,0000,0000,,task details and really just not\Nproviding enough information about a task. Dialogue: 0,0:15:43.92,0:15:48.63,Default,,0000,0000,0000,,So an example of that might be\Nsimply having a very vague task name Dialogue: 0,0:15:48.66,0:15:52.27,Default,,0000,0000,0000,,maybe not even putting\Nan assignee or a due date on Dialogue: 0,0:15:52.30,0:15:54.98,Default,,0000,0000,0000,,and not elaborating here in the description Dialogue: 0,0:15:55.00,0:15:59.61,Default,,0000,0000,0000,,or not including things like attachments\Nand documents that are relevant. Dialogue: 0,0:15:59.64,0:16:01.57,Default,,0000,0000,0000,,You want to really be thinking about Dialogue: 0,0:16:01.60,0:16:05.48,Default,,0000,0000,0000,,when you assign a task how is\Nthe other person going to know what to do. Dialogue: 0,0:16:05.50,0:16:09.63,Default,,0000,0000,0000,,"Am I providing enough information\Nso that when they click on this task, Dialogue: 0,0:16:09.66,0:16:11.28,Default,,0000,0000,0000,,are they going to know what to do Dialogue: 0,0:16:11.30,0:16:14.90,Default,,0000,0000,0000,,without having to come back to me\Nand ask lots and lots of questions?" Dialogue: 0,0:16:14.94,0:16:16.21,Default,,0000,0000,0000,,So here's an example, Dialogue: 0,0:16:16.24,0:16:19.44,Default,,0000,0000,0000,,this is a task that I assign\Nto my virtual assistant Judy. Dialogue: 0,0:16:19.62,0:16:23.26,Default,,0000,0000,0000,,It says exactly what she needs\Nto do "Create WordPress post". Dialogue: 0,0:16:23.29,0:16:27.30,Default,,0000,0000,0000,,And she can see it's a subtask\Nof this earlier video that I made. Dialogue: 0,0:16:27.30,0:16:31.68,Default,,0000,0000,0000,,And I've actually included a big old\Nchecklist of everything she needs to do. Dialogue: 0,0:16:31.68,0:16:33.66,Default,,0000,0000,0000,,So this is how I use Asana Dialogue: 0,0:16:33.69,0:16:37.28,Default,,0000,0000,0000,,to store\Nstandard operating procedures or SOPs. Dialogue: 0,0:16:37.30,0:16:41.33,Default,,0000,0000,0000,,You can check out my video on this\Nand how I use templates for SOPs. Dialogue: 0,0:16:41.35,0:16:43.62,Default,,0000,0000,0000,,You can click the video up here. Dialogue: 0,0:16:44.04,0:16:46.09,Default,,0000,0000,0000,,So you can see from\NJudy's point of view, Dialogue: 0,0:16:46.11,0:16:49.24,Default,,0000,0000,0000,,when she receives this task,\Nshe knows what she needs to do. Dialogue: 0,0:16:49.26,0:16:51.89,Default,,0000,0000,0000,,She can click back to the parent task Dialogue: 0,0:16:51.91,0:16:56.13,Default,,0000,0000,0000,,and she can see what parent\Nher subtask is related to. Dialogue: 0,0:16:56.40,0:16:59.84,Default,,0000,0000,0000,,And she's got this checklist here \Nof everything she needs to do. Dialogue: 0,0:16:59.87,0:17:01.87,Default,,0000,0000,0000,,So hopefully, she can just do the task, Dialogue: 0,0:17:01.90,0:17:05.46,Default,,0000,0000,0000,,she doesn't need to come back to me \Nand ask any clarifying questions. Dialogue: 0,0:17:05.46,0:17:10.00,Default,,0000,0000,0000,,Okay, and finally the final mistake \Nwe see a lot coming up with Asana users, Dialogue: 0,0:17:10.03,0:17:12.81,Default,,0000,0000,0000,,is using too many channels \Nfor communication. Dialogue: 0,0:17:12.83,0:17:15.62,Default,,0000,0000,0000,,And what I mean by this is not just Asana, Dialogue: 0,0:17:15.64,0:17:20.56,Default,,0000,0000,0000,,but also other tools and apps and services\Nthat you use for communication. Dialogue: 0,0:17:20.58,0:17:23.78,Default,,0000,0000,0000,,All tend to overlap quite a lot,\Nand there's not enough distinction Dialogue: 0,0:17:23.81,0:17:26.13,Default,,0000,0000,0000,,about when to use different\Ntools and services. Dialogue: 0,0:17:26.16,0:17:28.81,Default,,0000,0000,0000,,A common example might be\Nsomething like Slack. Dialogue: 0,0:17:28.84,0:17:32.22,Default,,0000,0000,0000,,We work with a lot of clients \Nwho use both Asana and Slack, Dialogue: 0,0:17:32.22,0:17:35.55,Default,,0000,0000,0000,,and they're often because there's lots\Nof different ways we can communicate Dialogue: 0,0:17:35.58,0:17:37.45,Default,,0000,0000,0000,,obviously we've got email as well. Dialogue: 0,0:17:37.48,0:17:41.42,Default,,0000,0000,0000,,We often find there are conversations\Nhappening in multiple different places Dialogue: 0,0:17:41.44,0:17:43.34,Default,,0000,0000,0000,,and so the advice we often give is that Dialogue: 0,0:17:43.36,0:17:45.76,Default,,0000,0000,0000,,you need to clearly define\Nwhen to use each tool. Dialogue: 0,0:17:45.78,0:17:50.37,Default,,0000,0000,0000,,For example, with Asana we recommend\Nif you're talking about a task or a project Dialogue: 0,0:17:50.39,0:17:54.35,Default,,0000,0000,0000,,which by default is probably\Nmost of the conversations you're having Dialogue: 0,0:17:54.38,0:17:56.44,Default,,0000,0000,0000,,should be task or project related. Dialogue: 0,0:17:56.46,0:17:59.94,Default,,0000,0000,0000,,Then really that's a conversation\Nthat should be happening inside Asana. Dialogue: 0,0:17:59.98,0:18:03.28,Default,,0000,0000,0000,,And the benefit of doing that is then\Nwe can keep the conversation Dialogue: 0,0:18:03.30,0:18:05.92,Default,,0000,0000,0000,,linked with the actual\Nwork that we're doing. Dialogue: 0,0:18:05.95,0:18:09.80,Default,,0000,0000,0000,,So when I click on a task \NI can see the conversation taking place. Dialogue: 0,0:18:09.82,0:18:13.37,Default,,0000,0000,0000,,I don't have to go switching over to\NSlack to go and find the conversation. Dialogue: 0,0:18:13.39,0:18:15.96,Default,,0000,0000,0000,,But if I've got\Nsome of the conversation in Asana, Dialogue: 0,0:18:15.99,0:18:19.80,Default,,0000,0000,0000,,some of it's happening in Slack where\NI've got different threads going, Dialogue: 0,0:18:19.80,0:18:22.52,Default,,0000,0000,0000,,on maybe I've got a couple\Nof email threads going, Dialogue: 0,0:18:22.54,0:18:25.98,Default,,0000,0000,0000,,I've now divided the conversation\Nup among multiple channels, Dialogue: 0,0:18:25.98,0:18:30.26,Default,,0000,0000,0000,,and it's really hard to make sense of "where\Nare we at?" and "what do we need to do next?" Dialogue: 0,0:18:30.28,0:18:32.79,Default,,0000,0000,0000,,So when you adopt a tool like Asana, Dialogue: 0,0:18:32.82,0:18:37.06,Default,,0000,0000,0000,,because this is one more tool\Nthat you can use to communicate in, Dialogue: 0,0:18:37.09,0:18:42.05,Default,,0000,0000,0000,,you want to clearly define to your team\Nwhen do we use a sign of a communication, Dialogue: 0,0:18:42.08,0:18:45.82,Default,,0000,0000,0000,,and how does it fit, and how do\Nwe use it alongside other channels Dialogue: 0,0:18:45.85,0:18:49.02,Default,,0000,0000,0000,,and other tools that we can\Ncommunicate in like Slack, Dialogue: 0,0:18:49.02,0:18:52.79,Default,,0000,0000,0000,,email, instant messaging,\Ntexting, and so on. Dialogue: 0,0:18:52.100,0:18:53.84,Default,,0000,0000,0000,,And so there we go. Dialogue: 0,0:18:53.87,0:18:58.29,Default,,0000,0000,0000,,Those are some of the common mistakes we see\Npeople making again and again with Asana. Dialogue: 0,0:18:58.31,0:19:01.50,Default,,0000,0000,0000,,As I mentioned before, if you have\Nany questions leave me a comment below. Dialogue: 0,0:19:01.53,0:19:04.63,Default,,0000,0000,0000,,And if you would like one-on-one\Nhelp with setting up your account, Dialogue: 0,0:19:04.66,0:19:08.46,Default,,0000,0000,0000,,training, and learning how to get the most\Nout of Asana and onboarding your team, Dialogue: 0,0:19:08.48,0:19:10.82,Default,,0000,0000,0000,,then check out the link \Nin the description below Dialogue: 0,0:19:10.85,0:19:13.19,Default,,0000,0000,0000,,to learn more about our \NAsana consulting options. Dialogue: 0,0:19:13.21,0:19:15.78,Default,,0000,0000,0000,,One more time, \Nthank you very much for listening, Dialogue: 0,0:19:15.80,0:19:17.78,Default,,0000,0000,0000,,and I will catch you in the next video.