How to Create and Organize Systems Using Asana

How to Create and Organize Systems Using Asana

You hear often how important it is to have systems for ALL THE THINGS. The idea of systems gets thrown around a bunch and it can be tricky to know exactly what it means.

Systems are basically a list of all the steps that go into everything you do. It’s really that simple. For example, how you write a blog post, how you onboard a client, how you deal with your inbox, those are all individual systems.

The benefit of writing. out. every. single. thing. is you will streamline. Naturally, as you go through the steps, you will realize what can be eliminated, what can be done more efficiently, and what can be reorganized throughout the week to make the most overall sense.

Think of having a list of systems like this: If you were to lounge on the beach in Thailand, no wi-fi for miles, could someone else look at your systems and get done what needs to be done?

Even if you are not having someone do the work for you, getting clear on your systems creates efficiency and makes things breezier for you overall.

To get started, I like to use Asana. It’s super user-friendly, intuitive, and flexible – and all for freesies.

Get Started with Asana

Okay let’s get started:

  1. Go to and set up your free account.
  2. Click to your profile (where your picture is) on the top left to find “settings.” From there, adjust your info.
  3. Go to the Display Tab and click “enable occasional celebrations upon task completion.” This part is totally optional but it makes it so a unicorn and other unicorn friends love on you when you complete tasks. Yay!
  4. On the left side of the screen, you’ll see “Projects” with a plus sign button next to it. Click this.
  5. Title the project your system, Ex. Writing Blog Posts
  6. Click the setting for ”List.”
  7. Now you are on your main screen. From here, click “Add Task”
  8. Type in the first phase of your system and follow it with a colon (:) .Ex. “Prewrite:” The colon is an Asana trick that highlights what you wrote and makes it a section.
  9. Next, press enter and add any sub tasks. In this case, it may be “consult editorial calendar,” or “Go to Google Docs and outline post.”
  10. Continue to add more sections and tasks until you get to the end of your process.

Get as Specific As Possible When Using Asana

If you want things to be in a different order, or you forgot a task, no worries. You can drag and drop any line and add in new ones.

Once finished, you’ll see this system over in your project list on the left. To get fancy, you can click on the settings for your system and color code it. You can even rename it as your title plus the word “template”

The nice thing about making this a template is when you go to create a blog post, for example, you can click the ellipses on the project and click “copy project”. Then you can retitle the copy as the post you are working on and click the check mark next to the task to mark as complete as you go.

It’s pretty satisfying to do so, I must say.

Ultimately, creating systems may seem like an extra step up front but once you do, your writing process will be more streamlined and effective. Asana makes this a fun and visual process. Plus, unicorn dance parties … who doesn’t like that?

The answer, if you’re wondering, is no one.

One last note: If you’re ready to up the number of systems in your life, go ahead and sign up for access to the Free Resource Library, where you’ll find more than a dozen resources to help you enliven and systematize your copywriting and marketing efforts. One … two … three … awesomeness!

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