Solving Project Issues with Asana AI: Free Beginner’s Guide
With a steady stream of innovative AI features, Asana is redefining the way we work and collaborate. Let's explore some of the latest AI advancements that are making Asana a must-have for teams seeking to streamline their workflows and boost productivity. In this series, we’ll be digging into each of Asana’s new AI features to help you get up and running.
Managing projects can be challenging, especially when timelines shift, assignees change, or multiple tasks need updates. Luckily, Asana AI Smart Chat makes these adjustments smoother, empowering teams to stay on top of their work with ease. This guide walks you through some real-world use cases where Asana AI helps streamline project management.
More of a visual learner? Check out my session from the 2024 Asanathon where I unpack each feature with detailed use cases.
What is Asana AI Chat?
Asana AI Smart Chat integrates artificial intelligence into your project workflow, making it easier to access details, automate routine actions, and provide real-time insights. With Asana AI Smart Chat, you can stay on top of project progress and make informed decisions faster.
Who Can Use Asana AI Features?
Asana AI is available to a variety of users:
Starter
Advanced
Enterprise
Enterprise+
(Unavailable for Personal plan)
Whether you’re just getting started or managing complex projects, Asana AI has features tailored for every level of project management. Click here for my quick and easy guide to enable AI features in your Asana account.
Launching Asana AI Smart Chat
Getting started with Asana AI is easy. Just click the sparkle icon in the top right corner of your Asana dashboard, and you’re ready to interact with your project details and updates.
Use Cases for Asana AI Smart Chat
For each of the following Use Cases, we’ll be referencing the employees of a fictional appliance company, the Big Blender Company, as they troubleshoot everyday tasks in Asana.
Use Case #1: Bulk Updating Assignees with Asana AI
Persona: Marketing Director, Devon, manages marketing and email tasks for two product launches. They have hired a new team member, Alex, who is ready to take on some of these responsibilities. Asana AI steps in to help bulk update task assignees with minimal effort.
Scenario: Devon has been leading all Marketing & Email tasks for the Purple Mixer and Green Blender launches. With Alex joining the team, Asana AI efficiently reassigns tasks and milestones to him.
AI Chat Command: “Assign my Purple Mixer milestones to Alex.”
What Asana AI Does:
Scans the workspace for relevant milestones.
Summarizes the tasks found.
Reassigns tasks to Alex, ensuring a smooth handoff.
Use Case #2: Updating Project Timelines
Keeping deadlines on track is vital for successful project delivery. Sometimes, timelines change, and adjustments need to be made swiftly. Asana AI can help update deadlines across tasks and notify relevant team members, reducing manual work.
Scenario: The Purple Mixer product has arrived earlier than expected at the warehouse. Devon's team must pull up their marketing efforts and deliver tasks two weeks ahead of schedule. Asana AI efficiently shifts the deadlines and alerts the team about the new timeline.
AI Chat Command: “Move Purple Mixer tasks for Lex’s Creative Requests 2 weeks sooner and flag risks for delivery.”
What Asana AI Does:
Updates task due dates.
Notifies assignees of changes and potential risks.
Generates a summary of changes for stakeholders.
Use Case #3: Project Summaries - Keeping Everyone in the Loop
Asana AI helps teams stay informed with automated status updates. Whether someone was out of the office or you're looking to summarize key achievements, Asana AI can generate a quick recap of project progress.
Scenario: Devon has returned from time off and needs to catch up on the tasks completed during their absence. Asana AI quickly compiles a report of work done over the last week, saving time on manual tracking.
AI Chat Command: “Summarize work completed in Green Blender Marketing Campaign and Purple Mixer Product Launch in the last two weeks.”
What Asana AI Does:
Provides a clear summary of recent tasks.
Highlights the team’s accomplishments.
Helps Devon get up to speed quickly.
Use Case #4: Assigning Tasks Efficiently: Ensuring No Work Falls Through the Cracks
When managing a busy team, assigning tasks to the right people is critical. Asana AI simplifies this process by allowing you to quickly delegate work and ensure team members are notified of their responsibilities.
Scenario: Devon needs to ensure all Green Blender-related emails are assigned to Alex. With a single command, Asana AI assigns the tasks, eliminating the need for manual task assignment.
AI Chat Command: “Assign all Green Blender emails to Alex.”
What Asana AI Does:
Reassigns all relevant email tasks to Alex.
Ensures that Devon's workload is lightened and Alex takes ownership of the campaign.
Conclusion
With Asana AI, managing projects becomes significantly easier. From updating timelines to reassigning tasks and flagging risks, the AI chat feature ensures that nothing falls through the cracks. By integrating Asana AI into your workflow, your team can save time, reduce manual tasks, and focus on delivering high-quality results.
Start using Asana AI today to optimize your project management process and keep your team aligned and efficient.
Whether you're seeking clarity, guidance, or just need a fresh perspective, let's chat!
Book some time with me or send me an email at hello@kellyperryconsulting.com, and we’ll figure it out together. You can also view more step by step guides for Asana features here.