Asana: getting started

Asana: getting started

Why we use Asana

If you're used to tracking work in a shared Google Sheet or a simple to-do app, Asana might feel like more than you need. But it solves real problems that spreadsheets and generic to-do lists weren't designed for:
Feature
Asana
Spreadsheet / to-do list
Due dates with reminders: automatic notifications when deadlines approach
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Assignees: every task has a clear owner
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Subtasks: break work into steps without creating a mess
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Dependencies: mark tasks that can't start until another finishes
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Comments on tasks: keep discussion next to the work, not in email or another separate system
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Recurring tasks: automatically recreate tasks on a schedule
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Integrations with work tools: Slack, Google Drive, calendar…
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Workload overview: see what everyone is working on across projects
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Task context is documented, not in someone's head: if a colleague is suddenly unavailable, anyone can open the task and understand where things stand
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The bottom line: Spreadsheets are great for data. To-do lists are fine for personal tasks. Asana is designed for team work: it keeps ownership clear, surfaces what's blocked, and gives everyone a shared view of what's happening.

Fun fact: Dustin Moskovitz, co-founder of Asana, is one of the world's biggest philanthropists. Together with his wife Cari Tuna, he has donated more than $4 billion to nonprofits to date. Source:  Fortune, November 2025 

Explainer video

If you're completely new to Asana, this video gives a clear overview of how it works:



Step 1: Install Asana on desktop

Asana has a desktop app — we recommend downloading it rather than using the browser, as it gives you better notifications and is generally faster.
  • Red Apple Mac:  asana.com/download 
  • Window Windows:  asana.com/download 
Already have an Asana account from a previous job? Asana supports multiple workspaces, so you can stay in both. Switch between them from the top-left corner of the sidebar.


Step 2: Install Asana on mobile (optional)

Useful if you want to check tasks or log updates when you're away from your desk.
  • Red Apple iPhone / iPad:  Asana on the App Store 
  • Robot Android:  Asana on Google Play 


Step 3: Fill out your profile

Set your name, profile photo, and role so colleagues know who you are.
  •  Update your Asana profile 


Step 4: Configure your notifications

Asana can send a lot of email if you leave the defaults on. We recommend tuning this early:
  •  Manage your email notifications : turn off anything you don't need
  •  Set up your inbox : use Asana's built-in inbox instead of email for task updates

Alternatives:
  •  Set notification preferences per project : follow only what's relevant to you


Step 5: Add fields to track Priority and Progress

If you're setting up Asana yourself for your organisation, we recommend adding a Priority field and a Progress field to your project boards, with the options & colors as in the images below. These give everyone a quick, visual way to see where a task stands and what's most urgent, without opening every task. Here you read  how to add custom fields .





Step 6: Learn more

Useful features to know:
  •  My Tasks  : Your personal view of everything assigned to you, across all projects. A good place to start each day — see our guide  My Tasks in Asana: organize your personal task overview⁠  for how to set up sections and sorting.
  •  Inbox : Plan to check your Inbox daily, similar to how you check email. This keeps you informed without constant interruptions.
  • Working with tasks:
  •  Create and assign tasks 
  •  Add subtasks to break work into steps 
  •  Set due dates and mark tasks complete 
  •  Comment on a task to keep context in one place 
  • Working with projects:
  •  Use sections to organise tasks within a project 
  •  Set task dependencies  so it's clear what's blocking what
  •  ⁠⁠Connect Claude to your everyday tools (Asana, Slite, Slack & more)⁠ 
  •  Working in Asana: how to collaborate transparently⁠  — how we create and work with projects and tasks
Need help? Asana has a very good help centre. If you get stuck or want to go deeper, it's worth knowing what's available — all free:
  • Step-by-step guides with screenshots:  asana.com/guide  covers every feature in plain language, with visuals at every step
  • Free video lessons:  academy.asana.com  has structured video courses for beginners through to advanced users
  • Live and recorded webinars: regular sessions on specific topics like project management, automations, and reporting — you can join live or watch the recording afterwards
  • In-app help: click the ? icon in the bottom-left corner at any time to search help articles without leaving Asana