🚩How to build a strong project system using Asana

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WHY THIS MATTERS

Most people rush to automate project management with AI.

But if the foundation is shaky, AI just magnifies the cracks.

The free version of Asana gives you everything you need to build a clean system first.

You don’t need 100 features.

You need clear structure—and AI that builds on it.

Otherwise, you’re just speeding up confusion.

BEFORE WE GET STARTED

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THE METHOD

Here’s how to build a strong project system using the free version of Asana—then enhance it with AI:

Step 1: Create a Simple Project Template
→ Set up a basic project board with columns like To Do, In Progress, Review, Complete.
→ Define task naming conventions (action verb + outcome).
→ Assign clear owners and due dates from day one.

Example Action: Create a board called “Project Launch Template” with 4 columns and at least 10 pre-built task cards to clone for new projects.

Step 2: Use Custom Fields to Track Priorities
→ Add a priority field (High, Medium, Low) manually—even if it's not automated in the free version.
→ Train your team to update priority weekly.
→ Focus AI prompts on high-priority tasks first when automating summaries or action plans.

Example Action: Add a “Priority” dropdown field. Filter weekly to review only "High Priority" tasks when creating AI-generated updates.

Step 3: Summarize Weekly Progress with AI
→ At the end of the week, prompt AI to summarize tasks marked "In Progress" and "Complete."
→ Feed in short descriptions and outcomes from Asana task notes.
→ Always edit the AI draft to sharpen your message before sending to stakeholders.

Example Action: Export a task list of “Completed This Week” into a quick Notepad or doc. Ask ChatGPT to draft a 1-paragraph update summarizing progress.

Step 4: Use Asana Comments as a Decision Journal
→ Whenever major decisions are made, document them in the task comments.
→ Ask AI to organize or clean up long comment threads when needed.
→ Review decision logs during project retrospectives to learn from pivots.

Example Action: After key project meetings, summarize big decisions into the relevant Asana task’s comments using a clear "[Decision]" label.

Step 5: Audit and Prune Tasks Every Friday
→ Archive tasks stuck in "In Progress" for over 30 days.
→ Delete outdated subtasks that clutter the system.
→ A clean board keeps AI-generated summaries sharp and accurate.

Example Action: Set a 30-minute recurring Friday task to "Audit Project Board" and prune stuck or irrelevant tasks before generating AI reports.

CLOSING THOUGHTS

You don’t need a paid tool to run projects like a pro.

You need better habits.

Free tools like Asana already give you 80% of what you need.

If your workflow is clean, AI can enhance it.

If your workflow is messy, AI will bury you faster.

Start simple.

Design clean boards.

Train your team on clarity.

Then—only then—use AI to accelerate results.

Because real project leadership isn’t about adding tools.

It’s about removing noise.

THAT’S A WRAP

Here’s how I can help you:

Free Lightning Session on May 2nd: Automating Stakeholder Communication with AI. RSVP here for the link and recording.

Free Lightning Session on May 8th: Using AI To Build Standard Operating Procedures. RSVP here for the link and recording.

5 Week Cohort Beginning June 9th: Lead projects with clarity, speed, and confidence—using modern thinking and an AI-enhanced system built for results. Enroll here to use the promo code, which expires on April 30th.

Until next time,
Justin