asanalogoIt seems like it would be pretty easy to run a two person business with a few subcontractors, right?

Well increasingly, it wasn’t easy. Emails get lost or misfiled… that and I can’t easily look at my email and know a project status if Alice is working on a design or Matt’s working on fixing a functionality issue for it.

Matt found Asana in his travels and we’ve been using it really successfully over the last three months. Every client is a ‘project’ and we can assign tasks to each other with due dates, easily attaching notes, comments, and actual files if we wanted to. Then if a client calls or emails, any of us can check on the project status and let them know what is going on. It’s integration with Google Apps made it an easy choice for us… oh, and it’s free.

In addition to the business side of Asana, there is also a ‘Personal Projects’ section which no one else on the team can see but you. You can put reminders to ‘bring back library books’ or ‘make bedroom curtains’ which can have subtasks associated (ex: buy fabric, measure windows, etc.). There is also the same ability to set due dates.

What the Asana interface looks like. From http://allthingsd.com

What the Asana interface looks like. From http://allthingsd.com

What are Asana’s weaknesses?

  • There is no way to locally download (ie download onto a computer) the file. In other words, not being able to back up ourselves means we are a little vulnerable (But with Dropbox and Foursquare also using it, we feel in good company).
  • Asana emails you when others in your team make changes with no way to control the amount of email you get.
  • There is no Android app. Since we are an entirely an iPhone company at the moment, this isn’t a problem yet but as we grow it might become one.

Now, no project management software will ever be perfect. You’ll probably need to try out a few to find one you like. I would suggest doing this by yourself or in a small group before making your company use it. Nothing like making people learn a software they will never use to lower company morale and make people not tolerate other changes in the future. In your shopping around here are some questions you may want to ask:

On your network or web based?

The first big decision is whether you are ok with your system being ‘in the cloud’ or you want it on your local computer network. Clearly, I am pro-cloud (hence using Asana, which lives online and can be accessed in any web browser or on my iPhone) but if you aren’t there are systems out there you can install on your computer network for internal use only if you feel like you want the system to be more insular.

Do you need full CRM capabilities?

Basecamp and other software like it is pretty full featured… and at $50+/month, you’d expect it to be. But we don’t need a full CRM where clients can log in and other bells and whistles related to that so we are forgoing it. What you don’t need is as important as what you need in terms of making any software decision. It could save you money… or simply a steep learning curve.

How can tasks be organized?

Sometimes you may feel limited by how a project management system categorizes. Maybe you can make subtasks but can’t assign deadlines to those like you want. Maybe you want the search box to search for content words within project notes and it won’t. You’ll only know if you like how your project management software organizes things if you organize a few separate projects in it.

Do you need other features (time tracking, live chat, etc.) or can these be accomplished elsewhere?

We use spreadsheets for hours/billing and Google chat for chatting so we weren’t looking to have these functions… but you might be. Make a list of ‘dream’  integrations (Time tracking to Quickbooks, client login with their Gmail, etc. dream big!) and prioritize each one and you’ll be more likely to end up with something that’ll work within your company.

But if you are looking for some relatively simple software to make you more efficient, we love Asana and think you might too. Let us know what you end up finding/trying so we can get to know other options out there!