The Pros and Cons of using Asana Software

Numerous project management software have become increasingly popular these past decades due to the intensifying competition among businesses. The demand for efficient services and cost-effective operations has paddled the journey towards the creation of software and tools that provide support to organizations. Asana, a popular project management tool, can be used for both team projects and personal purposes and recognizes the challenges of relying solely on email exchanges when it comes to leading a team on a project.

Asana is a cloud-based software where users create a virtual workspace in order to collaborate for the completion of a project. It enables a manager to create tasks as part of a big project, assign them to specific members, and provide them with a deadline. Each of these tasks can be managed in several ways, including by putting comments and files in them. Users receive notifications in their inbox about upcoming deadlines and the status of their assigned tasks. Asana is suitable for both long-term and short-term projects where completed ones can be archived for future use.

Asana is definitely perfect not only for onsite teams but also for remote groups and helps them organize their daily tasks.

Asana Uses

Asana has numerous uses which users take advantage of. Here is a list of the most basic but important ones.

  1. For communication. Asana is a no-ordinary software as it is suitable for use as a company communication tool. Instead of using emails for general announcements for the organization and instant-messaging tools for informal chats, Asana can be used for both which saves time and cuts costs.
  2. For bug tracking. Bugs are everywhere and to track them, teams can create a ‘bugs project’ in Asana. Even those who don’t use Asana can track bugs and submit forms to the appropriate project. When bugs are reported through chat or email, Asana allows teams to act on them.
  3. For general project management. This is one of the most important uses of Asana where teams can break down projects into tasks and milestones. These can be labeled with who is assigned to complete them and the deadline. By using priority headings to group tasks into milestones, users simply have to add a “:” at the end of the task before assigning them to the proper person. Big tasks also won’t be a problem because they can also be broken down into subtasks.
  4. For suggestions and requests. Asana is not just for project management as it also serves as an avenue for collecting suggestions and feature requests from the team members. This part of Asana empowers the project managers to create a specific project that is dedicated to ‘hearing the voice’ of the members so that they will have an avenue for airing out their suggestions and requests.
  5. For tracking applicants. Not a lot of people know that this can be done with Asana, even though the software wasn’t really built for this purpose. Many recruiters are heard to be using Asana for tracking their applicants and it’s done very simply. Each role is created a project and when new applicants are received, they are also created a task under the project where they belong. The tasks have the applicant’s resumes while the notes field contains their cover letter and profile links to the internet. Then, to update the stage of the application, tags are created such as ‘for phone interview’, ‘for onsite interview’, and others.
  6. For meetings. Asana makes meetings easier to organize and handle. The software can be used for creating the meeting’s agenda wherein notes can be added on every agendum as the meeting progresses. After the meetings, Asana can also be used for delegating follow-up tasks to the members.

The Cons or Disadvantages of Asana

  1. Not too friendly for new users. A lot of experienced project managers find Asana useful and advantageous. However, an equal number of new users feel the opposite about the software because of its intimidating graphics and interface. For new users to be able to maximize Asana, they need to do onboarding training which can be costly and time-consuming. In fact, it has been found out that the learning curve for the software is steep which means it is too challenging for newbies.
  2. Too many features. In a nutshell, Asana is not suitable for small teams or single projects. Because of its too many features and options, it can become too overwhelming for a very basic project that doesn’t need all these features. A lot of users have even complained of having decision fatigue because of this.
  3. Tasks can only be assigned to one person. While other software allows projects to be assigned to more than one person, Asana believes that it should only be assigned to one person to avoid confusion as to who is responsible. The problem with this is if the assigned person becomes unavailable, it will create a problem.
  4. No time tracking. Asana may be ideal for tracking projects and tasks and who they have been assigned to and more. However, its drawback is that it cannot track the time spent by the members working on their tasks. If teams need to bill different clients and categorize their work into billable and non-billable, they would need to use third-party tracking software.
  5. Limited exporting functionality. Oftentimes, project managers need to bring their files outside of the app. While Asana has this feature, it is only available in the JSON and CSV formats but not in PDF and Excel formats.

Asana can function better, especially if it is integrated into third-party apps like Bridge24 for Asana. With this, Asana’s reporting and exporting capabilities are enhanced. However, for those who want to search for other software options, you can read this article: Top 3 Software Alternatives to Asana.

The Pros or Advantages of Asana

Asana also has a lot of advantages which is why it is a popular software. Here are some of those:

  1. It offers a free plan. Project management software is important to small and medium-sized businesses. However, some of them can be expensive but not Asana. Thanks to its free plan, small teams that are on a tight budget can still have access to their own PM software.
  2. Variety of integrations. This fact more than makes up for Asana’s lack of some features. With Asana, there are numerous third party apps and software than can be integrated into it, including Salesforce, Slack, Dropbox, Google Calendar, and a lot more.
  3. Prioritization. One of Asana’s strongest points is helping businesses and organizations focus on being productive. This is why even the simplest assignment within a project is labeled with the name and deadline for its progress to be tracked. It also allows the user to add files from the device used or from Dropbox or Google.
  4. Great storage security. With a business’ project details and data being classified as confidential, Asana supports this through its storage security measures.
  5. Customization of the dashboards. Asana makes its dashboards highly customizable to allow team leaders to be able to track each task separately. Aside from that, the dashboard can be utilized for job applicants, customer queries, and for group conversations too.
  6. Better collaboration. Asana allows people to invite people to a workspace where they can collaborate on a project. The workspace enables people who belong there to actually see all the tasks and projects in it. Even the manager can assign people to follow a certain task or they may follow voluntarily.

Conclusion

Asana has been proven advantageous to many businesses for many years. Though the above pros and cons don’t differ much in number, it is still up to individual users to conclude the value of Asana based on their experience.

Mae Remedios Virtucio

Mae Remedios Virtucio

Mae is a subject matter expert and member of the writing team for Project-Management.com and Bridge24. She covers articles including project management software reviews, books reviews, training site reviews, and general articles related to the project management industry.

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