The Optimal Flowlearn
Work systems
Asana

Team onboarding to Asana

Learn to organise tasks and projects in Asana, communicate progress and use shared agreements so everyone knows what to do and where to find it.

Introductory8 h · 4 × 2 hSpanish & English
Contact

Find your starting point

A good fit when you want the team to record tasks and communicate progress consistently in available Asana projects.

Another option to consider

Advanced project management with AsanaIf you already know tasks and views and need to configure reusable structures and progress tracking, choose advanced management.
Hours and sessions
8 hours live · 4 sessions of 2 h.
Group size
Up to 12 participants per trainer as a reference, adjusted to the practice and feedback.

What you will learn

  1. 01

    Create tasks with owners, dates, priorities and sufficient context.

  2. 02

    Use a project and its views to track and update work.

  3. 03

    Communicate progress and blockers, and hand a task to another person without losing its context.

A proposed programme

You will work on a fictional service launch involving operations, design and communications. In a prepared project, learn to find work, define tasks and coordinate a delivery between teams. A pending review provides a chance to practise communicating a blocker without losing context or treating unfinished work as complete.

We adapt the selection and depth of the modules to the group's starting point and goals.

01

Understand work in Asana

Tasks, projects and navigation using your environment or a prepared practice space.

You will work on

  • Find the launch project and distinguish its tasks, subtasks, sections and reference documentation.
  • Turn “Prepare the launch” into specific tasks with one assignee, a date and sufficient context.
  • Open a task and its links as another participant to check they can find what they need.
Practice
Prepare the launch's materials, review and communication tasks in the practice project, linking to the shared brief.
How you will check it
A navigable project and tasks whose assignees can explain what to deliver, by when and using which reference.
02

Plan and update

Owners, dates, subtasks and views for organising priorities and communicating status.

You will work on

  • Assign owners and dates, and split a delivery into subtasks when each step needs its own follow-up.
  • Review the same work in the available List and Board views without creating duplicate tasks.
  • Identify which delivery must finish before another; use native dependencies if included in the plan or document the sequence with links and comments.
Practice
Sequence “Prepare materials”, “Review materials” and “Send communication”; simulate a delayed review and agree which date needs revisiting.
How you will check it
An understandable sequence with consistent assignees and dates, which does not present the communication as ready while the review is outstanding.
03

Adopt team agreements

Comments, notifications and working rules that clarify where each update belongs.

You will work on

  • Write an update that separates progress, blockers and pending decisions in the right task.
  • Request a review through a comment with context and check relevant notifications without duplicating the conversation.
  • Hand a task to another person, check access and close it only when the agreed criterion has been met.
Practice
Exchange the review task with another participant so they can find the materials, understand the question and record their next action.
How you will check it
A handover another person can continue; the group distinguishes a progress update from task completion.

The communication is waiting for a review

Teaching example

Suggested practice: organise a team delivery in a prepared project and simulate a blocker, reviewing how it is communicated and who takes the next step. Tasks and agreements are selected around participants' everyday work.

Fictional classroom case. Operations prepares materials for a new service, Marina reviews them and Pablo handles the communication. The project already contains the brief and tasks; names and dates are practice data.

Starting point
A task called “Launch” combines preparation, review and sending. Pablo has a communication date but does not know where the materials are or whether Marina has approved them.
First attempt
The first attempt separates the work and assigns owners, but marks the review complete when the draft is uploaded. The communication task looks ready even though there has been no approval.
What we review
The trainer asks the participant to keep the review open, link the materials and leave a specific question for Marina. Pablo must be able to see that communication is awaiting that decision; the dependency is recorded with the native feature when available or through clear links and comments.
Result
Preparation is complete, the review remains open with Marina responsible and the communication stays with Pablo, with its date to be confirmed after approval. The team can see the sequence without confusing a draft with approval.

One launch, three connected deliveries

  1. Prepare

    • Materials ready

      Operations · draft linked

  2. Review

    • Approve materials

      Marina · review outstanding

  3. Communicate

    • Prepare the send

      Pablo · awaits approval and confirms date

Teaching illustration of a fictional case; this is not an Asana screenshot.

Before calling it complete

  • Each task has one assignee and links to the relevant materials.
  • The review stays open until the agreed criterion has been checked.
  • Pablo understands which decision he is awaiting and when to revisit the communication date.

Four sessions to put it into practice.

Reference edition · 8 h live

Reference edition: 8 live hours across 4 sessions of 2 hours. Practice takes place during the sessions in a prepared project; views and features are adapted to the available plan and permissions. Any preparation or additional work is agreed before the programme starts.

  1. Session 12 h

    Find and structure the project

    Explore the prepared project, find the brief and turn the launch into tasks with clear deliverables.

    By the end

    Tasks with context, an assignee and a shared reference.

  2. Session 22 h

    Plan a delivery between teams

    Agree dates, subtasks and work sequence; use the views and features available in the practice account.

    By the end

    An understandable plan for preparation, review and communication.

  3. Session 32 h

    Communicate progress and blockers

    Simulate a delayed review, update the task and request a decision without losing the conversation.

    By the end

    A communicated blocker with an owner and a next step.

  4. Session 42 h

    Complete and review the handover

    Exchange tasks, check access and completion criteria and improve the project using feedback.

    By the end

    A delivery between teams that another person can continue.

If your team needs to go further

  • Designing portfolios, reports, automated rules or an architecture for multiple teams requires an advanced scope agreed separately.
  • Migrating real projects, connecting applications or rolling out working agreements across the company requires additional support.

Learn with someone who designs work systems.

Guillermo Mascaraque Piña

Guillermo Mascaraque Piña

Work systems consultant

Over two years of experience designing systems for companies across industries and sizes.

Guillermo is the planned trainer for this programme. Dates, language and his availability are confirmed when the edition is agreed.

With guidance, practice and support.

Each delivery includes working materials, feedback on practical work and assessment against the agreed objectives.

See materials, support and terms

Materials you can keep

Downloadable, versioned guides, exercises and review criteria for internal use.

To prepare and complete the delivery

A short recommendation, an editable communications kit and a group learning report.

TOF’s own certificate

A certificate of achievement after the agreed assessment. It is not a vendor certification.

A month of email support

On the content covered, up to two accumulated hours for the whole group.

Your team carries out the practice. Implementation services are agreed separately. See the scope →

Asana Solutions Partner

Asana Solutions Partner

As an Asana Solutions Partner, we bring applied experience in coordinating projects, ownership and work tracking.

Our partner profile ↗

The partnership belongs to The Optimal Flow. Learn’s certificate is issued by TOF; it is not a vendor certification.

Keep learning

Other options for the task you want to work on. Each link explains what that programme adds.

Work systems

Teamwork with agile methods

To agree priorities, work limits and reviews that give your use of Asana a clear purpose.

View course
Work systems

Visual collaboration for remote teams with Miro

To facilitate remote meetings and record decisions that can inform outstanding work.

View course

What does your
team need to learn?

Tell us what you want to work on, how many people would take part and where you are based. We will prepare a proposal with scope, sessions and a budget.

Contact

Would you like to ask about FUNDAE?

We check eligibility for each company and edition, subject to requirements and available training credit in Spain. Funding is neither automatic nor guaranteed. Official FUNDAE information ↗

Discuss eligibility
The Optimal FlowlearnAsana

Team onboarding to Asana

Learn to organise tasks and projects in Asana, communicate progress and use shared agreements so everyone knows what to do and where to find it.

8 live hours4 sessions of 2 hoursIn Spanish or English

Reference edition: 8 live hours across 4 sessions of 2 hours. Practice takes place during the sessions in a prepared project; views and features are adapted to the available plan and permissions. Any preparation or additional work is agreed before the programme starts.

Who it is for

Teams starting with Asana or looking to align their everyday use. Suitable for participants with different responsibilities within the same working process.

By the end you will be able to

  • Create tasks with owners, dates, priorities and sufficient context.
  • Use a project and its views to track and update work.
  • Communicate progress and blockers, and hand a task to another person without losing its context.

Four sessions to put it into practice

  1. Session 1 · 2 h

    Find and structure the project

    Result: Tasks with context, an assignee and a shared reference.

  2. Session 2 · 2 h

    Plan a delivery between teams

    Result: An understandable plan for preparation, review and communication.

  3. Session 3 · 2 h

    Communicate progress and blockers

    Result: A communicated blocker with an owner and a next step.

  4. Session 4 · 2 h

    Complete and review the handover

    Result: A delivery between teams that another person can continue.

Before we begin

An Asana account, access to a practice project and a regular process as a reference. Features and permissions are adapted to the activities and available plan; administration permissions are not required.

We will prepare a practice project with a brief and fictional participants. We will check access to edit tasks and comment, available views and whether the account includes native dependencies. If it does not, the sequence will be practised with links and comments; administration permissions are not needed.

Your trainer

Guillermo Mascaraque Piña
Work systems consultant

Over two years of experience designing systems for companies across industries and sizes.

Guillermo is the planned trainer for this programme. Dates, language and his availability are confirmed when the edition is agreed.

Course online · theoptimalflow.com/en/learn/courses/asana-team-onboardinginfo@theoptimalflow.comVersion 1 · Document reviewed: 13 October 2026
The Optimal FlowlearnTeam onboarding to Asana

What we will work on

Understand work in Asana

  • Find the launch project and distinguish its tasks, subtasks, sections and reference documentation.
  • Turn “Prepare the launch” into specific tasks with one assignee, a date and sufficient context.
  • Open a task and its links as another participant to check they can find what they need.

Practice: Prepare the launch's materials, review and communication tasks in the practice project, linking to the shared brief.

Plan and update

  • Assign owners and dates, and split a delivery into subtasks when each step needs its own follow-up.
  • Review the same work in the available List and Board views without creating duplicate tasks.
  • Identify which delivery must finish before another; use native dependencies if included in the plan or document the sequence with links and comments.

Practice: Sequence “Prepare materials”, “Review materials” and “Send communication”; simulate a delayed review and agree which date needs revisiting.

Adopt team agreements

  • Write an update that separates progress, blockers and pending decisions in the right task.
  • Request a review through a comment with context and check relevant notifications without duplicating the conversation.
  • Hand a task to another person, check access and close it only when the agreed criterion has been met.

Practice: Exchange the review task with another participant so they can find the materials, understand the question and record their next action.

A fictional classroom case

The communication is waiting for a review

Fictional classroom case. Operations prepares materials for a new service, Marina reviews them and Pablo handles the communication. The project already contains the brief and tasks; names and dates are practice data.

By the end of the exercise: Preparation is complete, the review remains open with Marina responsible and the communication stays with Pablo, with its date to be confirmed after approval. The team can see the sequence without confusing a draft with approval.

Extensions agreed separately. Designing portfolios, reports, automated rules or an architecture for multiple teams requires an advanced scope agreed separately. Migrating real projects, connecting applications or rolling out working agreements across the company requires additional support.

What accompanies the programme

  • A downloadable, versioned guide, exercises and review criteria; keep a copy for internal use.
  • A short recommendation, editable kit and group learning report. Responsibilities, a prior access check, handover and recipients are agreed for each delivery.
  • TOF’s own certificate of achievement after passing the agreed assessment. It is not a vendor certification.
  • Email support on the content covered for one calendar month after the last session. A maximum of two accumulated hours for the whole group, with a response time of up to two working days.

Clients provide licences unless expressly agreed otherwise. Recordings are agreed in advance. Implementation, work carried out independently by TOF, production deployment and ongoing maintenance are quoted separately. Delivery link access is agreed per delivery. Later updates and specific support require agreement. Structured documents and text alternatives; participation needs reviewed before starting.

Full format and terms → theoptimalflow.com/en/learn/how-we-teach
Course online · theoptimalflow.com/en/learn/courses/asana-team-onboardinginfo@theoptimalflow.comVersion 1 · Document reviewed: 13 October 2026