The Optimal Flowlearn
Work systems
Asana

Advanced project management with Asana

Go deeper into Asana project and workflow configuration to coordinate dependencies, standardise information and prepare progress reviews that help project owners act.

Advanced8 h · 4 × 2 hSpanish & English
Contact

Find your starting point

A good fit when everyday Asana use is established and you need to configure projects and review work against shared criteria.

Another option to consider

Team onboarding to AsanaIf the team still needs to align tasks, updates and comments, onboarding focuses on that everyday use.
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

    Design a reusable project structure with shared fields and criteria.

  2. 02

    Configure a tracking workflow, test a task's journey and review its dependencies.

  3. 03

    Interpret progress and blockers, identify insufficient information and agree ownership and update routines.

A proposed programme

Configure a reusable project for recurring reports. Define shared fields and criteria, test a simple rule and review a delivery when data is missing. The aim is to make the structure show what needs attention, even when a high percentage of completed tasks appears reassuring.

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

01

Structure repeatable projects

Fields, templates and agreements that keep information comparable across projects.

You will work on

  • Choose fields that make deliveries comparable and define each value, without duplicating the assignee and due date in other fields.
  • Prepare sections and reference tasks with deliverables, instructions and review criteria.
  • Create a template using the available features and generate a second project to check which dates, people and data must change.
Practice
Build a recurring report structure with «Area» and «Review status» fields and check a second delivery created from the template.
How you will check it
Two comparable projects with their own references and no names, dates or data mistakenly carried over from the first report.
02

Coordinate the workflow

Dependencies and rules available in your plan, with a review of exceptions.

You will work on

  • Link data collection, validation and writing tasks using the dependencies available in the environment.
  • Configure a rule with a specific trigger and action; test a normal path and another with incomplete information.
  • Simulate a delayed source, review the affected dates and document who resolves the exception.
Practice
Test a review-assignment rule, then block validation because a source is missing; check the effect on the writing task and its date.
How you will check it
A tested workflow that distinguishes the rule’s action from human content review and gives an exception a clear owner.
03

Progress reviews for owners

Available views and reporting options to answer specific questions about the project.

You will work on

  • Choose a view and, if available, a chart that answer which deliveries are blocked and why.
  • Check what tracking shows against tasks, fields and dependencies before summarising the status.
  • Agree who updates the data, how often and when a decision must be requested.
Practice
Prepare a report review that shows blocked validation, its impact and the decision needed, even if other tasks are complete.
How you will check it
Progress tracking that explains the critical blocker and its next step; the completion percentage is not treated as proof that the report is ready.

Many tasks complete, one delivery blocked

Teaching example

Suggested practice: configure a reusable delivery project, follow a task from start to finish and simulate a date change or blocker. We review what progress tracking shows and document how to adjust the structure; the case and features are agreed beforehand.

Fictional classroom case. A team prepares recurring client reports. In the practice delivery, Irene validates the data and Diego writes the summary. The report needs data from two departments, but one source is still incomplete.

Starting point
Each report uses different fields and status names. The team counts completed tasks to assess progress, even though data validation must happen before the summary can be written.
First attempt
The first configuration standardises fields and assigns Irene when a task moves into review. With the incomplete source, the rule assigns correctly, but tracking still presents the delivery as almost ready and leaves the writing date unchanged.
What we review
The trainer asks the group to separate review assignment from data validation. They record the blocker, check Diego’s dependency and date and prepare a view focused on tasks that determine whether delivery is possible. The rule does not itself check whether a source is sufficient.
Result
Irene keeps validation open, Diego’s task shows what it is waiting for and its date needs confirmation. Tracking explains which data is missing, who must provide it and which decision the project owner needs to make.

Tracking must show what prevents delivery

  1. Input

    • One source missing

      Two departments · one incomplete source

  2. Validation

    • Irene reviews

      Assignment tested · validation open

  3. Delivery

    • Diego waits

      Dependency visible · date to confirm

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

Before calling it complete

  • The template maintains the same fields and criteria across reports without copying delivery-specific data.
  • The rule has a recorded test and incomplete information is handled as an exception requiring review.
  • The tracking view reveals the critical blocker, its owner and the date that needs revisiting.

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 in a prepared project; fields, rules, dependencies and dashboards are selected for the confirmed plan and permissions. Feature availability in every account is not assumed.

  1. Session 12 h

    Design a reusable structure

    Define report fields, values, sections and criteria; test a second delivery created from the template.

    By the end

    A repeatable structure with delivery-specific data.

  2. Session 22 h

    Configure and test the workflow

    Create dependencies and a simple rule with the available features; follow a task and check the action.

    By the end

    A workflow with a documented trigger, action and test.

  3. Session 32 h

    Resolve the exception

    Introduce an incomplete source, review the blocker and affected dates and assign its resolution.

    By the end

    A visible exception with an owner and reviewed dates.

  4. Session 42 h

    Prepare the progress review

    Check views or charts against tasks, record the pending decision and improve the structure using feedback.

    By the end

    A reusable project and progress tracking that supports action.

If your team needs to go further

  • Portfolio architecture, organisation-wide capacity planning and workflows spanning many departments require an additional scope.
  • Migrating real projects, connecting applications or rolling out the template in production is agreed separately.

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.

Once you have a foundation, go further.

Extensions with their own scope, agreed separately from the initial training.

Continuation · 6 h

Internal champions: teach and support colleagues

Help colleagues learn a work task: prepare a short explanation, observe their attempt and give useful feedback. Choose the AI or work-systems application for each edition.

View programme →

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 review the capacity, priority and blocker agreements behind your project configuration.

View course
Work systems

Project management with AI

To practise drafting plans and updates with AI using authorised project information.

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

Advanced project management with Asana

Go deeper into Asana project and workflow configuration to coordinate dependencies, standardise information and prepare progress reviews that help project owners act.

8 live hours4 sessions of 2 hoursIn Spanish or English

Reference edition: 8 live hours across 4 sessions of 2 hours. Practice takes place in a prepared project; fields, rules, dependencies and dashboards are selected for the confirmed plan and permissions. Feature availability in every account is not assumed.

Who it is for

Project managers and people configuring Asana who already understand tasks, projects and views. Scope is adapted to your plan and experience.

By the end you will be able to

  • Design a reusable project structure with shared fields and criteria.
  • Configure a tracking workflow, test a task's journey and review its dependencies.
  • Interpret progress and blockers, identify insufficient information and agree ownership and update routines.

Four sessions to put it into practice

  1. Session 1 · 2 h

    Design a reusable structure

    Result: A repeatable structure with delivery-specific data.

  2. Session 2 · 2 h

    Configure and test the workflow

    Result: A workflow with a documented trigger, action and test.

  3. Session 3 · 2 h

    Resolve the exception

    Result: A visible exception with an owner and reviewed dates.

  4. Session 4 · 2 h

    Prepare the progress review

    Result: A reusable project and progress tracking that supports action.

Before we begin

Regular Asana use and configuration permissions in a practice environment. We confirm the plan and enabled features before selecting fields, templates, dependencies and tracking options.

Regular Asana use and permissions to configure a practice project are needed. We will confirm a plan that supports the agreed features: fields, templates, dependencies, rules and progress tracking. We will prepare fictional reports and test permissions; real client data and organisation-wide administration 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/training/courses/asana-advanced-project-managementinfo@theoptimalflow.comVersion 1 · Document reviewed: 13 October 2026
The Optimal FlowlearnAdvanced project management with Asana

What we will work on

Structure repeatable projects

  • Choose fields that make deliveries comparable and define each value, without duplicating the assignee and due date in other fields.
  • Prepare sections and reference tasks with deliverables, instructions and review criteria.
  • Create a template using the available features and generate a second project to check which dates, people and data must change.

Practice: Build a recurring report structure with «Area» and «Review status» fields and check a second delivery created from the template.

Coordinate the workflow

  • Link data collection, validation and writing tasks using the dependencies available in the environment.
  • Configure a rule with a specific trigger and action; test a normal path and another with incomplete information.
  • Simulate a delayed source, review the affected dates and document who resolves the exception.

Practice: Test a review-assignment rule, then block validation because a source is missing; check the effect on the writing task and its date.

Progress reviews for owners

  • Choose a view and, if available, a chart that answer which deliveries are blocked and why.
  • Check what tracking shows against tasks, fields and dependencies before summarising the status.
  • Agree who updates the data, how often and when a decision must be requested.

Practice: Prepare a report review that shows blocked validation, its impact and the decision needed, even if other tasks are complete.

A fictional classroom case

Many tasks complete, one delivery blocked

Fictional classroom case. A team prepares recurring client reports. In the practice delivery, Irene validates the data and Diego writes the summary. The report needs data from two departments, but one source is still incomplete.

By the end of the exercise: Irene keeps validation open, Diego’s task shows what it is waiting for and its date needs confirmation. Tracking explains which data is missing, who must provide it and which decision the project owner needs to make.

Extensions agreed separately. Portfolio architecture, organisation-wide capacity planning and workflows spanning many departments require an additional scope. Migrating real projects, connecting applications or rolling out the template in production is agreed separately.

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/training/how-we-teach
Course online · theoptimalflow.com/en/training/courses/asana-advanced-project-managementinfo@theoptimalflow.comVersion 1 · Document reviewed: 13 October 2026