Managing Tasks with Asana or Trello: A Practical Workflow

Choose a single source of truth for tasks — Asana for structure, Trello for visual boards. This tutorial provides a simple workflow you can implement in under an hour.

Board/Project Structure

• Backlog column: ideas and untriaged tasks.
• To Do / Ready column: prioritized tasks ready to be worked on.
• In Progress: tasks currently being done.
• Review: completed tasks awaiting approval.
• Done: archived after review.

Task Template

• Title: Actionable summary
• Description: steps or expected output
• Assignee: person doing the task
• Due date: realistic deadline
• Labels: priority, type, client
• Attachments: relevant files or links

Recurring Tasks and Automations

• Use recurring tasks for weekly reports.
• Set up automation: move to Review when checklist is complete.
• Use integrations with Slack for notifications.

Review and Reporting

• Weekly review meeting: 15–30 minutes to triage backlog.
• Metrics: tasks completed, average cycle time, overdue count.

Using a consistent structure reduces task ambiguity and keeps VAs focused on outcomes. Want me to generate task templates for your repo? I can add JSON exports for Trello/Asana.