Your Guide to Setting Up Asana The Ultimate Tool for Entrepreneurs

asana set up for entrepreneurs


Ever find yourself bouncing between multiple tasks? Do you ever find yourself sitting in front of your computer hours and yet you feel like you haven’t accomplished anything?  You end up getting flustered, unsure where to start next, and eventually, you give up because you’re too stressed about it.  If you have experienced any of those symptoms in the slightest, you need a system to organize your goals, projects, and tasks. Having a system in place will help you get and stay organized.  As you know there are many tools available to be used but to narrow down your Google search I wanted to tell you about one of my favorite digital tools. Asana can help you get and stay on track all the while knowing where your time is being spent throughout the week and month.  I’m going to give you a bird’s eye view into the tool Asana and how easy it is to set up for your business.


Asana is known online and off as the latest project management tool that is taking the tech space by storm. Asana was a key part of a corporate job I had like 3 years ago and yet it’s just now gaining an immense amount of traction into the spotlight of online business owners. Since that has happened online entrepreneurs have seemed to hop on board with this phenomenal online and mobile dashboard. I thought I would give you a look into this robust tool just in case you’re considering giving it a try.


1 |  What is Asana good for?


Asana’s robust capabilities and yet simplified set up gives you the opportunity to manage any area of your business. Here are some areas that you could consider using Asana for:


  • Finance

  • Marketing

  • Editorial Calendar

  • Project Management (think launches)

  • Operations

  • Client Management (my favorite)

  • Product/Business Development (lead generation activities)

  • Team management (communicating with your virtual assistant)


2 |  Who is Asana for?


Asana is great if you have a team, collaborators or if it’s just you - a one woman or man show. Most people think that Asana isn’t for them if they are a solo entrepreneur but that isn’t the case at all. Asana’s dashboard is customizable to the size of your company and the work you need to complete. That’s the best part, if you’re just starting out in your business, Asana can grow with you. Don’t let it intimidate you.


3 | How do I set up Asana?


Setting up Asana can feel a bit intimidating and a long process but it doesn’t have to be. In a few simple steps, you can have your account setup and information stored in as little as an hour or so. Below I’ll walk you through the step by step process of setting up an Asana account to get you started.


Action Step 1. Create an account


  • Sign up using your Gmail account on the website here

  • Once you’ve signed up, you’ll need to create a name for your team. Side note: my first “team” on Asana is called Bella Operations. This “team” aka area is used to house all back-end projects and tasks for Bella Creative like business development and marketing. Within your teams, you will create projects in that area.

  • Download the Asana mobile app so that you have access wherever you are

  • Grab your notebook, google doc or wherever you keep your projects, tasks,etc., currently and stuff listed. You’ll use this to set up your Asana account.

  • Now, it’s time to work!


Action Step 2. Customize Your Account


Once you have set up your account you’ll want to then set up your team. If it is just you then add one team - if it is you + other employees or a VA you can segment the teams by a few of the following examples.


  • Operations Team

  • Project Marketing

  • Project Finance

  • Business Development

  • Strategic Partnerships (collaborations)

  • Client Management

  • I usually create a project for each of my clients and then add them to it so that we can collaborate together.

  • Marketing Team


Action Step 3. Organize Your Projects


Next step is to add your current projects to their respective corresponding team in Asana that you created in Step 2. This is where you’ll get organized. If you have future projects already in the works go ahead and add those too.

For the sake of time only use this step to add your projects to each team and then add a description of the project after inputting the name.


Action Step 4. Add Your To-Do Lists


In this step, you’ll add your tasks to each of the projects that you added in step 3. So for example, let’s say you have a team called business development and in that team, you have a project for a new service or product launch, you’ll add all the tasks you must complete to achieve that goal and launch the project to that area.

When adding your tasks whether creating a project or not, you can choose what format you’d like to see your to-do list in. You can choose the card method which is similar to Trello if you’re familiar with that tool or you can view it in list mode. Both views are great, I think I really love the list method because I can create sections in my to-do list which is super important to me.


Action Step 5. Set Deadlines  


Setting measurable and specific goals is how you can hold yourself accountable but to make sure you hit those goals, you’ll need to add deadlines to each one. Be realistic based on your lifestyle and schedule. This will help you to track your progress. This will also allow you to view all tasks needing to be completed in calendar mode in Asana for the month, week or day (one of my favorite features).

The next step is to simply start using it. Figure out how often you need to put your to-do lists in Asana so that you can get in the habit of using it daily. If you’d like a better visual, check out this tutorial here and here for more tips on getting started.