10 Ways to Automate Asana with Zapier to Improve Your Business Operations, Fast

Sean Lund-Brown

Asana is one of the leading project management platforms available today. This collaborative tool is an information management solution that helps organizations manage and organize people, tasks, and more. Streamlining is easy with this customizable tool, which offers cloud deployment for easy scalability. Asana makes tracking projects easy, and you can save even more hours by adding Zapier to the mix.

Zapier is a leading automation tool, designed to make all of the apps and software tools in your existing tech stack work better. You can save a ton of time and effort by creating Zaps that will update information or transfer data to Asana from other apps that you use. You’ll be able to find dozens of triggers, actions, and built-in integrations that are ready to go, and Zapier makes it easy to create your own, too.

When it comes to improving your operations, automation is always the way to go. There are several different ways that you can streamline and automate but using tools like Zapier will take so much of the work out of the process. Read on to learn the perks of automation for project management and find out how you can put Zapier and Asana to work for you.

The value of automation for project management

The more you can turn over to automated tools like Zapier, the less you have to manage on your own. In the realm of project management, automation is more valuable than ever. Think about how many tasks you handle on a daily basis that a machine really could do. Do you sort emails? Delegate project tasks? Check off completed projects or to-dos? All of that can be automated, and then some.

In project management, automation offers benefits like:

·      Increased Productivity: Using automation allows you to help the entire team be more productive and get things done. You can get more done in less time and never worry about the additional resources because you won’t need them.

·      Reduced Busywork: Automation takes all the tedious, repetitive tasks off your hands for good. You’ll have more time (and so will your team) to focus on important things when you’re not micromanaging the details.

·      Streamlined Communication: Taking advantage of automated tools allows you to streamline all of your communication and keep everyone on the same page. You'll be able to trust that nothing falls through the cracks, and everything is handled as it should be because everyone is keeping in touch.

·      Better Team Morale: When you have a more productive, effective team, you’re going to have a team that feels better about themselves. It’s easy to boost employee morale just by adding some automation and taking the busy work off their hands. It frees up their time and proves that they’re worth more to you than just someone to handle the details.

·      Maintained Quality: When you automate routine tasks, you take out the human element. That means there is a much lower risk of errors occurring and that it will be much easier to maintain quality standards and standardization in your various processes or services.

If you want to remove even more busy work and maintain top quality in your client-facing administrative tasks, ask how a partnership with our team of virtual receptionists can help further streamline and automate your operations.

And now, let’s take a look at what Asana and Zapier can do to help improve those operations in less time and with less work on your part.

1. Create Asana Tasks from Gmail Messages    

Asana is a task machine, so several of its integrations are focused on turning different media into tasks and projects. This is the case with Gmail, which allows you to take your email messages and translate them into tasks within your project management platform so that you can ensure that things get done. For example, if you get an email that says you have a meeting at 3 PM, you can set the Asana task to print your reports at 2:30 and remind you through Google Calendar at 2:45 that your meeting is starting soon.

All you have to do is:

·      Step One: Open the New Email

·      Step Two: Use Zapier to Create the Task in Asana

You can choose a specific business email account that can be used with this integration to ensure that you maximize your use and that you aren’t confusing your personal email or another address along the way.

2. Turn Typeform Entries into Tasks in Asana    

With this integration, you’ll be able to take all those pesky form entries from Typeform and have them automatically turned into tasks. No more sorting forms and trying to keep track of everything because when you set up this automation, the form submission will trigger the task creation.

·      Step One: Typeform Entry Created/Submitted

·      Step Two: Task in Asana Created

You can use this for setting a task to review applications when you take them via forms, for example, or even create a lead follow-up task when you get a Typeform lead generated.

3. Add Evernote Notes to Asana    

Evernote is a great tool for taking notes and keeping track of to-dos. It can be handy to have on your mobile device and laptop alike, and it integrates with several different tools through Zapier, including Asana. This automation makes it simple to turn your Evernote saved notes into Asana tasks or even just save the notes to the project management platform.

·      Step One: Create New Evernote note

·      Step Two: Transfer Note to Asana

You can even customize this automation to route to a specific destination or folder or take it one step further and use the Asana note creation to trigger a card creation in Trello, for example.  

4. Create Trello Cards from Asana Tasks    

Trello is one of the best collaborative tools out there and several remote teams rely on it to handle all of their day-to-day operations. When you automate with Zapier integrations, you will be able to turn those Asana tasks into Trello cards immediately (and vice versa) so that your team always knows what needs their attention or what is up next.

·      Step One: Create Tasks in Asana

·      Step Two: Generate Trello Card for Each Task

You can also reverse it so that when you create a Trello card, a task is generated in Asana. Then, you’re well on your way to staying organized and you don’t even have to do the work yourself. This integration saves teams a lot of time and makes collaboration automatic.

5. Add New Asana Tasks to Todoist    

Asana makes project management a breeze, but you might not always want to have to go into the platform to keep track of your to-do list. With the Todoist integration, you can easily turn your Asana tasks into to-do’s on your Todoist app, no matter what device you use to access the platform. This Zap is easy to set up and integrate.

·      Step One: Create Tasks in Asana

·      Step Two: Trigger Tasks to Be Synced with Todoist

You can ensure that your Project Management is always on point when your to-do list writes itself.

6. Add Asana Tasks from Google Sheets    

If Google Sheets is part of your repertoire, you’ll enjoy the fact that it integrates with Zapier in tons of ways. For Asana, you can easily add your PM tasks from Google Sheets, allowing you to keep track of everything in real-time and without having to do the work yourself. Save your team the hassle and use this automation.

·      Step One: Create new Sheets row with project

·      Step Two: Trigger Task Added to Asana

You can add as few or as many details as you want with this Zap and can even customize it to your needs. This makes it easy to keep your team on the same page, too. There are also plenty of other ways to automate these two apps together.

7. Create Asana Tasks from Mailchimp Subscribers    

Mailchimp is a tool that several marketing teams use to handle all kinds of campaigns. It has tons of integrations and automations available through Zapier, including this one. You can turn all of your Mailchimp subscribers into tasks based on what they need next. For example, you can turn leads into appointments or calls to make, and so forth.

·      Step One: Get new subscriber

·      Step Two: Create Asana Task

When your workflow revolves around acting on new subscribers, Zapier can make sure that your subscribers get the attention that they need by automating their arrival in your system and putting them on your to-do list.

8. Add Google Calendar Events to Asana as Tasks    

Google Calendar integrates with Zapier in tons of ways, including by automating with Asana. You can easily turn your Calendar events into tasks in Asana, saving you the effort of transferring all of the information yourself. If you have a meeting on Friday, Asana can set it up as a task that includes collecting your notes and preparing ahead of time.

·      Step One: Google Calendar Event Created

·      Step Two: Task Created in Asana

This makes sure you never miss a single minute and that nothing slips through the cracks with your busy schedule.

9. Create Tasks from Saved Slack Messages    

Slack is a popular tool for collaboration. Being able to automate your Slack messages into actual to-do items and turn them into Asana tasks is easy with this Zap, and it’s one that you will surely find useful if you do a lot of idea sharing or collaboration on the messaging app. It’s another simple integration that allows you to select Slack messages and then trigger task creation.

·      Step One: Choose Slack Messages to Create From

·      Step Two: Trigger Creation of Asana Task

In no time, your conversations can go from discussions to done and you’ll never have to try to remember that one conversation that needed to be taken care of on your own again.

10. Use Google Forms to Create Tasks  

Much in the way it works with Typeform, you can also use Google forms to create tasks within your Asana project management platform. No matter what the forms are from, you can set up a Zapier trigger that will automatically turn each form into a task that needs to be addressed. This will make it easy for you to notify your team and make sure that everything gets addressed in a timely fashion.

·      Step One: Receive Google Forms Submission

·      Step Two: Create Asana Task

Forget taking the time to create the projects and sort through the form responses yourself. With this automation, it’s all streamlined and done for you with Zaps.

Zap your way to more productivity and partner with us for even more

At Zapier, we love automation. We also love being a part of why your business is running better. When you hire our team of virtual receptionists, you’ll trust that we can act as the face of your brand to deliver all of your needs, from answering overflow calls and making transfers to live website chat, and more. Plus, we will even sit down and help you create the ideal strategy to field all of your needs, no matter what you have in mind.

Zapier is a great tool, and it’s one of our favorites that is available today. Not only does it embrace automation, but it allows virtually anyone to create smart workflows between their business software platforms. Plus, it’s through the power of Zapier that Smith.ai can integrate with 3,000 apps (and counting!) to log every call, chat, and text in the right part of your tech stack, from your marketing platform to your CRM, and so much more.

Check out the ways we connect to Zapier and the apps we use! Learn more about Smith.ai’s Answering Service app on Zapier, and explore Smith.ai’s Website Chat app on Zapier.

Schedule your consultation now to discuss what our virtual receptionists can do for your business, from handling after-hours answering and 24/7 live website chat to scheduling appointments, and more. You'll also find us at hello@smith.ai or (650) 727-6484.

Sean Lund-Brown

Sean Lund-Brown is a current Marketing Assistant for Smith.ai. A graduate from Metropolitan State University of Denver, Sean graduated with a BA in Music and an individualized degree in Teaching Vocal Pedagogy.

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