For the past few weeks I’ve been talking a lot about how different tools can help your client workflows (using Slack for day-to-day communication, creating canned responses for emails you send to every client, etc). Today I want to take this one step further and show you how to create a client workflow template inside Asana, my favorite project management software.
Having a client workflow template allows you to ensure that every single step of your client workflow will be completed, but without having to spend hours trying to remember what’s happened or where each client is.
1 | WRITE OUT EVERY STEP OF YOUR CLIENT WORKFLOW
Before we can create a template in Asana, we have to know what we’re putting into that template. If you’re not sure what should go into your client workflow, refresh your memory by reading this post.
I personally like to write out every step in a Google Doc, because I can get really detailed. I can also change things around if needed if my workflows change at any point.
2 | CREATE A CLIENT ADMIN / MANAGEMENT PROJECT IN ASANA
I personally like to separate out the tasks I do for each client and things like onboarding, offboarding, and project milestones. You can create either a board project or a list project - either will work for what we’re doing! It’s really up to you and how you like to visually see everything in Asana.
Here’s what it looks like in my Asana workspace:
3 | CREATE A TASK CALLED “TEMPLATE”
You want to make sure that you have an easily identifiable task as the one you’re going to be copying for each client! I like to just name it “TEMPLATE” to keep things simple.
4 | START FILLING IN YOUR WORKFLOW
I personally love to do this by utilizing subtasks. This means that each subtask can be assigned to a different person, and have different due dates. It keeps things super easy when you’re trying to keep track of multiple clients, and know exactly when things are supposed to be done.
Here’s what mine looks like for an old service I used to offer:
As you can see, the workflow is really broken down and includes things like sending canned responses, and setting up everything in the different softwares I use.
5 | CREATE DIFFERENT SECTIONS/COLUMNS FOR YOUR THE STAGES OF YOUR CLIENT PROCESS
Now that you’ve got your template task created, it’s important to do one more thing - create different sections/columns in Asana (depending on if you’re using a list project or a board project) for the stages of your client process.
That means you could have a section for:
- Potential Client
- Current Client
- Previous Client
- Didn’t Move Forward
This way you can keep all of your clients organized as you move through the project/service with them, and know exactly where each client stands.
Are you going to create a client workflow template in Asana? Tell me in the comments below!