Join Bonnie Biafore for an in-depth discussion in this video Building a project task list, part of Learning Asana.
Once you have a project set up, it's time to create tasks in it for the work that needs to be done. If a project has more than a handful of tasks, you can organize them to make them easier to manage. Well, here we're logged in as James Salvez in the Two Trees Olive Oil organization. And you can see that the Store Grand Opening project is front and center on the right side of the screen. Well, you can see the task list is empty because we haven't created any yet. So let's go ahead and add some tasks to this project.
Well, the easiest way to add several task to a project is to paste them from a spreadsheet. Well, I happen to have a spreadsheet right here. In this case, the spreadsheet, it's open in Excel, and it has 13 tasks in it. So I can just drag over those task names. Press Ctrl+C to copy them to the clipboard. And now I'm going to pop over to Asana. If necessary, I click that first task line. It's blank, so that the cursor is in that line. And then press Ctrl+V to paste.
And voila, all the tasks are there. Now, what's going on with these tasks that are outdented and the other tasks that are indented? Well, let's go back over to the spreadsheet and you'll notice here that some of these tasks have colons after the name. And that's the way you tell Asana that you want to create sections in your task list. So here we are in the Asana task list and that's exactly what happened. Store Prep has a column after its name, so it becomes a section of the task list.
And then the tasks within that section are indented below the heading. So it's really easy to see the different sections of your project and which tasks belong to them. Of course, you can also create a single task. If you have sections, click within the section where you want to add the task. In this case, Store prep is already selected. And then head over to New. Click that and then choose New Task, and Asana adds a blank line in that section.
Well, the cursor is already in the task name field, so I can go ahead and type the name of that task. I'm going to call it Setup shop. Now one thing, this task got added to the beginning of the section, but I actually want that task to come right after Certificate of occupancy. Well, it's really easy to reorder tasks in Asana. Just point the pointer over at that grid of dots and when you see the pointer change to the four-headed arrow, just drag that task to where you want it.
And then when that horizontal black line is in the right place, release the mouse button, and now the task is moved. There's another quick way to add a task in Asana. Hold the Tab key down and then press the Q key. Q for quickly add. And then you get this dialog box. Now the heading says Add a new task in twotreesoliveoil.com. Well, that's the organization, but you'll see that you can actually choose the project that you want the task to belong to.
Well, let's type in the name for this task in the name box, Make travel reservations. If you want a description, you can click the Add description box and type one. I'm going to leave it go for now. You can assign it to someone or you can assign it to yourself. So, I'll assign it to Jane, that's me in this case. And you can see here that you can add it to a project. So I'm going to click the plus sign and then I'm going to type the name of the project. This is the Growth project that we created in another movie.
And you can set up other values for the task but for now, I'm just going to leave it the way it is and click OK. And now the task belongs to the Growth project. So I go over to the left side of the screen and I click that project name. And now that I've added that task, it's part of the Growth project. Now there's one other thing you can do, especially if you have a task that has a lot going on in it, is to break it up into smaller pieces. Well, let's head back over to the Grand Opening project and choose Set up shop.
I want to break that up into a few pieces. To do that, I click the right-pointing arrow at the right side of the screen, and that opens up the third panel on the right side. And that's where all the task details are. Well, up at the top, there's an icon that looks like an outline, and that's the subtasks icon. So, click that and now you'll see a blank task line in this Details pane. Well,I can go ahead and type the name of the first subtask.
In this case, Install furniture, and then when I press Enter, I get another blank line so I could go right ahead and type the next one, Install shelves. And I press Enter and I get another subtask and I can just keep doing this until they're all defined. And there I have my task with three subtasks. And you'll notice you can also do things like assign those subtasks to people, everything you can do with a regular task. Well, there you have several ways to add tasks to your projects and keep them organized.