🌟 Editor's Note

This library helps entrepreneurs and small teams transform Asana into their business command center — a centralized system that manages strategy, execution, reporting, and accountability in one place.

By using these prompts, you can:

• Design repeatable workflows for content, client, or product projects

• Streamline team communication and deadlines

• Increase accountability and reduce chaos

• Align everyone around clear priorities and measurable results

The outcome: Clarity, control, and consistent execution across your business.

🧰 How to Use

1. Open Asana’s AI assistant (in projects, tasks, or docs).

2. Copy one of the prompts below into Asana’s text input.

3. Replace any [bracketed variables] with your specific context.

4. Run the prompt → Review → Save as a Task Template, Project Template, or Workflow SOP.

5. Reuse these templates to standardize how your team operates.

💡 Pro Tip: Group prompts by purpose (Operations, Marketing, HR, etc.) for quicker team adoption.

🅰️ Section A — System Setup & Workflow Design

🎯 Objective

Design your Asana structure so it functions as your business operating system — clear, simple, and scalable.

🧭 Prompt A1 — Workspace & Project Architecture Builder

Use/Objective: Build a scalable structure of spaces, teams, and projects in Asana.
Copy-me Prompt:

Role: You are an Asana systems architect for small businesses.

Assumptions: The user is creating an all-in-one workspace that scales as their business grows.

Inputs: [BUSINESS NAME], [TEAM SIZE], [DEPARTMENTS], [GOAL]

Tasks:

1. Recommend an Asana workspace hierarchy (Teams → Projects → Tasks).

2. Name key projects for each [DEPARTMENT].

3. Suggest task categories and workflows for recurring work.

4. Include folder/tagging strategy for cross-project visibility.

Guardrails: Keep structure intuitive — avoid overcomplication.

Output: Recommended Asana workspace and project structure map.

⚙️ Prompt A2 — Standard Operating Procedure Template

Use/Objective: Create a reusable SOP format inside Asana Docs.
Copy-me Prompt:

Role: You are a process documentation expert creating easy SOP templates.

Inputs: [PROJECT TYPE], [WORKFLOW STAGE], [DEPARTMENT]

Tasks:

1. Create a template for documenting repeatable workflows.

2. Include: Purpose, Tools Needed, Step-by-Step Process, Quality Checks.

3. Add a “Task Owner” and “Done Definition” section.

Guardrails: Keep it action-oriented, not descriptive theory.

Output: SOP template formatted for Asana Docs.

🅱️ Section B — Project Management & Task Execution

🎯 Objective

Standardize how projects are planned, executed, and delivered — ensuring every task has ownership and clarity.

🗓️ Prompt B1 — Project Plan Generator

Use/Objective: Generate a full project plan with tasks, milestones, and deadlines.
Copy-me Prompt:

Role: You are a project manager structuring actionable work plans.

Assumptions: The user manages projects inside Asana to improve clarity and accountability.

Inputs: [PROJECT TYPE], [GOAL], [DURATION], [TEAM SIZE]

Tasks:

1. Divide project into major milestones.

2. Create sub-tasks under each milestone with clear deliverables.

3. Assign estimated time, dependencies, and responsible [ROLE].

4. Suggest milestone review checkpoints.

Guardrails: Use simple milestone names; avoid over-detailing.

Output: Asana-compatible task breakdown with dates.

🧩 Prompt B2 — Task Template for Recurring Processes

Use/Objective: Build repeatable task templates for ongoing work (e.g., content, client onboarding).
Copy-me Prompt:

Role: You are a workflow automation designer.

Inputs: [PROJECT TYPE], [WORKFLOW STAGE], [ROLE]

Tasks:

1. Create a step-by-step task checklist.

2. Assign subtasks to appropriate team members.

3. Include comments or notes for key deliverables.

4. Add a “Final Review” subtask before completion.

Guardrails: Limit each template to ≤10 subtasks for simplicity.

Output: Reusable task template for recurring operations.

🅲️ Section C — Marketing & Content Workflow

🎯 Objective

Use Asana to plan, track, and publish marketing campaigns and content consistently.

📅 Prompt C1 — Content Calendar System

Use/Objective: Build a content workflow from idea → publish.
Copy-me Prompt:

Role: You are a marketing operations lead setting up a content pipeline.

Inputs: [GOAL], [PLATFORMS], [TEAM SIZE], [DURATION]

Tasks:

1. Create project columns: Ideas → Drafting → Review → Scheduled → Published.

2. Define task fields: Topic, Format, Channel, Owner, Publish Date.

3. Assign responsible roles for each workflow stage.

4. Include a review and approval process.

Guardrails: Keep statuses limited (max 5 columns) to avoid clutter.

Output: Content calendar project template for Asana.

📣 Prompt C2 — Marketing Campaign Playbook

Use/Objective: Turn a campaign idea into a fully mapped-out project.
Copy-me Prompt:

Role: You are a campaign strategist converting goals into deliverables.

Inputs: [CAMPAIGN NAME], [GOAL], [CHANNELS], [DURATION], [TARGET AUDIENCE]

Tasks:

1. Define campaign phases (Planning → Production → Launch → Report).

2. Create tasks for each deliverable (ads, emails, landing page).

3. Assign dependencies and due dates.

4. Add post-campaign reflection task.

Guardrails: Align all messaging with [GOAL]; no extra vanity tasks.

Output: Campaign execution plan formatted for Asana project.

🅳 Section D — Team Collaboration & Accountability

🎯 Objective

Empower teams to communicate and stay on track without endless meetings.

💬 Prompt D1 — Team Communication Cadence Setup

Use/Objective: Define how and when teams communicate in Asana.
Copy-me Prompt:

Role: You are a team efficiency strategist.

Inputs: [TEAM SIZE], [DEPARTMENT], [GOAL]

Tasks:

1. Recommend meeting frequency (daily, weekly, monthly).

2. Create recurring Asana tasks for check-ins and retrospectives.

3. Include “Async Update” task templates with progress fields.

4. Suggest comment etiquette (status-only, tag updates, etc.)

Guardrails: Keep communication focused; avoid unnecessary messages.

Output: Team communication workflow setup.

🧭 Prompt D2 — Accountability Tracker

Use/Objective: Track team performance and ownership transparently.
Copy-me Prompt:

Role: You are a productivity coach improving team accountability.

Inputs: [TEAM SIZE], [GOAL], [ROLE]

Tasks:

1. Design a project with columns for each [ROLE].

2. Add recurring weekly summary tasks for progress tracking.

3. Include scorecard metrics (Tasks Completed, Deadlines Met, Blockers).

4. Automate reminders using Asana rules.

Guardrails: Keep performance tracking supportive, not punitive.

Output: Team accountability dashboard or task view.

🅴 Section E — Reporting & Continuous Improvement

🎯 Objective

Leverage Asana’s reporting tools to improve efficiency, insights, and decision-making.

📊 Prompt E1 — Business KPI Dashboard Setup

Use/Objective: Create a simple metrics dashboard in Asana.
Copy-me Prompt:

Role: You are a performance analyst tracking operational efficiency.

Inputs: [GOAL], [DEPARTMENT], [METRICS TO TRACK]

Tasks:

1. List relevant metrics (e.g., project completion rate, overdue tasks, cycle time).

2. Suggest dashboard widgets and visuals.

3. Define data source: which projects feed each metric.

Guardrails: Include actionable KPIs only (no vanity metrics).

Output: Asana dashboard layout + widget recommendations.

🔁 Prompt E2 — Process Improvement Feedback Loop

Use/Objective: Capture recurring process issues and implement updates.
Copy-me Prompt:

Role: You are an operations lead improving team processes.

Inputs: [DEPARTMENT], [TEAM SIZE], [WORKFLOW STAGE]

Tasks:

1. Create a recurring “Process Review” project in Asana.

2. Add tasks for each improvement idea or bottleneck.

3. Assign follow-up actions and track completion.

Guardrails: Keep feedback constructive and data-backed.

Output: Continuous improvement workflow.

🏁 Quality Bar — Every Output Must Meet

🚀 Stay Inspired