Creating Tasks from Templates in Asana

Asana does not provide true task templates in the free tier of the platform. Since we do not subscribe to Asana Premium, we built a workaround that provides nearly the same functionality.

Our Template System

We created a dedicated project called #TASK TEMPLATES. This project contains a set of pre-built tasks for our most common project types:

• Network Setup
• BizCare Setup
• Software Projects
• Email Migrations
• …and others as needed

These serve as reusable “templates” that can be duplicated and customized whenever a new project of that type begins.

Using a Template

When starting a new project using one of these templates, follow this process carefully:

1. Open Asana and navigate to the #TASK TEMPLATES project.
2. Locate the template task that matches the project type (e.g., “Email Migration Template”).
3. Duplicate the template:
   
   • Right-click on the template task
   • Select Duplicate Task
   • Rename the task to something appropriate, such as "New Computer for Example, Inc"
4. Open the duplicated task.
   
   • This step is critical. Do not edit the original template. Always open the newly created copy before making any changes.
5. Modify the duplicated task:
   
   • Adjust the task name, description, subtasks, and due dates as needed for the new project.
   • Add any additional information specific to the project.
6. Move the task to the correct project:
   
   • Add the task to Business Projects.
   • Remove the task from #TASK TEMPLATES so the template list stays clean.
7. Assign to the correct section inside Business Projects:
   
   • Move the task into the correct “working on” section (e.g., Jesse working on, Ashton working on) depending on who is leading the project.
8. Finalize details:
   
   • Add comments, tags, or attachments as required by the project type.

Why This Matters

This system ensures that:

• Templates remain intact and reusable.
• All new projects are consistently structured.
• Project ownership is clearly assigned from the start.

By following this process, every project begins with a solid foundation and avoids the mistakes that come from modifying or losing the original templates.