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Work Order (Asana Task) Manual

Work order is a key method to get things done in the office. Therefore, mastering work order process is the most critical communication skill for anyone in the company

Asana Roles

Task Creator (person who composed the task)

Assignee (person who receives the task)

Asana Naming

Each asana task is refer to as a Work Order for outsiders

    1. Work Order Number

        1. Each Asana task comes with a unique ID number, can be found on the URL

      1. If we provide this to the client, client can use it to track the work order .

  1. Asana Project Number

      1. Each Asana project comes with an unique Project number, can be found on the URL

      1. We generally do not provide project number to client, as it is not useful for client to have

    1. When combine with project number and WO#, then we can identify each task

Asana Task Requirement and Process – Task Creator

    1. Task Title

      1. Be Concise and Specific

          1. Good Title “Homepage slideshow picture replacement request”

        1. Bad Title “ Homepage update”

    1. Task Project

      1. Select the relevant project

    1. Task Description – Answer the following questions in the task description

        1. Who requested the change

          1. “Client, Bob, called and needed this change”

        1. Why does it need to change?

          1. “Client, Bob, called and needed this change, because the image is not consistent with the entire branding”

        1. What is getting changed

          1. “Client, Bob, called and needed this change, because the image is not consistent with the entire branding. I have attached the latest images in the task”

        1. What is the expected/ideal result

          1. “Client, Bob, called and needed this change, because the image is not consistent with the entire branding. I have attached the latest images in the task.  The home page should slideshow should be featuring these new images at the size of 850px by 640px an rotating every .65 seconds.”

      1. Any special notes?

        1. “Client, Bob, called and needed this change, because the image is not consistent with the entire branding. I have attached the latest images in the task.  The home page should slideshow should be featuring these new images at the size of 850px by 640px an rotating every .65 seconds.  Pay attention to the order of the pictures, the color one should appear first.

    1. Attachment Process

        1. Attach files From Google Drive whenever possible

            1. Do NOT post GDrive Link

            1. Attach from Google Drive Button

          1. see link for help “http://goo.gl/bG51TC”

      1. Adding Google Doc whenever possible

          1. A Google doc with screenshots and markups is the most helpful in explaining a situation or change

        1. Each work order is encouraged to have a related google doc to further clarify (similar use for estimation, see estimation manual for detail)

  1. Checking Completed Task

      1. When a task is completed the task creator will get notified, here are the step to confirm

          1. Test task twice on more than one browser or platform

          1. Compare the final result with task expected/ideal results  to make sure they match

        1. After confirming that the item has been completed

            1. Notify the client and comment on WO

              1. “Client notified via email/Phone/In Person”

            1. Re-assign it back to assignee for record keeping

          1. Check the complete box

    1. Notify externally about the completion of the work order.

      1. If there is remaining issue from the client,  the WO can be reopened.

Asana Task Requirement and Process – Assignee

    1. Confirmation and first review

        1. Assignee should review the task to confirm it has following elements

            1. Who requested the change

            1. Why does it need to change?

            1. What is getting changed?

            1. What is the expected result?

          1. Any special items?

        1. Assignee should check that all the downloadable files are working

        1. Update “Due Date” for expected time of completion (ETC)

      1. Assignee should first confirm by “hearting” the task

    1. Questions and issues during the work

        1. If the issue is NOT urgent, meaning assignee can continue the work even if the issue is NOT resolved right away

            1. Mention “@” task creator

          1. Explain the issue and be specific about what is needed from the task creator with deadlines

      1. If the issue is URGENT, meaning assignee can NOT continue the work unless the issue is resolved

          1. Reassign the task to task creator

          1. Mention “@” task creator

        1. Explain the issue and be specific about what is needed from the task creator with deadlines

  1. Task Completion Process

      1. Assignee completed the task (work order)

          1. Double check the task with the requirements to make sure it is done properly

          1. Add “Completed” Tag

          1. Explain how the task is done

              1. If it’s a bug, describe what was the issue and how it was fixed

              1. If it’s a new update, describe how the function works

            1. If it’s a change, confirm the change has been made and attach a screenshot if applicable

        1. Reassign the task back to task creator

    1. Once the task creator confirmed the task, you will get notified

 
 
**Last Updated 06-25-2015**