All work we do is organized into Projects. Any one of our

can lead to a Project which we create in


We have standard structures for our

projects but each
Project Manager
Project Manager
has the flexibility to deviate when they see fit. There are two types of project: One-Time and Ongoing. One-Time projects have a specific deliverable and start and end date. Ongoing projects are perpetual.

📏 Rules

✅ Do…


For an ongoing project, the default sections are:

  • 📥 Inbox: Where new incoming requests will arrive
  • 🏃‍♀️ Active Work: Work that is being worked on or is scheduled for a future week
  • 👩🏽‍💻 Project Management
  • 🪵 Backlog
  • ✅ Completed

Some projects may also need a “Client Tasks” section, a “Milestones” section, etc. Use your discretion.

For a one-time project, the sections should represent phases of the project, for example:

  • Phase 1: Initial Setup (June 1-15)
  • Phase 2: Design (June 16-30)
  • etc.

There is no need for a “Completed” section in a one-off project. Keep completed tasks from each phase within the relevant section. Then when the phase is complete, you can add a “✅” emoji to it and close it by default so the completed tasks don‘t clutter the list anymore.

Issue Intake Forms

Asana supports Forms. These are custom-built web forms that automatically create a ticket in the Asana project. This is good to add for

so clients can easily report issues.


These automatically feed into the Asana project.

Project Setup & Upkeep

s are responsible for making sure that…

  • The project is in the correct Portfolios in
  • The project should have a unique project code which matches the appropriate Project in Harvest. There should be a 1-to-1 relationship between Harvest projects and Asana projects at all times.
  • Tasks should almost always be in a single project, plus the
    Big Board
  • The Overview tab should be complete, with a description of the project, a project brief, and the correct project team.
  • In the project “tile”, the color should correspond to the PM (each PM has a color which they should know). The icon should be the normal “List” icon for most projects, or the “Star” icon for Core Coverage: