How we use our favorite project management app and how it can help your business

It can be overwhelming to find the right software to use for your business. From CRMs, email management systems, cloud storage, and payment processors it can get difficult to decide what to prioritize and how much you should spend.

If you are already confused with the second sentence, no worries. Read our post on the 5 Apps Every New Entrepreneur Needs to Use here.

You can decide to keep your projects and to-do-list in a piece of paper somewhere around the house, or you can plan ahead, set deadlines, check your progress, and collaborate with your team online with a project management app.

The Benefits of Project Management Apps

Project Management Apps like Asana, Trello, or Monday help manage your different projects simultaneously and organize your deadlines, milestones, and deliverables. You want to find an app that lets you organize your to-do-list, create monthly and yearly goals, let’s you see your progress and your team’s, and allows you to make comments and upload documents, so everything is in one place.

For the LEAD Media team, the right choice is Asana.

When choosing a project management app, take some time to check out the integrations. For our team it was important that the app could connect with Google Calendar so we could see deadlines and upcoming projects and Slack to streamline our team’s communication.

Plan day-to-day and weekly work and goals

I still use a paper planner and a work notebook to stay organized throughout the day, but Asana is perfect for tasks and deliverables that require more than one step. Having Asana helps me prioritize, organize, and create my to-do-list for the upcoming week and move tasks from Pending > In Progress > Completed.

If I’m running an errand, wrapping up a Zoom call, or burning tonight’s dinner because I’m thinking about work, I simply open the app on my phone and write the task or project on one of my projects or Weekly Workspace.

For larger projects like our website design and launch, consulting clients, strategic plan, or blog planner, Asana works perfectly. We create a private or public project and assign roles.

Share your progress and communicate with your team

I’m a Slack enthusiast, so I was delighted to learn that you can create tasks directly from Slack conversations. If you don’t use Slack or another communication tool, Asana lets members of a team talk and communicate directly on the app. Add subtasks, upload documents, share links, invite collaborators, or mark tasks complete so everyone in your team knows your progress and what you are working on.

It’s the perfect tool for remote collaboration or contractors like a Virtual Assistant or consultant.

My Virtual Assistant created a project in calendar view where we plan for upcoming blogs, content deadlines, upcoming celebrations and holidays, and monthly themes. If she’s writing a copy or scheduling a blog post and needs clarity on the images I want to use, she asks me directly on Asana. That way my inbox is easily manageable and we can batch content weeks in advance.

Different views for different needs (or moods)

What made me decide on Asana (6 months later we are still using the Free version, it’s THAT GOOD) is that compared to other apps the way you can see projects can be changed at any time. If you are focused on deadlines, there’s a calendar view. If you want to get organized by theme, department, phases, or you miss sticky notes I recommend board view. List view is great when you like tasks to disappear once you have completed them or if you are looking for an app that shows you a list the same way you would write it on a notebook or piece of paper.

Any way you decide, a project management tool will help you stay organized and keep your team accountable for their work.


Paulette Piñero is the owner of LEAD Media LLC, a leadership coaching and management consulting firm that helps professionals of color get the confidence and skills they need to take the next step in their careers.

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