Why I Switched from Trello To Asana (PLUS my YouTube Workflow In Asana!)

Having a workflow for my YouTube videos is the only way I've been able to publish 21 videos in 21 days. Yes, today is day 21, but this would never have been possible had I not had a workflow. And if you've been following me here, you know, for a long time I talked a lot about Trello as my project management tool and more recently you've seen I've talked a lot more about Asana. So I decided for my last video on this 21 in 21 series, I would share with you why I ultimately decided to switch from Trello to Asana and give you a little sneak peek behind the scenes what my Asana looks like. Hey there, welcome back. My name is Trena. If you are brand new in this channel is for business owners, entrepreneurs and content creators who want to grow their business organically through online video. And the only way, like I said, to be able to show up consistently on online video is to have some kind of project management system in place. So the first reason I did switch to Asana is the summary task list. So what I mean here is I'm able to go to one spot in Asana and see everything that I have due, whereas in Trello you had to switch from board to board to board to see everything. But Asana gives you this clear summary. You can look at it two different ways. So you can look at it as a task list with a checklist or what my heart loves is a color coded calendar and the colors signal the different projects I'm working on. So whether this is a YouTube video, whether this is part of a launch content, whether it's part of updating my course, I have all my projects color coded so I can see every single day I wake up what I'm going to be working on. This saves me an immense amount of time. I plan this about three months at a time because I know what I'm doing every single quarter so I'm not having to plan my weeks every single Sunday. I got a clear game plan 90 days out. What I also love about this calendar view is if something comes up, so if something somebody needs to get tested. For Coronavirus, which is a true story, I could not have my mom come stay with the kids so I had to see okay what was due that day that I had to get done and where could I just easily move it in the weeks coming up. So I love being able to just drag and drop it wherever I need to or if I need to move it on a weekend, it's so much easier to do that. I also love that asana allows me to check off my task so. So that it kind of grays out. Trello doesn't really do that. So you can't see everything you got done in a day. But I can go back week after week to see everything that I've completed. So it's kind of like a journal for me to see. Okay. That day I had that call with that client and we booked that client, or that day I shot eight videos like I'm doing today. And so I really love having that summary to see all the things that I've completed because sometimes we do so much that we don't actually think about the things that we did do. Another thing that asana has is reoccurring tasks. And this is great for me and also my team. So now I'm at a point where I have some team members. So some things that I have that I do every single day, which really helps me commit to this. It's something that I wanted to do every day and I didn't because I would just forget is reply to YouTube comments every single day, reply to Facebook comments every single day, post to Instagram stories every single day. And it's on my to do. Every morning I wake up, it's there. I go through my list and then it pre populates for the next day. So I know, I sit down, those are the first things I'm working on and it goes to the next day. I can also do this for the month. So again, another thing that I wanted to do every single month was track my business numbers. But things would just come up, I would get busy, I would forget about it. So. So I can have monthly occurring tasks like track my subscriber number, track my Instagram followers, track my revenue, track my sales. And so I'm able to be more strategic in my business and actually see the growth and plot the plan ahead with actual numbers that I'm tracking. And I can do this with my team as well. So every Monday, my assistant needs to be checking in with clients and making sure everything in their asana board is updated. So. So he has a weekly task for that. My assistant has a weekly task to make sure my YouTube videos are published and we've promoted. It just makes life so much easier. You're not constantly putting things in and redoing it. Okay, you want to see behind the scenes of my asana? All right, so this is my home, this is my calendar. You heard me talk a little bit about it and everything is color coded in here specifically. These are all executive tasks. Red is all executive tasks for me that I need to get done. And. And you can see I have that listed over here as a project and it is color coded red. You can see I have tutorials that I need to shoot for a specific course that I have and tutorials that I need to shoot for another specific course that I have. This is all Instagram stories that I am posting. And then this is all launch content. So you can see this is all launch content that I'm doing now. You can also put this in list format by just going right up here. And I could go down through here and check this. But I love the color coded calendar. I pretty much live in the this YouTube content calendar. And you'll see that the last 21 days, like I said, I've been posting videos. And they are all listed here for later promo because our typical videos right here have their own process. All I need to do every time I come up with a video is just go into more action and duplicate this task. And it has all of the tasks in here that I do or my team does for every single video. So you see that I have my editor assigned here, I have my thumbnail designer assigned here, and then my assistant does all of these as well. And so it just keeps us on track. Okay, we put the newsletter out, we put the blog post out. We did the Pinterest graphics, we did the video pin. Tomorrow we're gonna do a LinkedIn post. Then we're gonna do an Instagram story teaser clip. So again, it just keeps us so organized and it's so easy to just duplicate and do it over and over and over again. And even if, let's say you're a team of one, which I did for so long, you're like, okay, I got this newsletter out. Now I got to move on to the next thing when you come back, you know, all right, I got to write that blog post I didn't do yet. So again, it keeps you on track. Here's another one that you're probably going to like to see as well. Behind the scenes of my Asana. This is our content calendar. And each one of these colors are a specific social media platform. And the reason we're able to post on all these social media platforms is because we are using YouTube videos to repurpose everywhere. So instead of looking at it at a calendar, you can also look at as a board similar to Trello. And you can see here is our list of all the YouTube videos that are going live. Then here's a list of our Instagram posts going live. Here's the list of our LinkedIn, our Instagram TV, our Instagram stories and then we also have launch promo planned out here as well. So when we go to the calendar, all those color coded things tell us when we're posting where. So Instagram tv, we're also posting Instagram stories, we're also doing launch content that week. LinkedIn post YouTube video again. It just keeps everything so organized and you can see exactly what you need to be doing that day to make sure you're staying consistent. This is the primary reason that I love Asana, Just the organization of it all. If you would love to get my video workflow and a few other templates that I have as well, you can. You can go to trina little.com youtubeworkflow and grab this. I do have training on Trello as well, so if you are a Trello user, don't worry. I have trainings on how to do this in Trello and Asana. And if you want to switch to Asana and you're on Trello, I've got videos in that workflow as well to really teach you how to use Asana in a better way. Because trust me, I did not love Asana when I first got started. But the more I use it and the more I figured out how to use it from Elise over at the solopreneur Sidekick I so make sure you head over to trina little.com youtubeworkflow and grab it today.