It's rare that projects are confined to a single team or department.
Even when a team is fully dedicated to a project, there are always interactions and implications with other teams within an organization: marketing needs to prepare the blog post, legal needs to update the terms of service, manufacturing need to review assembly procedures, sales and support need to be trained.
Project managers sit right at the center of this ballet, ensuring everyone is moving in lockstep towards the project goals.
In today's software world, chances are each team and department has its own set of work management tools and processes. A common scenario is for business teams to live in Asana, while technical teams reside in Github or JIRA. This guide will show you how to best use Unito to coordinate multiple projects from Asana, when some of those projects are being managed in Github or JIRA.
1) Synchronize your Github/JIRA projects
For each Github repository or JIRA project you wish to track from Asana, create a Sync in Unito. This will create a new project in Asana for each of your Github repositories, and inside you’ll find all the open issues.
2) Create a planning project in Asana
Now as a project manager, you'll want to have a clear overview of who is working on what. For that you can create a project in Asana that will gather all the tasks relative to your projects together.
At Unito, we have a "Weekly Sprint" project on Monday that everyone fills with the tasks they are going to work on that week. Then we review the sprint together over lunch.
3) Coordinate the projects together
It is now time to fill in this birdseye view project. Asana makes it very easy to add a task to different projects.
Let's say you have some tasks in the newly created projects synced with Github that you want to track in your overview project.
You just have to open the task (or group of tasks) and add it/them to your project (see the screenshot below as it's a bit tricky the first time).
This way your task will live in two separate projects: yours and the one that is synced with Github. This way every new action on Github or Asana will be synced in the other tool!
From your overview project, you can now monitor how your projects are moving forward: closed tasks, comments, attachments, etc. Everything will be updated automatically!
4) Tips to better manage your project
Asana has several features that can greatly improve your experience as a project manager.
The custom fields in Asana multiply possibilities. You can now fully adapt your favorite tool to your company's workflow. Adding priority, importance, and workload to tasks has never been easier!
A good usage of these custom fields when syncing with Github is to bring Github milestones to your Asana projects.
Create a Milestone custom field in Asana and in your Sync Settings (in Unito) map it to the Milestone field in Github.
This way you will have a better sense of what your dev team is focused on and when they plan to release it.
Asana offers a Calendar view for each project. It’s handy for everyone to see how the tasks are planned to play out over the month (tasks need to have a due date to appear on the calendar).
Drag and drop a task in the calendar and it will automatically change the due date in Asana, but also in the other tool the task is synced to!
Those who want an even more visual interpretation of their project should take a look at the Progress view.
There you can see a nice graph showing tasks still open and ones that are already completed. This is useful to quickly see if your project is on track or if it's time to panic!
Recommended Unito Settings
Try out these settings to get the most out of your syncs:
- You can filter the tasks by label. For instance, say that you don't want all the bugs in your Asana project: add "Bug" in the don't sync issues with any of the following labels field. Learn more about filters.
- Map the different Asana and Github users so you can easily see who is working on what, even people in the dev team.