Asana for Tasks/ Project management for Travel

General
1

Hello,

I’m diving into Asana to organize and streamline operations for my role within the travel industry, specifically for managing multiple trips each season. Each trip encompasses a series of crucial tasks that must be completed by predetermined dates leading up to the departure/trip start date. These tasks are divided into deadlines at 180, 120, 90, 75, 60, and 30 days before the trip starts, with each milestone including a set of action items. For each trip there are about 50-100 specific tasks. For example, tasks involve ensuring all necessary documents are prepared (with around ten specific documents per trip), booking and confirming contracts with vendors and Destination Management Companies, arranging flights for team and staff, and scheduling briefing calls.

These tasks are largely consistent across all trips, which brings me to my query: How can I set up my Asana project(s) in a way that’s both efficient and easy to navigate, allowing me to see at a glance what needs to be accomplished on a daily or weekly basis?

I’m looking for advice on structuring my Asana setup. Should I create a single project for each trip with sections for each set of deadlines, or is there a more effective way to organize these tasks? My goal is to open Asana each day and instantly know which tasks require my attention, optimizing my workflow and ensuring nothing falls through the cracks.

I appreciate any tips, templates, or best practices you can share, especially if you have experience managing similar projects or deadlines within Asana. Thank you in advance for your help!

2

a single project for each trip seems like a better idea

3

One approach could be creating a template project for your trips that includes all the milestones and action items you mentioned.

Within each project, organize sections by milestone deadlines (180, 120, 90 days, etc.) and group the related tasks under each section. Using Asana’s custom fields to tag tasks (e.g., “documents,” “vendor contracts,” “flights”) could help you filter and focus on specific task types across all projects.

If you want to visualize how this setup works in practice, you might check out resources like Mantralis, which specializes in breaking down efficient project management workflows.