Asana implementation consultant for workspaces that stopped being useful.
Asana implementation services built around how your teams actually work: portfolio and project architecture, cross-project reporting, automation Rules, custom fields and templates, integrations, data migration, and training.
You work directly with the person who builds it.
Common Asana problems we fix
These are the failure patterns behind most workspace rebuilds. They are structural problems, not software problems, which is why adding another tool rarely solves them.
Asana is easy to open and hard to structure. Most workspaces that stop being trusted failed at the structure stage, not the software stage.
What an Asana build actually includes
Scope is set after discovery. Not every build needs all seven, and the architecture work matters most.
Workspace and portfolio architecture
The project structure itself: how many projects, split by what, and which portfolios roll them up for leadership. This decision governs everything reporting can do later.
Cross-project reporting and dashboards
Saved views and dashboards that answer client, team, and workload questions without opening a single project. Built on fields that are consistently populated.
Task routing and automation Rules
Rules that sync status when work moves between sections, notify on overdue items, escalate stalled work to team leads, and assign incoming tasks so nothing lands unowned.
Custom fields and templates
A standard field set across teams, plus project and task templates so new work starts correctly structured instead of being fixed later.
Integrations
Connections to email, file storage, accounting, and reporting tools, built with Make.com, Zapier, or n8n where no native integration exists.
Data migration
Imports from Trello, monday.com, Basecamp, ClickUp, Jira, or spreadsheets, with field mapping agreed up front and a sample batch checked before the full load.
Training and rollout
Sessions by role for delivery teams, team leads, and leadership, recorded and paired with written task standards so structure survives after handover.
Migrating to Asana from another tool
Migration runs the same way every time. Agree the field mapping, import a sample batch, check it together, then load the rest. Historical work goes to an archive project so reporting stays clean.
From Trello
Boards and cards map to projects and tasks. Checklists become subtasks, labels become custom fields.
From monday.com
Boards become projects, columns become custom fields. Cross-board links need rebuilding as portfolio structure.
From Basecamp
To-do lists map to sections. Message threads and files usually move to Drive or OneDrive with links from tasks.
From ClickUp
Spaces, folders, and lists collapse into a flatter project and portfolio structure, which is usually the point of moving.
From Jira
Issues map to tasks and epics to projects. Teams typically keep Jira for engineering and move everything else across.
From Spreadsheets
Columns become custom fields, rows become tasks. The clean-up before import is most of the work.
AX Legal: 41 projects rebuilt into three
A corporate law firm serving 40+ international clients across Latin America, running Legal and Admin teams out of Asana.
What the workspace looked like before
- 41 separate client projects, one per client, making cross-client reporting impossible
- Custom fields present but unused, with every Status value null across live tasks
- Section names not connected to any tracking, so nothing escalated when work stalled
- Tasks created with no assignee, so incoming work disappeared into organisational gaps
- Weekly status reviews assembled by asking team members, with no dashboards or saved views
What we built
- Three team-based projects
- Legal Delivery, Admin Delivery, and Recurring Monthly Tasks, replacing 41 client containers. Client name became a field on every task rather than a project boundary.
- 8 custom fields
- Client tracking and workflow management standardised across both teams, so work can be filtered and grouped by client, type, priority, and owner.
- 10 automation Rules
- Status fields sync when tasks move between sections, overdue items trigger notifications, and stalled work escalates to team leads without anyone chasing it.
- 4 saved views, 2 dashboards
- Client and team-based filtering, plus management dashboards for delivery oversight and workload tracking. A Chile Portfolio groups all projects for leadership health tracking.
monday.com vs Asana: which one fits
We build in both, so this is an assessment rather than a pitch. For a large share of teams either platform works and the structure you build matters more than the logo on it.
Where Asana genuinely wins
- Task-level rigour. Subtasks, dependencies, and task standards are stronger. If the unit of work is a task with prerequisites, Asana handles it more naturally.
- Portfolio reporting across many projects. Portfolios and saved views roll up dozens of projects into one health view without custom work.
- Knowledge-work teams. Legal, professional services, marketing, and product teams whose work is deliverables and deadlines rather than records moving through stages.
- Workload management. Capacity across people and teams is a first-class view rather than something you assemble.
Where monday.com genuinely wins
- Visual pipeline work. Anything that moves through stages, where seeing the whole board at a glance is the point.
- CRM-style use. Leads, deals, quotes, and jobs as records with owners and values. Asana can be forced into this shape; monday.com starts there.
- Heavier custom automation. Cross-board logic, document generation, and deep third-party integration have more headroom.
- Mixed sales and delivery in one system. Connecting a won deal to the work it creates is more natural.
When the choice does not matter much
For straightforward team task management, shared project visibility, and deadline tracking, both platforms do the job well. Teams under about 20 people running standard project work will be fine on either. In that situation, pick based on which interface your team prefers in a trial, then spend the effort on structure rather than on the decision.
If you already own licences for one, that is usually reason enough to stay. Migration costs real time, and the gain has to be worth it. We will say so on the call if switching is not worth the disruption.
How an Asana implementation works
Most builds take 6 to 8 weeks. Single-team rebuilds move faster. Multi-team environments with migration and integrations take longer.
Discovery
How work arrives, who owns it, how it moves between teams, and what leadership needs to see. We document the informal steps too, because those are what break reporting.
Architecture and configuration
Project and portfolio structure, custom fields, section standards, templates, automation Rules, saved views, and dashboards. Integrations and migration land here.
Training and rollout
Sessions by role for delivery teams, leads, and leadership. Recorded, and paired with written task standards.
Tune against real usage
Rules, dashboards, and standards get refined once the team is working in the system on live work. This is where most of the adoption gap closes.
Don't take our word for it.
Hear it from our clients.
Short video stories from the teams we've built systems for.
Client storycoming soonYour story hereRecording soon- Client storycoming soonYour story hereRecording soon
What an Asana implementation costs
Most Asana implementations land between $8,000 and $25,000. A single-team workspace rebuild sits at the lower end. A multi-team environment with portfolio reporting, automation, integrations, and migration sits at the upper end.
What moves the number
- Number of teams: A single-team workspace rebuild is smaller than a multi-team environment with shared standards and a portfolio layer.
- Depth of automation: A handful of status Rules is quick. Routing, escalation, and cross-project logic take longer to design and test.
- Integrations: Each connection to email, storage, accounting, or reporting adds scope beyond the workspace itself.
- Migration volume: Importing years of projects and tasks from Trello, monday.com, ClickUp, or spreadsheets adds mapping and clean-up.
- Number of users to train: Training one team is a session. Training delivery, leads, and leadership across departments is several, plus recorded standards.
Fixed scope and a fixed price are confirmed after the strategy call, once we have seen how your work actually moves. No hourly billing, no open-ended engagements.
You work with the person who builds your workspace
The most common complaint about implementation agencies is the handoff: sold by one person, delivered by another. That does not happen here.
FOUNDERMichael Hayles
Michael runs your discovery session, the configuration, and the training. Before building operations systems he spent 25 years building and scaling companies, including running demolition and HVAC businesses in London. He understands what it costs to run operations from memory instead of a system.
Specialists join for specific work such as integrations or data migration, but the person who scoped your build stays accountable for delivering it.
More Asana questions, answered in full.
Longer answers from our Answers library, with the case studies behind them.
- How do I choose an Asana implementation consultant?
- What does an Asana implementation involve, and how long does it take?
- Is Asana good for managing client work at a professional services firm?
- monday.com vs Asana: which is better for a small team?
Asana implementation questions, answered.
Cost, timeline, migration, platform choice, and who does the work. If it is not here, ask on the call.
Book a 30-minute workspace strategy call. Talk to the person who builds it.
We look at how your work moves today, where the structure is failing, and what your Asana workspace should actually look like. You leave with a one-page architecture blueprint either way, and a fixed scope and price if you want to go ahead.