The One Project Management Tool You Should Be Using

In the fast-paced world of clinical trial management, staying organized and on top of the many priorities and tasks you have on your plate can be overwhelming, even for the experienced Clinical Trial Manager (CTM). For years, I created my own tracking systems for deliverables in Excel, Outlook and OneNote so that I wouldn’t miss anything and so that I could be as proactive as possible.

This year I started using Asana, a project management tool that has revolutionized how teams handle their work, and it’s too good not to share! Whether you’re a current or aspiring CTM, Asana offers features that can transform your workflow and boost productivity. Asana is available for free and if you love it there are upgrades available that enhance your experience. There are several other online project management systems out there, but here’s a closer look at how Asana works and why you should give it a try based on my experience.  

What is Asana?

Asana is a cloud-based project management software designed to help people and teams track their work, manage projects, and collaborate efficiently. It provides a suite of tools for planning, organizing, and tracking projects, making it easier for leaders and teams to stay aligned and on track. Note that I currently use Asana independently (not with my teams), because this isn’t a formal tool used in my organization or on my studies. But there are many benefits to using with teams if it’s appropriate to do so.

How to Use Asana

1. Task and Project Management

Asana makes task and project management super easy. You can create projects and break them down into tasks and sub-tasks. Each task can be assigned to team members, set with due dates, and tracked through various stages of completion. The visual interface allows for easy drag-and-drop functionality, making task management intuitive and straightforward. This is primarily what I use Asana for. I have built out a study phase template in Asana so in study start-up, I don’t have to remember all of the cross-functional requirements each time. I just customize my template and I can see all of the required anticipated deliverables. This helps me to proactively prepare and ask my CRO about the status of different activities.

2. Customizable Workflows

Asana offers flexible project views including List, Board, Calendar, and Timeline. The List view is great for traditional task management, while the Board view provides a visual representation of tasks moving through stages. The Calendar view helps with scheduling and deadlines, and the Timeline view offers a Gantt-chart-style overview of project timelines, making it easier to see how tasks interrelate.

3. Collaboration Tools

Effective communication with your team is critical for study success, and Asana integrates this directly into its platform. You can comment on tasks, attach files, and tag team members to keep everyone in the loop. The @mention feature notifies team members about relevant updates, ensuring that communication is timely and relevant.

4. Reporting and Tracking

Asana provides great reporting and tracking features. You can generate reports to monitor project progress, track milestones, and identify potential bottlenecks. Custom dashboards allow you to visualize project data and keep an eye on key performance indicators (KPIs). This insight helps in making data-driven decisions and keeping projects on track. Often times the study reports you may have access to are built for your CRO team, so ensuring that you have your own oversight tracking is important for visibility and managing your leadership team’s expectations.

5. Integration with Other Tools

Asana integrates seamlessly with a variety of other tools, including Slack, Google Drive, Microsoft Teams, and more. This ensures that you can connect Asana with your existing technology, streamlining your workflow and reducing the need to switch between different applications. Make sure that this is allowable at your organization before linking up any systems.

6. Automations

Asana includes automation features that help streamline repetitive tasks. You can set up automatic actions such as task assignments, due date adjustments, and status updates based on specific triggers. This reduces manual effort and minimizes the risk of human error. This is also super helpful for career and general life management. If there are things you need to do once a week, once a month, once a quarter, once a year, etc. make your life a little easier and automate where you can!

Benefits of Asana

1. Enhanced Organization

Asana’s structured approach to task management helps you keep your studies organized and ensure that nothing falls through the cracks. Its views and customizable workflows cater to different project management styles, allowing you to choose the best method for your needs.

2. Improved Collaboration

With built-in communication tools and real-time updates, Asana enables better collaboration among team members. By centralizing study information and keeping discussions tied to relevant tasks, Asana reduces miscommunication and ensures everyone is on the same page.

3. Increased Transparency

Asana’s visibility into study progress and task statuses enhances transparency within teams. Team members can easily see what others are working on, which helps in aligning efforts and understanding how individual tasks contribute to the overall study goals.

4. Efficient Tracking and Reporting

The ability to track progress and generate reports helps you stay on top of study performance. With Asana, you can quickly identify issues, track milestones, and ensure that your studies are progressing according to plan. This is an important skill to master to become a high-performing CTM.

Getting Started with Asana

If all of this sounds great and you’re ready to give it a try, you can sign up for an account and explore its features for free. Asana has tutorials and resources to familiarize yourself with its functionalities. Start by creating a project, adding tasks, and experimenting with different views and automations to find what works best for you. Be sure that you don’t enter any confidential information about your organization or your study into the system, especially if it’s not currently used by your organization. You don’t want to put yourself or your organization at risk. In my experience, there is no need to include confidential details in order to have a successful experience using the system.

Overall Asana is a powerful project management tool that can help you stay organized, enhance collaboration, and keep studies on track. Its comprehensive features make it a great tool for CTMs who are looking to improve their project management habits, deliver high-performance and make your day-to-day easier overall.

If you love productivity hacks like Asana, you need to check out my free guide 4 Habits of A High-Performing Clinical Trial Manager. These habits are the foundation of how I show up every day as a high-performer and they can all be implemented today. Click here to download!