Asana implementation & consultingArchitecture · automation · migration · training

Asana Implementation & Workspace Consulting

We rebuild Asana workspaces that have stopped being useful. Portfolio and project architecture, cross-project reporting, automation Rules, custom fields and templates, integrations, data migration, and training, designed around how your teams actually work.

You work directly with the person who builds it. Michael runs discovery, configuration, and training. No handoff to a junior after the sales call.

Book a strategy call Asana or monday.com?

What does an Asana implementation consultant do?

An Asana implementation consultant designs the workspace structure a business needs, then builds it. The work covers project and portfolio architecture, custom fields, task and section standards, automation Rules, dashboards, integrations with the tools work already flows through, data migration, and training.

The work is architecture, not software installation. Asana is easy to open and hard to structure, and most workspaces that stop being trusted failed at the structure stage. Getting the shape right is what makes reporting possible later.

What goes wrong

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.

01

Project sprawl

Teams create one project per client, per campaign, or per month, and end up with dozens of near-identical containers. Each is fine on its own. Together they make the workspace impossible to read.

The fix is structural: fewer projects, with the thing you were separating by turned into a field on the task. AX Legal ran 41 separate client projects. We rebuilt it as three team-based projects with client name as a field.

02

No cross-project or cross-client reporting

When work is split across many projects, nobody can answer "what is open for this client" or "what is this team carrying" without opening projects one at a time. Leadership ends up asking people instead of reading a dashboard.

Cross-cutting reporting requires consistent fields on every task. Without that, portfolios and dashboards have nothing reliable to group by.

03

Inconsistent task structure between teams

Two teams in the same workspace use different section names, different custom fields, and different definitions of done. Reporting across them becomes guesswork, and moving work between them loses context.

Standardised sections and fields across teams are what make a single view possible. It is unglamorous work and it is the difference between a workspace that reports and one that does not.

04

Status reporting done by hand

Weekly reviews get assembled by messaging team members and copying answers into a document. The report is stale before the meeting starts, and the effort recurs every week forever.

Saved views and dashboards replace that gathering entirely, but only once fields are populated consistently. Automate the reporting and the manual round-up disappears.

05

Work scattered across Asana and everything else

Tasks live in Asana, but requests arrive by email, files sit in Drive or OneDrive, and numbers live in a spreadsheet or accounting system. People rekey between them, and the rekeying is where things get dropped.

Integrations close those gaps, but routing logic matters more than connection count. At AX Legal an Outlook integration was already creating tasks and failing to route them, so work entered the system and vanished.

What we build

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.

Platform choice

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.

monday.com implementation partner monday.com for construction
Migration

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.

The 6–8 week build

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.

01Week 1

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.

02Weeks 2–4

Architecture and configuration

Project and portfolio structure, custom fields, section standards, templates, automation Rules, saved views, and dashboards. Integrations and migration land here.

03Week 5

Training and rollout

Sessions by role for delivery teams, leads, and leadership. Recorded, and paired with written task standards.

04Week 6+

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.

Pricing

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.

Who does the work

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.

Michael HaylesFOUNDER

Michael Hayles, Founder & Implementation Lead

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.

Every build starts with workflow first, software second. Specialists join for specific work such as integrations or data migration, but the person who scoped your build stays accountable for delivering it.

25 yrsBuilding & scaling companies
Hands-onEvery strategy call & build
OperatorWorkflow first, software second
Call Mike directly:+1 917 540 1739
FAQ

Asana implementation questions, answered.

Cost, timeline, migration, platform choice, and who does the work. If it is not here, ask on the call.

An Asana implementation consultant designs the workspace structure your business actually needs, then builds it. That covers project and portfolio architecture, custom fields, section and task standards, automation Rules, dashboards and saved views, integrations with your other tools, data migration, and training. The work is architecture first. Asana is easy to open and hard to structure, and most workspaces that stop being useful failed at the structure stage rather than the software stage.
Most 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 Rules, integrations, and migration from another tool sits at the upper end. What moves the number is the number of teams, the depth of automation, how many integrations are involved, how much data needs migrating, and how many people need training. Asana licences are separate and paid to Asana directly.
Most builds take 6 to 8 weeks. Week 1 is discovery: how work arrives, who owns it, how it moves, and what leadership needs to see. Weeks 2 to 4 are architecture and configuration, including fields, templates, Rules, and dashboards. Week 5 is training. From week 6 we tune against real usage. Single-team rebuilds move faster. Multi-team environments with migration and integrations take longer.
Yes, and it is the most common reason teams call. Asana workspaces degrade quietly: projects multiply, custom fields go unused, and nobody trusts the reporting. We audit what exists, identify which structure is worth keeping, rebuild what is not, and archive the rest. For AX Legal that meant consolidating 41 separate client projects into three team-based projects without losing any client history.
Yes. We import from CSV or a direct export out of your current tool. Projects, tasks, assignees, due dates, and custom field values carry across into the new structure. Completed and historical work usually goes into an archive project so reporting stays clean without losing the record. We agree the field mapping with you first, run a sample batch, check it together, then load the rest.
Asana is stronger for task-level rigour, portfolio reporting across many projects, and knowledge-work teams where the unit of work is a task with dependencies. monday.com is stronger for visual pipeline work, CRM-style use where records move through stages, and heavier custom automation. For straightforward team task management both work well and the choice matters less than the structure you build. We build in both and will say which fits on the call, including when the answer is the one we are not being asked about.
Michael runs your discovery session, the configuration, and the training. He is not a salesperson who hands you to someone else once the contract is signed. Before building operations systems he spent 25 years building and scaling companies, including running demolition and HVAC businesses in London. Specialists join for specific work such as integrations or data migration, but the person who scoped your build stays accountable for delivering it.
We connect Asana to the systems your work already flows through, using Make.com, Zapier, or n8n where a native integration does not exist. Common connections are email intake through Outlook or Gmail, file storage in Google Drive or OneDrive, accounting systems, CRM records, and reporting into Google Sheets. For AX Legal the Outlook integration was already creating tasks but not routing them, so incoming work disappeared into gaps. Fixing the routing logic mattered more than adding another tool.
Every build includes a tuning period after go-live, where we refine Rules, dashboards, and task standards once the team is working in the system for real. Rollout includes live walkthroughs by role, recorded sessions, and written standards so your team can change the workspace without calling us. Ongoing support is available if you want it. The goal is a workspace your team runs independently.
Training is delivered by role, not as one generic session. Delivery teams learn the task standards and how work moves between sections. Team leads learn the dashboards, saved views, and escalation triggers. Leadership learns the portfolio view. Sessions are recorded and paired with written standards covering what every task needs before it moves to active work, which is what keeps the structure intact after we leave.
Book 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.

30 min · No hard sell · Fixed scope & price after the call
CRM Strategy Call
30 min · Google Meet
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