Bringing order to a growing accountancy team with Asana automations
An accountancy firm were keeping client deadlines and jobs in their heads and in scattered notes. We set them up with a clear project management system in Asana with automations to repeat the right tasks at the right time. The whole team now has a shared view of workload and nothing relies on memory.
At a glance
Accountancy firm
No central view of client work or deadlines. Tasks tracked in heads and notebooks.
Full client workflow in Asana with standardised templates and recurring automations.
Shared team view, fewer missed deadlines, easier onboarding for new staff.
Overview
This accountancy firm had grown quickly. Work was coming in, but their way of managing it had not moved on. Jobs lived in people's heads, in notebooks and in one off spreadsheets. Everyone worked hard, but it was hard to see what was due when.
The challenge
- No central view of client work or deadlines.
- Partners and staff were relying on memory to keep track of tasks.
- Some tasks were missed or rushed near deadlines.
- New team members found it hard to get up to speed.
What we built
- A full client workflow in Asana covering onboarding, monthly work and year end work.
- Standardised task templates for each service type, with due dates relative to filing deadlines.
- Recurring tasks and rules so monthly and annual jobs were created automatically, not manually.
- Simple boards for each team member so they can see what needs doing today, this week and this month.
- Clear sections for "To do", "In progress" and "Completed" so work can be tracked at a glance.
The impact
- The whole team now works from one shared list instead of separate notes.
- Partners can see upcoming deadlines and who owns each job in a couple of clicks.
- Fewer last minute rush jobs because recurring tasks appear in advance.
- New starters can follow the same process as the rest of the team from day one.
Tools used
- Asana
- Asana rules and automations
- Google Workspace for documentation