Project Management

Get an Asana expert working in your account this week

You already know what needs to happen in Asana. The projects need to be structured, the rules need to fire correctly, and the team needs to actually use the system. What you don't have is the hours to build and maintain it yourself. Trusty Oak's fractional specialists work directly inside your Asana workspace, handling everything from initial project setup to ongoing triage, so your account reflects how your team actually works. This is not consulting or advice. It's someone doing the work in your account on a recurring basis.

What our team does with Asana

Concrete work our fractional specialists take on inside your Asana account. No vague promises.

Build project templates and section structures from scratch

We design reusable project templates with pre-populated sections, task dependencies, and custom fields that match your actual workflow. Templates are built so your team can launch a new project without needing to think about structure. We document each template with a short usage guide so nothing gets misused over time.

Configure and troubleshoot Asana Rules for task automation

We build Rules that trigger on field changes, due date proximity, task completion, or section moves, and route work to the right assignee or update the right fields automatically. If existing Rules are firing incorrectly or conflicting with each other, we audit the logic and fix the conditions. Every Rule we build is labeled and documented inside the project for your team's reference.

Organize and clean up an existing workspace that has grown out of control

We audit your current workspace structure, archive stale projects, consolidate duplicate tasks, and standardize naming conventions across teams and portfolios. Custom fields get audited for redundancy and merged or removed where appropriate. The result is a workspace where search actually works and your team can find what they need without asking.

Set up Portfolios and Workload views for executive reporting

We build Portfolios that pull the right projects into a single view and configure the status fields your team will actually update each week. Workload views get configured with realistic capacity settings so you can see who is over-allocated before it becomes a problem. We can also build a weekly status update cadence using Asana's Goals or status features so leadership gets visibility without chasing project owners.

Connect Asana to Slack, Google Workspace, or your CRM via native integrations or Zapier

We configure Asana's native integrations with Slack, Gmail, Google Drive, and HubSpot so tasks created in one tool surface correctly in the other. For workflows that require more logic, we build Zaps or Make scenarios that move data between Asana and your CRM, invoicing tool, or intake forms without manual copying. Every integration is tested end-to-end before handoff.

Migrate projects and task data from another tool into Asana

We handle imports from Trello, Monday.com, ClickUp, or spreadsheets using Asana's CSV importer and, where needed, third-party migration tools. Custom fields, assignees, due dates, and attachments are mapped before import so nothing lands in the wrong place. After migration we run a reconciliation check against the source data and flag anything that needs manual review.

How the Asana handoff works

During onboarding, your dedicated Client Success Manager reviews your existing Asana workspace (or your planned use case if you're starting fresh) and documents what's working, what's broken, and what's missing. That audit becomes the foundation of your Strategic Delegation Plan, which prioritizes the highest-impact Asana work for your first 30 days. Your specialist works directly in your account, not a sandbox, and documents every template, Rule, and integration they build so you always know what exists and why. You approve workflows before they go live, and nothing is changed in your workspace without your sign-off. Ongoing support is available month to month so your Asana setup evolves as your team does.

Common Asana workflows we build

A few of the most common workflows our team has deployed with Asana.

Form submission → Asana task → Slack notification to owner

A Typeform or Jotform intake submission triggers a Zap that creates a new task in a designated Asana project, populates custom fields with the form data, and posts a Slack message to the assigned team member. The task arrives fully formed with the right section, due date, and priority field already set.

Task marked complete → dependent task unlocked → assignee notified

We configure task dependencies so that when a deliverable is marked complete, the next task in the sequence becomes available and the next assignee gets an Asana notification. This replaces the manual handoff message and keeps projects moving without a project manager having to monitor every step.

Weekly project status → auto-generated Portfolio report → shared with stakeholders

We set up a recurring reminder Rule that prompts project owners to update their status field every Monday. Portfolio-level reporting is configured so leadership can view RAG status across all active projects in one view, without needing to open individual projects or request updates.

New HubSpot deal → Asana onboarding project created from template

When a deal moves to Closed Won in HubSpot, a Zap or Make scenario creates a new Asana project from your client onboarding template, names it with the client and deal data, and assigns the kickoff tasks to the right team members. The client success team has a structured project ready before the sales handoff call happens.

Overdue task → escalation tag added → manager assigned as collaborator

We build an Asana Rule that detects when a task passes its due date without being completed, adds an escalation custom field value, and adds the team manager as a collaborator so they receive notifications. This creates a visible paper trail for overdue work without requiring anyone to manually monitor task lists.

What Asana support costs

Drag the sliders to build a monthly plan that fits your workload.

Executive Assistants

~$35/hour

10 hours $350

Specialists

~$50/hour

20 hours $1,000

Fractional Executives

~$95/hour

0 hours $0

Your monthly budget

$1,350

Starting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.

Book a Discovery Call

Frequently asked questions

Will Trusty Oak need admin access to my Asana account?

Your specialist will need to be added as a member of your Asana workspace with access to the relevant projects. Admin-level access is only requested if the work involves workspace settings, custom field management, or member provisioning. You control the permission level and can adjust or revoke access at any time. We never store your credentials.

Is this a one-time setup or can I get ongoing Asana management?

Both are possible. Some clients bring us in to build an initial structure and then maintain it themselves. Others use a recurring monthly budget to have a specialist handle weekly triage, template updates, new project builds, and integration maintenance on an ongoing basis. Unused hours roll over each month, so a lighter month does not mean you lose what you paid for.

What does this cost and what is the minimum commitment?

Asana work is handled by our Specialist tier at $50 per hour. Monthly Talent Budgets start at $1,000 per month, and there is a one-time $300 onboarding fee that covers your Strategic Delegation Plan and workspace audit. The initial commitment is three months, after which the engagement moves to month-to-month.

We are considering ClickUp or Monday.com instead of Asana. Can you help us decide?

Our specialists work across all three platforms, so we can give you an honest comparison based on your team size, workflow complexity, and integration needs rather than a platform preference. If you are already in Asana and it is meeting your needs, we will help you use it better. If you are evaluating tools before committing, your onboarding call is a good place to talk through the tradeoffs before we build anything.

How long does it take to see results after onboarding?

Most clients have a working project template or their first automation Rule live within the first week of active work. The onboarding and audit phase typically takes three to five business days, and your specialist begins building from the prioritized roadmap immediately after. Complex migrations or multi-tool integrations take longer and will be scoped with a realistic timeline during onboarding.

Get your Asana Workspace audited

Book a discovery call and we will review your current Asana setup, identify what is costing your team time, and put together a prioritized plan for what to fix or build first. You will leave the call with a clear picture of what fractional Asana support would actually look like for your team.