Adding an asana task

Software used: Hostify & Asana (No longer used)

Step 1 concerns primarily COMMS team

Step 2 concerns primarily OPER team

STEP 1: CREATING THE TASK

1. Open the reservation before/during/after which the task needs to be executed.

2. On the top right corner of the reservation details window you will see a button Create Asana Task. Click on it and fill out the form.

3. Form Items:

Workplace: Choose FM ACFI (guest invoices), FM MAG (meet&greet) or FM OPER (all other tasks)
Project: Daily Tasks for OPER and ACFI, Meet&Greet for MAG
Assignee: OPER Team, ACFI Team or MAG associate
Followers: select a specific person to whom you’ve communicated the task, if any. Important: for urgent tasks that need to be completed within 24 hours and MAG always inform the team member in charge of the task via phone, WhatsApp or in person.
Tags: none
Due at: select the date and time by which the task should be completed. ASAP = current date and time. Delivery of an item due at = check-in date and time
Title: Short and concise, using dynamic variables*. E.g. Deliver baby crib at {{listing_nickname}} . Always include the {{listing_nickname}} dynamic variable *!
Comment: add any relevant information. That’s where you include invoice details and anything that can help the team member execute the task (eg guest details for MAG, invoice information for ACFI)

* On dynamic variables: Ever wonder how the bot answering inquiries during the night knows the guest’s first name? Well, it looks it up and replaces the dynamic variable {{guest_first}} with the guest’s first name. There are plenty of dynamic variables but the most important one which you should always include when creating tasks is {{listing_nickname}} . You may also want to add {{confirmation_code}} , refering to the specific reservation number. Here is a list of all dynamic variables: https://intercom.help/hostify-com/automations/dynamic-variables-list

STEP 2: EXECUTING THE TASK

1. Open Asana on your computer or use the App. You can browse through all of your tasks in a chronological or calendar view. If you want to see another team's tasks, switch your workplace by clicking on your profile icon on the top-right corner of the screen on desktop.

2. The OPER team member on shift is responsible for ensuring completion of all FM OPER tasks during a given day. This does not mean they have to execute the tasks themselves – they can delegate some or all of the tasks to other team members. The same applies to FM ACFI tasks. FM MAG tasks should be assigned to the MAG associate from the start.

3. Each task should be marked as completed upon its execution. This can be done via the app or on desktop.

DOs	DON'Ts
[COMMS] Enter every single task, even it will be completed within a very short period of time. We need an account of all tasks completed.	[ALL] Forget to check Asana the first thing in the morning.
[COMMS] Inform the team that should execute the task if the due date is less than 24hrs away, via WhatsApp, phone or in person.	[ALL] Use Asana as a replacement for Freshdesk. Freshdesk is our customer support system – it’s meant for the customers and they are our number 1 priority.
[COMMS] Always include all relevant information and the dynamic variable {{listing_nickname}}. On rare occasions, when it’s a general task, you can skip the variable.	[ALL] Mark a task as completed before actually completing it.
[COMMS] Make sure you don’t make any mistakes while creating a task. You cannot modify the task from Hostify once it’s been created. If you do make a mistake, inform the executing team asap.	[ALL] Use the task creation option for informational purposes – reservation notes are made for this. Tasks are what they are – tasks that need execution.
[OPER] Plan ahead!!! Asana allows a very clear, birds-eye view of all upcoming tasks – use this to improve time management and efficiency.	[ALL] Postpone a task or amend the due date. If a task needs to be postponed for whatever reason, inform the CEO via email ASAP.
[OPER] Combine tasks where possible (eg item delivery and apartment check)	[COMMS] Create a MAG task without having confirmed who the MAG associate will be.
[OPER] Schedule apartment checks by creating tasks
[ALL] Complete all tasks before the deadline!

Note to SLS:

You should create tasks that need to be executed in relation to direct reservations – eg request a payment link to be sent to the guest, request an apartment check to make sure everything is OK, etc. If you are requesting a MAG, include this in a note on the reservation and inform the COMMS team via WhatsApp, phone or in person – a MAG needs to be assigned before creating a MAG task.

Task Examples: