Bright Omoriame

Portfolio Asana Workspace for Lead Tracking and Campaign Planning This case study shows how Asana was used as an enterprise-level work management system. It highlights the full setup, from building the workspace structure to loading resources and organizing multi-channel marketing campaigns. The examples demonstrate my ability to create scalable workflows that support clear accountability, smooth team coordination, and organized project execution across different departments. 2 G I R B M O T H 3 I OR E M A The image (page 3) shows the Central Executive Home of an Asana workspace, which acts as the main dashboard where planning and daily tasks come together. It’s the control center for setting priorities, tracking deadlines across different portfolios, and keeping a clear view of all team deliverables. The “My Tasks” section in the middle is organized into “Upcoming,” “Overdue,” and “Completed.” This reflects strong workload and task management. By grouping tasks by urgency and status, I stay on top of important deadlines and maintain high personal productivity, which is especially useful in fastmoving marketing and agency environments. On the left sidebar, features like Home, Inbox, Projects, Portfolios, and Work show Asana’s full structure. This setup supports scalable project management, letting me organize everything from small tasks to full marketing portfolios in a way that aligns with larger business goals. The Inbox tab highlights Asana’s system for asynchronous communication, keeping conversations, approvals, and updates organized without messy email threads. This reduces confusion and keeps all decisions in one place. 4 G I R B M O T H 5 I OR E M A The image (page 5) shows the Project Foundation Stage inside Asana. It features a new workspace titled “LEADWAY PARTNER ONBOARDING WORKFLOW” in List View. This early setup stage is important because it's where sections, tasks, and dependencies are defined to turn an idea into a workable plan. The project name at the top reflects structured workflow design. Using clear, descriptive titles is a key part of knowledge management, helping anyone who opens the workspace immediately understand the project’s purpose. This makes cross-functional alignment much easier. The selected List View, with columns for “Name,” “Assignee,” and “Due date,” shows a clean layout for linear project planning. While boards work well for agile teams, the list format is ideal for milestone tracking and breaking work into sections, tasks, and subtasks. This helps identify the critical path needed to reach launch. The empty “Assignee” column highlights readiness for capacity planning. Once tasks are added, each one can be assigned to a clear Directly Responsible Individual (DRI) to avoid confusion or overload. Finally, the navigation tabs: Overview, List, Board, Timeline, Dashboard, show Asana’s multi-modal project management capabilities. Each view supports different needs, from daily task execution to KPI-focused reporting. 6 G I R B M O T H 7 I OR E M A The image (page 7) shows the execution stage of the Leadway Partner Onboarding project in Asana’s List View. It highlights a structured approach to capacity planning by tracking estimated time versus actual time alongside each task’s due date. This setup supports accurate billable hour calculations and helps measure how efficiently the work is being completed. The “Estimated time” and “Actual time” columns (e.g., 1h vs 40m) reflect strong resource utilization tracking. Comparing planned effort with real effort makes it easier to assess operational efficiency, improve future project planning, and spot tasks that could be automated to save time. The section labeled “Initial Outreach” lists tasks like “Data Information” and “Contact Business Owners.” This shows clear workflow sequencing, where tasks are grouped into stages. Each step must be completed before moving forward, helping maintain a smooth process and preventing bottlenecks. The “Assignee” column shows “Paul” assigned to every task in this phase, which demonstrates role-based execution. Having one Directly Responsible Individual (DRI) ensures full accountability, especially in remote teams, so tasks like “Monitoring for replies” always have a clear owner. 8 G I R B M O T H 9 I OR E M A The image (page 9) shows the Task Detail Pane in Asana, which is the main area used to manage each deliverable. It demonstrates how a basic task can be turned into a full Standard Operating Procedure (SOP) by using the description box, dependencies, and custom fields. This approach keeps execution consistent and ensures every task contains the information needed to complete it correctly. The “Description” field explains the task clearly (e.g., “This section represents businesses that have been initially contacted…”). This reflects strong SOP integration because instructions are placed directly inside the task, reducing context switching and giving any team member immediate insight into the work and its purpose. The sidebar fields: “Projects,” “Dependencies,” “Estimated time,” and “Actual time” support a solid data structure. Setting dependencies ensures that later tasks, such as “Call Schedule,” can only begin after earlier steps like “Data Information” are completed, which maintains process integrity. The bottom part of the panel, which includes comments and assignment history, acts as a live audit trail. Every update, change, or reassignment is automatically recorded. This is important for compliance, accountability, and understanding how the task moved from start to finish. 10 G I R B M O T H 11 I OR E M A The image (page 11) shows a Work Breakdown Structure (WBS) inside Asana for managing a multi-channel marketing campaign. It highlights how larger deliverables; like SMS, Email, and Social campaigns are broken into smaller subtasks, making the workflow organized, detailed, and easy to execute. This setup supports structured campaign planning and smooth collaboration across different team roles. The “SMS Campaigns” parent task is expanded to reveal four subtasks, such as “Track Date of Response” and “Offer them a demo.” This reflects strong campaign granularity, turning broad goals into clear action steps. It helps ensure every part of the customer journey, from the first SMS to the demo offer, is tracked and completed properly. Different assignees are listed across the subtasks, with “Paul” managing tracking tasks and “ybrytee” handling follow-up communication. This shows effective team coordination, allowing each specialist to focus on their part. It also supports parallel execution, so multiple steps of the campaign move forward at the same time. Each subtask also has a time estimate (e.g., “30m” for follow-ups or “2h 00m” for tracking). This helps with cost analysis, making it easier to understand labor costs, measure ROI, and adjust the strategy if a task takes too long for the value it brings. 12 G I R B M O T H 13 I OR E M A The image (page 13) highlights the Collaboration Hub inside an Asana task. It shows how the comment section creates a central space for real-time communication, helping the team share updates, resolve blockers quickly, and stay aligned. This replaces scattered email threads with clear, context-based communication, which makes problem-solving faster and more organized. The conversation between “Paul” and “ybrytee” shows true asynchronous collaboration. By keeping all updates directly on the task, no one needs to search through Slack or email for information, the full history is stored in one place as a single source of truth. The instruction asking for updates to be shared with the team and noting that blockers will be reported reflects strong risk management. Calling out potential issues early supports agile project execution, giving the project lead time to remove obstacles before they affect deadlines. Updates like “marketing working on this section” and reminders about delivery timelines help with stakeholder expectation management. Documenting clear commitments (“on or before the due dates”) builds accountability and transparency, ensuring everyone stays aligned on responsibilities and next steps. 14 G I R B M O T H 15 I OR E M A The image (page 15) shows the Operational Dashboard View used for partner onboarding. Instead of just listing tasks, it uses clear visual indicators, like color-coded response tags and collaborator icons, so anyone can quickly understand project progress without opening each task. The "Response Status" colors (Yellow for Acknowledged, Blue for Interested, Green for Committed, Red for No Response) help maintain clean pipeline visibility. With these colors, managers can instantly spot bottlenecks (Red) or strong leads (Green), allowing faster decisions and better resource prioritization. The "Collaborators" column, where tasks like “SMS Campaigns” have icons such as “Pa” or “yb,” highlights team collaboration. It shows that marketing and sales tasks involve multiple people, and everyone gets notified automatically, keeping communication open and responsibilities clear. The “Initial Outreach” area includes completed items like “Data Information” and “Contact Business Owners,” proving the workflow follows a step-by-step structure. Bigger milestones only move forward when all subtasks are done, ensuring strong quality control. 16 G I R B M O T H 17 I OR E M A The image (page 17) breaks down the Campaign + Tracking phase, showing how SMS, Email, and Social campaigns are divided into smaller actions with owners and deadlines. Time entries like “30m” or “2h 30m” give insight into efficiency and help calculate the cost per interaction. Seeing different results across channels (e.g., Email No Response vs. Social Committed) also supports quick channel performance decisions to improve ROI. 18 G I R B M O T H 19 I OR E M A The image (page 19) shows the Executive Summary View of the project workflow. With the use of collapsed toggles, it provides a clean, high-level overview of the full customer journey, from “Initial Outreach” all the way to “Declined Proposal.” This view is designed for easier strategic planning and reporting because it removes daily task clutter and focuses on the main project stages. Each collapsed section, such as “Initial Outreach,” “Campaign + Tracking,” “Kick-off Phase,” and “Active Partners,” reflects the project’s lifecycle structure. It follows the same flow as a typical Customer Journey Map, helping stakeholders quickly confirm that every important phase is properly included in the workflow. The simplified interface, where sub-tasks are hidden until expanded, shows how the layout supports management-friendly UX. Leaders don’t need to see every small task, they need a clear roadmap. The toggle design allows layered information, making top-level decisions faster while still keeping details available when needed. The final section, “Declined Proposal,” is intentionally included to ensure full-cycle tracking. Capturing lost deals is important for accurate churn analysis and helps keep the pipeline clean by preventing inactive or dead leads from remaining inside active stages. 20 G I R B M O T H 21 I OR E M A The image (page 21) shows the Kanban Board View in Asana, built to mirror a tested lead-management workflow. It demonstrates how I translate agile processes (originally created in Trello) into Asana’s stronger, enterprise-level system. This board clearly maps the full customer lifecycle, from first contact to active partnership. The columns labeled CONTACTED, INTERESTED, ONBOARDING, and LIVE show how the workflow scales. While the layout feels similar to Trello, replicating this on Asana add more advanced features like custom automation rules, dependencies, and portfolio-level reporting. This proves I can migrate existing pipelines into more powerful platforms without disrupting daily operations. In the LIVE column, card covers with brand logos (such as “Aspire Los Angeles”) help create a clear visual hierarchy. Using visuals for active accounts separates revenue-generating clients from early-stage leads, making it easy for teams to see which partners need priority and where the portfolio stands. The columns UNDECIDED and DECLINED show the importance of keeping full pipeline history. Tracking stalled or lost deals supports better churn analysis, post-mortem reviews, and more accurate targeting. Matching this structure with the earlier Trello version displays strong platform agility, proving I can apply the same SOPs across different tools while maintaining efficiency and clarity. 22 G I R B M O T H 23 I OR E M A The image (page 23) shows the Inbox Command Center in Asana. It brings all project activity into one place, including task assignments, status updates, and collaborator actions. This makes it easier to stay organized and maintain operational transparency, so no important update gets lost in a busy workflow. The “Activity” feed displays updates like “Paul added new tasks” and items such as “Reasons for decline” or “Maintain a Positive Relationship.” This reflects workflow synchronization. Instead of checking multiple emails or apps, the Inbox acts as a single source of truth for all project movement. It helps the team respond quickly to new tasks and stay aligned on current priorities. There are updates showing when collaborators are added or when tasks are marked complete. This supports collaborative synergy by tracking handoffs between team members. When someone finishes a task I depend on, like “Address questions” I can immediately start the next step, reducing delays and improving productivity. The task list includes simple action icons (like thumbs up and comments) and blue dots for unread updates. This encourages agile responsiveness, allowing quick reactions without switching tools. These small interactions help reduce context switching and keep the project flowing smoothly. 24 G I R B M O T H 25 I OR E M A The image (page 25) shows the Permissions & Sharing panel, where the project team is built and managed. It helps control who can access the workflow and how much influence they have over the project. This is important for proper resource management and maintaining strong data governance. The “Invite with email” field and the list of current members (like “Paul” and “ybrytee”) demonstrate team scalability. New teammates, whether internal staff or external contractors, can be added quickly through email. This makes it easy to fill resource gaps and support changing project needs without slowing down the workflow. The permissions dropdown offers roles such as “Project admin,” “Editor,” “Commenter,” and “Viewer.” This supports strong data security. Everyone is added with the right level of access. Core team members may get editing permissions, while other stakeholders can be limited to viewing or commenting. This protects the structure of the project and prevents accidental changes. The “Guest” label next to ybrytee@xxx shows client or vendor integration. It allows external partners to collaborate safely without giving them full access to the company’s workspace. This maintains confidentiality while still providing clear, transparent communication and updates. 26 summary Asana Workspace for Lead Tracking and Campaign Planning Overall, these examples show a well-rounded skillset that connects technical setup with real operational strategy. Through strong capacity planning, proper role-based permissions, and structured campaign frameworks, I build systems that improve team efficiency. This ensures complex tasks and marketing deliverables are not only tracked properly but also optimized for better performance, faster execution, and stronger results. 28 thank you Appreciate you reading through.