A consulting company in the energy sector with a 20-member team. They have been using Asana for several years and were questioning whether they were maximizing its value. They were considering alternative tools but lacked clarity on where to start.

Unclear on how to fully leverage their paid Asana plan’s features and capabilities.

Some team members are using Excel instead of Asana, creating fragmented workflows.

Concerns over the high subscription cost vs. the value received.

Asana is currently used by the team mainly as a project repository, rather than as an active project management tool.

Desired functionalities for the future: productivity KPIs, team capacity overview, and time tracking for accurate project pricing.

Brought on as a software implementation consultant to guide decision-making on whether to optimize Asana or migrate to a new tool.

We agreed on a 3-phase approach:

Exploration (completed): Mapped business goals, processes, and pain points. Conducted interviews with business line leads to understand usage patterns and challenges.

Deep Dive (upcoming): This phase will focus on engaging with team members to gather detailed requirements and feedback on the current tool setup.

Implementation (upcoming): Finally, I will deliver a tailored Asana optimization or ClickUp migration plan based on the final decision.

Context analysis of Asana usage aligned to business goals and workflows.

Assessment of tool usage across: underutilized features, data structure, scope, and team adoption.

Recommendations for immediate, low-effort improvements.

A full functionality list with underutilized features highlighted.

Comparison of the current Asana plan, a possible upgrade, and a ClickUp alternative, including pricing and implications of each route.

Provided a clear understanding of the ROI of their current Asana license and its limitations. Delivered actionable recommendations for improvement and a side-by-side comparison to guide a strategic decision on whether to optimize or migrate, setting the stage for Phase 2 (Deep Dive).

This initial exploratory phase was completed within a few weeks due to client scheduling, with under 8 hours of direct consultant work.