Streamline your intake process

To handle urgent requests, establish a clear process for escalating them in your intake process. Decide what counts as urgent, who can approve changes in priority, and how current work might need to be adjusted. This keeps urgent projects visible and helps avoid disrupting planned work without proper review.

Track metrics such as the number of requests, the number approved, the time to review, and the time to finish projects. Also, watch the workload and backlog size to find bottlenecks. These numbers help you improve your process and keep work moving smoothly.

An effective project intake process isn’t just about tracking requests—it also requires follow-through. Asana brings your entire workflow into one platform by letting you track requests in one hub, and then prioritize and assign action items in the same place. That means nothing falls through the cracks, and teams have full visibility into the request process from start to finish.

Look for software that allows you to collect, prioritize, and follow through on work requests in one place. A good project intake tool includes automations to eliminate manual work. It should also give leaders and teams total visibility into work status and progress, so they can adjust resourcing as needed.  The best way to know if a project intake tool is right for you is to try it. That’s why anyone can try Asana for free. Try Asana today.

Project requests can be standardized by using Forms (including AI-generated labels) to collect structured info, map responses to custom fields, and trigger automations.

Yes, intake can be standardized across teams by building intake Bundles/templates to apply forms, custom fields, and rules organization-wide.

Yes, requests can be routed to different teams by using Rules triggered by custom field values to assign or move tasks/project based on form input.

The intake backlog can be managed by using Board view with custom fields, sections for status, and Rules to auto-assign, tag, and move requests.

Yes, intake submissions can be prioritized automatically by using dropdown custom fields + Rules or formula fields to score and rank incoming requests based on form responses.

Yes, subtasks or tasks can be triggered on intake by using Rules to add subtasks to form-submitted tasks, which convert into their own tasks when multi-homed.

Yes, form responses can populate custom fields as form questions can map to custom fields and then feed automation rules based on those values.

Yes, intake metrics can be exported as Dashboards automatically chart form responses, submission volumes, and backlog trends.

Yes, intake layouts can be reused as templates by building flows (Forms+Fields+Rules) and grouping them into Bundles/templates for reuse.