How and why to add collaborators to tasks in Asana
I’ve been using Asana for years to organize my business, and trust me, adding collaborators is a simple yet powerful way to improve teamwork and accountability.
Today, we’re talking all about adding collaborators to tasks in Asana.
If you’ve ever felt overwhelmed trying to keep everyone informed or struggled with communication gaps in your projects, this post is for you.
I’ll show you why this feature is so important, how to use it, and some tips to get the most out of it.
Either keep reading or watch the video below:
What is a collaborator in Asana?
This is a question I hear all the time, even from people who have been using Asana for months! Sometimes, people get a little overexcited and start adding everyone as a collaborator on all the tasks—or at least way too many.
While the intention is good, this can quickly lead to notification overload. And when that happens, people start ignoring their task notifications altogether because they can’t sort through all the noise to find the important updates.
On the other hand, I also see clients not using this feature at all, which causes them to missed out on some of the benefits of streamlined communication within Asana.
So here’s the short version to help you understand: Add collaborators when you want them to get notified in their Asana inbox about that specific task. It’s not about the entire project—just that individual task.
Here’s another important thing to know: Adding someone as a collaborator doesn’t necessarily affect their access to the task. If they already have access to the project, they can still see the task, check updates, and even find it through the search bar. Collaborators are just about notifications.
When should you add a collaborator?
Use it when you want someone to be notified about things like:
A comment being added.
An attachment being uploaded.
The task being moved to a new section.
The task being marked as complete.
The due date changing.
Think about your own Asana inbox for a second. Are you getting more notifications than you actually need? Are you getting updates on tasks that aren’t relevant anymore or just don’t require your attention?
If so, it’s time to remove yourself as a collaborator from those tasks—and let this guide how you decide who to add as collaborators in the future.
Why Add Collaborators to Tasks?
Before we jump into the “how,” let’s talk about the “why.” Why should you add collaborators to tasks in the first place? Isn’t assigning tasks enough?
Well, for example, if you’re working on a team project, and each person has their specific tasks, you assign the task of designing a new website banner to your graphic designer, but your content writer and marketing manager also need to provide input.
If they’re not included in the task, they might miss updates, feedback, or deadlines—and your project timeline gets delayed.
This is where collaborators come in. Collaborators are anyone who needs to stay informed about the task but isn’t directly responsible for completing it.
They’ll receive updates, be notified about comments, and have access to all the details they need—without having to chase people for information.
So next time you're launching a product, don't skip adding collaborators to your tasks. If you just assign tasks to team members but don't add collaborators, your marketing team could miss a key update, which could delay the email campaign by a week.
Once you introduce the habit of adding collaborators, everything will run like clockwork. No more missed updates or frantic last-minute fixes.
How to Add Collaborators in Asana
Now that you know the “why,” let’s get into the “how.” Adding collaborators is straightforward and takes just a few clicks.
Here’s how:
Open the Task
Find the task you want to work on and click to open it.
Locate the Collaborators Section
On the right-hand side of the task details pane, you’ll see a field labeled “Collaborators.”
Add People.
Start typing the name or email address of the person you want to add. Asana will show suggestions based on your workspace members.
Confirm.
Once you’ve added their name, hit “Enter,” and they’ll be notified about the task.
You can also add collaborators when creating a new task, so you don’t forget to include them later.
And then remember I mentioned that if you are receiving too many notifications about tasks that you no longer need to be kept in the loop on? You can remove yourself as a collaborator at any time really easily also.
All you have to do is go into the task and click the little "x" where your photo is in the collaborators section.
Best Practices for Adding Collaborators
Now that you know how to add collaborators, let’s talk about best practices to make the most of this feature.
Be Selective
Don’t add everyone as a collaborator to every task. Only include those who truly need to stay in the loop to avoid overwhelming your team with notifications.
Use Comments Effectively
Encourage collaborators to communicate directly in the task comments. This keeps all updates and discussions in one place and reduces the need for separate emails or meetings.
Set Expectations
Let collaborators know why they’ve been added.
For example, you can add your clients as collaborators to keep them updated on progress without overwhelming them with unnecessary details. But make sure they know what to expect and that they need to look for notifications in their inbox and answer any questions in the task comments. It makes the client feel involved while maintaining a clear workflow for the team.
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Bonus Tip: Collaborators for Remote Teams
Here’s a bonus tip: Collaborators can be a lifesaver for remote teams, especially when working across time zones.
For example, let’s say your team is spread across North America, Europe, and Asia. By adding collaborators, team members can see updates and progress asynchronously without waiting for a team meeting or live check-in.
Scenario:
Imagine a task for creating a sales pitch deck. The graphic designer in Europe completes their part during their workday, marks it as done, and leaves a comment for the copywriter in North America.
When the copywriter starts their day, they already have all the information they need to continue without delay.
This simple system creates a smooth workflow, saves time, and ensures accountability.
Common Mistakes to Avoid
Let’s wrap up with some common mistakes to avoid when using collaborators in Asana:
Adding Too Many Collaborators
Avoid adding people who don’t need to be involved. Too many collaborators can lead to confusion and notification overload.
Ignoring Notifications
Make sure your team knows how to manage their Asana notifications. Missing updates defeats the purpose of having collaborators.
Not Following Up
Remember, adding someone as a collaborator doesn’t mean they’ll automatically take action. Use comments to nudge or provide clarity when needed.
And there you have it—everything you need to know about adding collaborators to tasks in Asana and why it’s so beneficial for managing your projects and improving communication.
