I Had No Idea I Was Secretly PERFECTING Asana Efficiency!

So I was in the middle of updating an old launch task in Asana when I realized… I had already duplicated this exact process at least five times.

Different projects, slightly tweaked timelines, a few changed subtasks—but structurally? The same.

And no one noticed.

Actually, scratch that—they noticed. But in a good way. Like, “This was so helpful, I knew exactly what to do,” kind of way.

And I thought, huh. Maybe it’s time I talk about this.

How I reuse the structure of everything in my business—without it ever feeling like a copy-paste operation.

Either keep reading or watch the video below:

If you’ve ever opened your project management tool and felt that weird combo of dread + déjà vu, like “didn’t I already build this whole process once before?”... I see you.

And I think you might love this setup as much as my nervous system does.

Why I Systemize (Not Just Repurpose)

Let’s get this out of the way first: I don’t build systems because I love spreadsheets or want to automate my entire life.

I build systems because I hate wasting brain energy trying to remember how I did something last time.

There’s this pressure in the online space to always be creating something “new.” A new launch. A new content strategy. A new workflow every time your offer shifts even a little.

But here’s what I’ve learned: most of the time, you don’t need something new.

You need something repeatable.

With just enough flexibility to adapt, and just enough clarity that you never wonder, “Wait… what’s step two again?”

That’s what I do in Asana.

I don’t just track projects—I create frameworks that can be reused, adapted, and handed off… without the whole team needing a 2-hour onboarding call.

4 Things I Systemize and Reuse in Asana (That Make Everything Smoother)

Here are 4 Things I Systemize and Reuse in Asana (That Make Everything Smoother)

🔁 1. Launch Frameworks

Every time I build a launch plan, I treat it like a kit.

Emails, asset creation, timeline, internal reviews—it’s all templated.

Not in a rigid, robotic way. But in a “why reinvent the wheel when you already built a pretty good one” way.

Instead of starting from scratch, I duplicate the project, adjust the due dates with the timeline feature, and tweak the tasks as needed.

The result? Faster launches, fewer missed steps, and a process that can be handed off without needing my brain to stay glued to it.

💡 Pro tip: In paid Asana plans, you can even set relative due dates so when you use the template, your tasks are automatically assigned in the order they need to be completed to make sure everything stays on schedule!

And without you needing to remember when everything needs to be done. It's a huge time-saver!

📋 2. SOP Libraries That Live Inside Asana

This is one of my favorite shifts I made: Instead of housing SOPs in a Google Doc graveyard, I now keep them directly inside Asana tasks.

That way, when someone’s about to do the thing? The steps are right there—no extra tab, no hunting through folders.

✨ Example: My “How to set up a new product in Thrivecart” SOP doesn’t just live in theory.

It lives in a task, with relevant links, a video, and all relevant information.

Reusable every time I launch something new.

Over time, these tasks become more than checklists—they become operational anchors. And they’re so much easier to maintain when they’re part of your actual workflow.

📨 3. Evergreen Email Assets Inside Projects

Okay, I don’t claim to be a marketing genius. I’m not the one analyzing open rates or testing subject line formulas.

But what I am good at is organizing evergreen content in a way that makes it easy to reuse.

I keep my best-performing emails tagged and housed inside Asana, linked to the relevant product or offer.

That way, when I need to update a nurture sequence or schedule a soft promo, I already have a bank of messages that are written, formatted, and ready to go.

If you want to see how I actually set this up—the exact systems I use in Asana to organize and reuse content, emails, checklists, and offers without the chaos—I made a course that walks you through it all.

It’s called Content on Repeat, and it’s my favourite kind of resource: not a strategy course, just a clear step-by-step breakdown of how to build your own content and repurposing system using paid features in Asana.

This has been highly requested to see how I use the paid features to organize my content systems in Asana, and I'm so happy to hand over all my secrets in this course!

No pressure to grab it. But if your brain is craving structure and simplicity? This might be a great fit for you.

💬 4. Client Questions as Content Seeds (Captured in Asana)

Instead of scrambling for new content ideas, I use real conversations—client questions, DM threads, Voxer rambles—and pop them straight into my Asana content project.

Each one is tagged by topic, with a quick note on where it came from or bullet points to remember what the content is actually about.

Some become email topics. Others turn into YouTube videos, FAQs, or even offers.

This isn’t about “strategic repurposing” or optimizing for engagement. It’s about noticing the questions that come up again and again—and giving them a home.

Why It’s Not “Cheating” to Reuse Your Systems

A lot of people worry that using the same setup or task list feels like… uninspired or boring.

But honestly? Systems don’t make you robotic. They make you reliable.

They let you focus on the part that actually needs your attention—without getting lost in logistics every single time.

✨ Think of it like this:

You don’t want your brain to spend energy on “where’s that link again?”

You want it focused on how this offer serves someone differently than the last one.

Consistency in the backend creates clarity on the frontend.

And repetition? That’s not cheating. That’s how you get known for something.

How to Start (Even If You Feel All Over the Place Right Now)

Let’s say your Asana is chaos. You’ve got old projects with no due dates, floating tasks with no context, and everything lives under “Later.”

I’ve been there.

✨ Here’s a gentle way to begin:

• Duplicate one project you’ve used before (even if it’s messy).

• Rename it, clean it up just enough, and save it as a template.

• That’s it.

You don’t need 27 dashboards or color-coded workflows right now.

You just need one system that saves you from starting over next time.

Even if it’s imperfect.

The win is having something to repeat—so your brain doesn’t have to rebuild it every time.

So that’s my approach.

Just systems that let me reuse what works—without the burnout.

If you’ve been waiting for permission to simplify? Consider this it.

And if you want the whole system, with templates and examples?

Content on Repeat is waiting for you.

No hype. No pressure. Just structure, clarity, and a calmer way to work.