How I Manage Multiple Clients in Asana as a Virtual Assistant & Website Designer

Managing multiple clients simultaneously can feel overwhelming, but the right system makes all the difference. As both a virtual assistant and website designer, I've developed a workflow in Asana that keeps me organized, on schedule, and ensures nothing falls through the cracks. Today, I'm pulling back the curtain to show you exactly how I use Asana to manage my business.

Brand new to Asana? Check out my comparison post on ClickUp vs. Asana to get familiar with the platform first.

I'll be honest—I'm sure I'm not even utilizing Asana's full potential, but what I've set up works beautifully for juggling several projects at once. The key is having two distinct templates: one for website clients and one for virtual assisting clients.

My Asana Setup: Two Templates for Two Types of Work

The foundation of my system is simple: separate templates for separate services. This keeps everything clear and ensures I'm following the right process for each client type.

Website Client Template

When I onboard a new website client, I immediately create their project from my website template in Asana. Then I customize it by adding all the essential details I'll need quick access to throughout the project:

What I Add First:

• Onboarding call notes – Including any AI-generated notes so I can quickly reference what we discussed

• Google Drive folders – Direct links to any shared folders for instant access

• Branding elements – Their colors, fonts, and logo (if they have one)

• Client questionnaire responses – Everything they filled out during onboarding

• Inspiration sites – Any websites they loved and want to pull inspiration from

The main goal here is creating a one-stop hub where I can link to anything and everything I might need.

My Website Task Checklist:

This is where the magic happens. My website client template includes every single step I need to complete to create a website from scratch. And I mean every step. This checklist is LOOOOOONG, but I absolutely love it because it helps ensure I don't miss a step.

Depending on the specific project, I might check off tasks that aren't needed, but having that comprehensive list ensures no minor detail gets overlooked. Each task gets assigned a due date, which keeps me on track and the project constantly moving forward.

Virtual Assisting Client Template

Virtual assisting work is different for every client, so my template here is more flexible. I organize each VA client's project into three main categories:

1. Ongoing Tasks These are the monthly recurring tasks that need to be completed every single month. Think social media scheduling, newsletter prep, administrative tasks—anything that's part of the regular routine.

2. One-Off Tasks These are the random projects my clients need done that don't fit into a regular pattern. Maybe it's research for an upcoming launch, organizing a specific folder, or setting up a new system. These tasks come and go as needed.

3. Resources This is my quick-reference section where I store anything that might be helpful:

• Branding information (colors, fonts, logos)

• Notes from our calls

• Their website link

• Social media handles

• Passwords or access information

• Literally anything else I might need to reference

Just like with website projects, every task gets assigned a due date.

How This System Keeps Me On Track Every Day

The beauty of this setup is what happens when I log into Asana each day. I see all the tasks that need to be completed that day and what's coming up on the horizon. This daily dashboard view keeps me on track with everyone and ensures nothing gets missed, no matter how many clients I'm juggling.

Having everything organized by template and client type means I can switch contexts quickly without confusion. I know exactly what system to follow for each type of work, and all the information I need is just a click away.

The Bottom Line

Managing multiple clients doesn't have to mean drowning in chaos. With the right Asana setup—clear templates, thorough checklists, and everything linked in one place—you can stay organized, meet deadlines, and deliver excellent work without the stress.

I hope you enjoyed this little behind-the-scenes look at how it all works and how I manage several clients at once. If you're feeling overwhelmed with your own client management, consider creating templates like these. They've been absolute game-changers for my business! And if you'd like help setting this up, that's exactly the kind of project I can do for you! Please reach out by booking a discovery call and we can chat about how I can set up your systems and get you feeling more organized.

Have questions about my Asana setup or want to know more details? Drop a comment below—I'd love to hear from you!