Asana Workspace Structure and Naming Audit
Review projects, teams, naming and custom fields for consistency.
The Open buttons send the prompt text as currently shown below to that site only when you click. Fill in the placeholders first.
[VERIFY] is an editorial flag, not a blank to fill. Wherever the prompt shows [VERIFY], check that item against a reliable source before you use it.
Review how our Asana workspace is organised. Teams and projects with owners: [PROJECT_LIST]. Naming patterns in use: [NAMING_EXAMPLES]. Custom fields and where they are used: [CUSTOM_FIELDS]. Templates: [TEMPLATES]. Number of archived and active projects: [COUNTS]. Work in three passes. Inventory: count projects by team, status and age. Patterns: group names by the convention they seem to follow and highlight outliers. Overlap: list pairs of projects or fields that appear to do the same job, with the evidence. Check consistency of names, near-duplicate projects, fields with overlapping meanings, projects without owners, unused templates and over-complicated structures. Propose a naming convention such as [Team] Project name - Quarter and test it by rewriting ten of my current names in a table. Provide a field dictionary format (field name, purpose, allowed values, owner), an archive rule, a governance rule for creating new fields and projects, and a clean-up schedule that avoids teams' busiest weeks. Estimate the effort of each change in minutes and total it. Return a table with Finding, Evidence, Effect and Fix, then a phased plan: quick wins this week and structural changes this quarter. List teams to consult before renaming anything used in their reports or rules, because changes to shared fields can affect others. Do not recommend deleting anything with history, and mark settings you cannot confirm on our plan [VERIFY]. End with a one-page summary for the workspace owner (five findings, the single most helpful change, and a calendar of changes) and a message to the wider team announcing the new convention and where to ask questions.
Fill in before use
Optional: type your details and the prompt above updates. Nothing is saved or sent.
Replace each bracketed placeholder with your own details, then paste into Any AI or another assistant.
See an example result (fictional data)
Invented counts. 140 projects, of which 38 have no activity for 90 days (27 percent), 22 are near-duplicates of another project (16 percent), and 31 do not follow the naming pattern (22 percent). Example renames: 'Website stuff' becomes 'Marketing - Website refresh - 2026 Q2'; 'Onboarding v2 copy' becomes 'People - Onboarding template - v2'. Plan: confirm owners for the 38 inactive projects, archive those not needed, merge the 22 duplicates, rename in batches of ten. Estimated effort: 9 hours in total.
Illustrative only, made-up data. Your results will differ and must be reviewed.