Hi Asana users and AI enthusiasts 
At iDO, we’re a team of Asana consultants, and Asana is at the heart of everything we do. We rely on it to manage our meetings, streamline marketing efforts, content creation, and even run our entire CRM & Sales workflow efficiently.
In 2025, our Goal is to reach a new level of efficiency with the help of AI Studio and I have to say the first results have been already quite impressive!
Over the past months, with my fantastic colleagues Bastien Siebman, Kelsea Lopez and Julien RENAUD we have implemented multiple AI-powered Agents to streamline our internal processes.
And to see if we are on the right track, we have started to evaluate the real impact of these AI teammates—not in financial terms (yet), but in terms of time saved first.
Sharing is caring
Below is a detailed breakdown of some of the AI agents we’ve used – how much time they’ve saved us, where they’ve added value and even the exact prompts we use, complete with screenshots!
AI-Powered Agents at iDO
Basic Automations
#1 Standardize Task Titles
Function: Standardizes naming conventions for certain items, improving clarity and consistency across projects.
Problem Solved: In the context of one of our key project (the Asana Roadmap we follow carefuly), we want to make sure of the naming consistency. AI automatically renames items according to predefined rules.
Time Saved: Medium 
Monthly Gain for the team: 60 min / month
➡️ See screenshots
➡️ See the associated prompt
”
Impact” field value is “
Minor (not tracked)”, then the “impact emoji” added is 
AI” then the “AI emoji” added is #2 Status Update Standardization (with Asana Smart Status)
This use-cases leveraged the feature Smart Status (not AI Studio)
- Function: Standardizes engagement status updates across projects, keeping teams aligned.
- Problem Solved: Our Clients’ projects updates were manually inputted and often inconsistent. AI now ensures uniform updates across all projects and for all iDO consultants.
- Time Saved: High
- Monthly Gain for the team 200 min / month
➡️ See screenshots
➡️ See the associated prompt
This prompt is the Version 1.2 – make sure that’s the correct one in the prompt name: 
Project status update on Strategic Clients – version 1.2 or copy the new version from the task linked.
”
for quotes, 
for sessions, 
Information Organization
#3 Alfred – Clean Up Dictated Tasks
- Function: Automatically processes and refines tasks dictated (voice) through the iOS app, ensuring they are structured, clear, and categorized properly.
- Problem Solved: Dictated tasks often contain unnecessary words, lack structure, or need prioritization. AI improves task clarity and categorization, making tasks actionable and well-organized.
- Time Saved: High
- Monthly Gain for the team 100 min
➡️ See screenshots
➡️ See the associated prompt
#4 Consolidate Information in Our Large Knowledge Base
- Function: Identifies and consolidates key features across multiple knowledge sources, making information retrieval easier.
- Problem Solved: Previously, searching for specific features in large knowledge bases was time-consuming. AI automates and structures the process.
- Time Saved: Low
- Monthly Gain: 30 min
➡️ See screenshots
Asana as a CRM
#5 Triage Contact Form Incoming Requests
- Function: Automatically categorizes lead form submissions based on urgency and type, ensuring rapid and accurate responses.
- Problem Solved: Previously, form submissions were manually sorted, leading to delays. Now, AI prioritizes and routes them instantly.
- Time Saved: Medium
- Monthly Gain for the team: 60 min/month
➡️ See screenshots
➡️ See the associated prompt
#6 Enrich Leads with Industry and Size
- Function: Extracts and enriches lead information based on company industry and size, providing valuable insights for sales teams.
- Problem Solved: Instead of manually researching each lead, AI provides instant enrichment, improving decision-making and outreach efforts.
- Time Saved: Medium
- Monthly Gain for the team: 40 min/month
One-time Cleanup: 1000 min
➡️ See screenshots
➡️ See the associated prompt
Coca Cola [5S][O]”, that means the company is “Coca Cola”)
Domain” contains the company website domain
Industry”
Size”#7 Extract Information from Uploaded Documents (Like Invoices)
- Function: Extracts and organizes subscription dates from documents like invoices & expenses, reducing manual input.
- Problem Solved: Finance teams no longer need to read invoices and manually input values, AI automates this crucial task.
- Time Saved: High
- Monthly Gain: 100 min
➡️ See screenshots
➡️ See the associated prompt
Asana for marketing
#8 Translate Content Automatically [Asana for Marketing]
- Function: Translates and adapts marketing content for different regions, eliminating language barriers and manual translation work.
- Problem Solved: Ensuring content consistency across different languages and markets required external tools and manual adjustments. Now, AI automates the process efficiently.
- Time Saved: High
- Monthly Gain for the team: 100 min/month
➡️ See screenshots
➡️ See the associated prompt
Summary: Total Time Saved
| AI-Powered Agent | Time Saved: |
Total Time Saved |
|---|---|---|
| Standardize Task Titles | Medium |
60 min/month |
| Status Update Standardization | High |
200 min/month |
| Alfred – Clean Up Dictated Tasks | High |
100 min/month |
| Consolidate Knowledge Base | Low |
30 min/month |
| Triage Contact Form Requests | Medium |
60 min/month |
| Enrich Leads with Industry and Size | Medium |
40 min/month + 1000 min (one-time) |
| Extract Data from Uploaded Documents | High |
100 min/month |
| Translate Content Automatically | High |
100 min/month |
| TOTAL | 690 min/month = 11,5h |
Key Takeaways
The impact varies based on workflow frequency, but AI proves to be a valuable time-saver!
We are a relatively small team (about 15 people) but the bigger your operation is, the more time you can save.
We’re just getting started with AI-powered teammates— and more workflows are already being tested 
In that first analysis, we haven’t calculated the complete ROI. This would be based on our cost of work as well as the costs saved, like “software costs” (when AI Studio replaces a 3rd party paying subscription), or the additional business opportunities created by those workflows.
Looking forward to your thoughts and feedback!
PS: feel free to “steal our prompts”, use them, improve them, and share your progress with us
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