My reason for using Asana is to have a tool which consolidates the tasks of my team. This transition to Asana will only be effective if, and only if, all tasks are in Asana. This means that it should be considered as the central hub of all our processes, a single source of truth. Having a separate tool is disastrous and very inefficient.
This transition is somewhat a journey for us. It didn’t happen overnight. It took us months before our use of Asana stabilized. And honestly, the transition is still on going. A lot of other processes, workflows, and excel checklists are still being integrated in Asana.
Now, I understand that it’s easy to use OneNote and Excel for note taking. They are fully featured (e.g. text formatting, tables, images, graphs, etc.) However, if, in the end, your goal is to track all tasks easily, and you are burdened with the fact that tasks are scattered across different tools, then my advice to you is to slowly convert those documents that you use into Asana tasks/projects. For the other features that you need, perhaps there are other alternatives available. Know that there are so many tools which can be integrated with Asana.
One perfect example:
Our team has a review process where we fill up an Excel sheet with a list of review points. For each review point, we mention what needs to be changed/clarified. Sometimes we even add screenshots as a supporting reference. We have these documents stored in SharePoint.
It is difficult to track the completion of each review point. Either the reviewer asks the reviewee if the task is complete or the reviewee notify the reviewer directly.
Each review point was converted into a subtask of a Code Review task. The Code Review task is assigned to the reviewer, and the subtasks (review points) are assigned to the reviewee. This way, the reviewee can simply mark the review points as complete, and the reviewer is automatically notified.
In Excel, you can simply paste an image from the clipboard to the sheet.
In Asana, this is not supported. The image has to be saved as file manually, then uploaded to the task. We’ve been only using the Windows and/or OneNote’s Snipping Tool.
Use another snipping tool (Greenshot or Screenpresso). Every screenshot is automatically saved as a file, ready to be uploaded. And as a bonus, both tool has their own image editor which makes it easier to annotate. (we had to do it via MS Paint before)
Since these review documents are stored in Sharepoint, it takes some time to download and reupload (in case of changes).
No need to download and reupload files. Everything is available for viewing and modification in Asana.
Try as much as possible to Stick to a single tool.
If you need to track tasks, stick to Asana. Any other task tracking tool you use will make your life difficult.
And don’t forget that there are so many applications available. Don’t limit yourself with MS apps.