Several Asana instances merged into one

The situation

Teams in different countries had grown on their own Asana instances. Licences, rules and conventions differed from one instance to the next, and leadership had no single view of the work.

What I did

• Mapped every instance: teams, projects, portfolios, licences and owners.
• Defined one target structure for teams, naming and access, agreed with each country.
• Planned the migration in waves, with an email sequence for every audience.
• Wrote a user guide so people knew exactly what would change for them.
• Supported teams through the switch and afterwards.

The result

More than 400 people now work in one Asana organisation, with shared conventions, central licence management and one view of work across countries. [Add a result: licences saved, time to switch, adoption.]