Case Study: YMCA Victoria transforms project management, reduces email, and saves time with Asana

YMCA Victoria’s marketing team transforms project management with Asana

YMCA Victoria, a not‑for‑profit serving Victorians since 1853 with about 6,500 staff across 178 locations, tasked its 43‑person marketing team with creating and managing 70+ new websites while maintaining daily programs. Moving into a centralised department revealed gaps: siloed ways of working, unclear task ownership, excessive email and status reports, and time‑consuming manual reporting.

The team adopted Asana as a single work‑management system — using multi‑project tasks, Timeline, Portfolios, Forms and Rules — to standardise requests, automate assignments and visualise workload. The change cut email and duplicate data entry, saved four steps per request and about one hour a week in reporting, increased transparency and reduced stress, and freed time for strategic work so the team could meet KPIs on schedule.

YMCA

Josh Russo

Digital Optimisation Manager