You probably spend a lot of your time at work sitting in meetings and not getting things done. Many of these meetings will be inefficient and leave you without tangible next steps. With Asana, you’ll walk into meetings knowing what to discuss, and walk out knowing what’s next.
Follow these suggestions to lead effective meetings using Asana:
1. Create projects for meeting agendas
Create an Asana project for every meeting, whether it’s a one-time meeting or a weekly event. These projects will become your meeting agendas.
Want to skip the setup? Create a project with our meetings template in Asana.
2. Share projects with meeting attendees
Add all meeting participants as project followers. Then, everyone can add discussion items as tasks leading up to the meeting.
3. Add tasks for each discussion topic
As you think of topics you’d like to discuss, add agenda items to the project as tasks. You can create new tasks, or add existing tasks) to the project. Since tasks can live in multiple projects, you won’t have to duplicate them; instead, remove them from the agenda project once the topic has been covered.
Agree on team conventions to make crowd-sourcing discussion topics a more streamlined process.
4. Review and prioritize discussion items before the meeting
Before the meeting, review and prioritize the agenda topics (the tasks in the project). Simply drag tasks to put them in the right order. You can also group items into sections like “New Discussion Topics” and “Standing Agenda Items.” Then, your teammates can review the project in advance to find out what will be discussed at the meeting.
Consider creating a section for topics that will be covered in a future meeting so they’re top of mind when you’re creating the next week’s agenda.
5. Use Asana during the meeting
Display the Asana project during the meeting (we use a projector), so you and your teammates know what’s being discussed and what’s coming up next. Task row numbers help meetings along by letting you quickly direct your teammates’ attention to specific tasks. To activate: go to My Profile Settings and choose “Display.”
Need to distribute meeting minutes? Create a task within the Meeting Agenda project (under the Meeting Minutes Section) and designate someone to take minutes in the task description. Document action items as subtasks. Share minutes by adding followers to the task.
6. Assign next steps during the meeting
Mark tasks complete as they are discussed, or assign follow-up work to the appropriate teammate. We recommend creating and assigning tasks during the meeting, as you agree on next steps. This will ensure every teammate knows what to do next as soon as they leave the meeting.
Discuss ideas, not status updates. Instead of spending meetings discussing where tasks stand, use Asana to get status updates. Search for recently completed tasks and upcoming tasks for all of your teammates, and favorite the Search View. You can check this any time, and you won’t need to spend time asking your team for updates during meetings.
Next, let’s go over how to use Asana for capturing and organizing ideas and brainstorms.