Video production calendar

How to create a video production calendar in Asana

There are a few ways to create your video production calendar:

  1. Import an existing spreadsheet where you currently track video production work.
  2. Create a new project in Asana. Choose Board View to visualize video progress through production stages. Board columns will represent the various stages of video production (e.g., scripting, production, editing, and promotion), with tasks representing each video.

GIF demonstrating how to create a new project in Board View

Tips for managing your video production calendar

1. Create template tasks to jumpstart work

The videos your team produces will likely follow the same process. By creating a template task with subtasks to capture the entire video production workflow, you can ensure every creator is following the same steps. Once you’ve set up your template task, encourage creators to duplicate the task when they’re creating a new video task in Asana.

SCREENSHOT of a template task

Use dependencies between subtasks to make sure handoffs are clear and happen at the right time. With dependencies, subtask owners will be notified when their work is ready to be kicked off, so you can ensure a smooth production process.

SCREENSHOT of how to make a task dependent on another

2. Use custom fields to capture video details

Custom fields make it easy to track details on each task—like priority, video topic, progress, and more. With custom fields, you can track the same information across all of your videos. That way, anyone checking out the project can see pertinent video information.

For the video production process, it’s especially helpful to add the following custom fields to your project:

  • Progress: Create a progress custom field to track where your video currently is in the production process. In this case, your progress custom field would be a drop down, with options like Scripting, Filming, Editing, and Post-production.
  • Video topic: If you frequently create videos, use a video topic custom field to track what type of video you’re creating (e.g., Educational, Informational, Promotional, Advertisement).
  • Final file URLs: Once you’re ready to distribute your video, you need a way to share the final file URLs with cross-functional stakeholders. Create a URL custom field so everyone tackling promotion can easily find the relevant files, without searching through task comments and subtasks.

3. Simplify reviews with Approval tasks

Throughout production, you’ll need to get approval from stakeholders on your work. Approval tasks make it simple for stakeholders to provide feedback. Stakeholders can approve, request changes, or reject work with the click of a button.

SCREENSHOT of an Approval task

Tips for reporting on the video production process

1. Visualize your production calendar in different ways

Boards View is a great way to track video production work through stages, giving you insight into where each video is. But you or your teammates might want to explore other views.

SCREENSHOT of a project in Boards View

  • List View is the best way to filter and sort by assignee and custom fields to help you assign out work or see videos by topic.
  • Timeline View is ideal if you’re trying to determine your video production schedule. You can easily drag and drop videos onto the timeline and adjust deadlines as needed.
  • Calendar View is great if you need to see when videos will be ready for distribution and gauge your video editorial calendar. This view is great for cross-functional collaborators, like your social media team or content lead.

GIF of the project in List, Timeline, and Calendar view

Once you find the project view that’s best for you, you can save that view as default.

2. Report on work and measure progress with Dashboards

Do you currently have a way to track real-time project insights in your current video production process? Visualizing and reporting on data is a breeze with Dashboards. In Dashboards view, you can see any relevant project information—from incomplete tasks to a breakdown of task progress by assignee. With five customizable charts, you can slice and dice data to get easy data insights, instantly.

SCREENSHOT of a project Dashboard

3. Track work across projects with Portfolios

If you’re currently tracking work across multiple projects, get a bird’s-eye view of where everything stands with Portfolios. In the Portfolios overview tab, you can get a quick sense of each project’s progress, and see the most recent status update.

SCREENSHOT of Portfolios

Resources for managing your video production workflow

More of a visual learner? Want to see how our customers manage their video production calendars? Check out these resources:

Resources Link
Case studies Learn how Discovery Digital Studios manages their video production process with Asana.
Connect with Community Attend an upcoming training or start a thread on our community forum 

Log in


Forgot password?

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.

Sign up

Please use your work email address, so we can connect you with your team in Asana.

Try Asana for free

Please use your work email address, so we can connect you with your team in Asana.

Start your free trial

Please use your work email address so we can connect you with your team in Asana.

Start your free trial

Please use your work email address so we can connect you with your team in Asana.

Get Asana Premium

Please use your work email address, so we can connect you with your team in Asana.

Get Asana Business

Please use your work email address, so we can connect you with your team in Asana.

Oops, we couldn’t sign you up!

We tried, but there was a problem creating your account. Please close this window and try again!

Hey there, we’ve already met!

Sorry, we don’t support this browser

Asana doesn’t work with the internet browser you are currently using. Please sign up using one of these supported browsers instead.

Please login or sign up for Asana to calculate your price


Forgot password?

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.

Hi, it looks like we haven’t met before.

Continue to sign up with .

Choose your language

Selecting a language changes the language and/or content on

Asana Lessons

Learn the Asana basics in less than 15 minutes with these quick lessons


Tasks Lessons

Track all of your work

3 Minutes

My Tasks

My Tasks Lessons

Always know what to do next

3 Minutes


Projects Lessons

Work with teammates

3 Minutes


Inbox Lessons

Communicate even faster

3 Minutes

You can use tasks to track, collaborate on, and organize all your work.

Tasks can be to-dos, ideas, notes, or reminders.

Assign a task to yourself or a teammate.

Press Tab+M to quickly assign a task to yourself.

Add a due date so your deadline is clear.

Add instructions and expectations in the task description field.

Type @ to link to other tasks, people, conversations, or projects.

When you @mention someone, they’ll be added to your task as a follower.

Followers get notified when new comments or attachments are added.

Add anyone who needs to stay up to date on your task as a follower.

They can always unfollow to stop getting notifications on your task.

Add comments to ask questions or give followers updates.

Heart a comment to let followers know you’ve seen it.

Add relevant files or irrelevant GIFs as attachments.

You can also attach directly from Dropbox, Google Drive, or Box.

Create subtasks to break your task into smaller steps.

When you’ve added a subtask, press enter to add another.

Subtasks can contain all the same details as regular tasks.

Click the comment bubble to add comments or attachments to a subtask.

You can create tasks from any screen using your top bar.

Every Task has a unique URL to easily copy and share.

Congrats! Looks like you’re up to the task.

On to the next lesson!

Always know what to do next with My Tasks.

My Tasks is a list of every task assigned to you.

It makes managing your work simple.

Click on your My Tasks list and start typing to add tasks.

Like a text document, add a new line for each new task or paste in any list.

Forward to to turn your emails into tasks.

Asana will translate your email into a task, including your attachments.

New tasks will appear at the top of your list in Recently Assigned.

Tasks you add to My Tasks are private to you.

Click Make Public to share them with your team.

Prioritize tasks as Today, Upcoming, or Later.

Click on the blue dot next to the task, to quickly sort it.

Mark the tasks you’ll have time for Today.

Teammates can view your My Tasks list to see what you’re up to.

They’ll only see tasks you’ve made public or shared in a project (more on projects later).

Mark tasks due within a week as Upcoming so you can see what will be due soon.

On its due date, your task will move from Upcoming to Today.

Just like magic.

Mark tasks due in more than a week for Later.

They’ll be out of your way until their due date approaches.

Your tasks will move from Later to Upcoming a week before they’re due.

Keep My Tasks prioritized to always know what to work on and what’s coming next.

Now you know how to track and plan your work!

Next, learn how to work with your team in Asana.

Work together on groups of tasks with projects.

Projects help you track and organize the steps in a process or initiative.

Like an event plan, product launch, or editorial calendar.

Like My Tasks, simply click and type to add tasks to your project.

If you have your steps in a document or email already, paste in that list.

Add tasks to your project from email.

View your project’s unique email address from the project dropdown menu.

Add your tasks to other related projects.

Tasks can be included in multiple projects.

Add sections to organize tasks in a list project.

Type Tab+N in any task row to create a new section.

Or, add columns to organize tasks in a boards project.

Drag and drop tasks between or within columns to reorder.

Assign your tasks and set due dates.

Never miss a deadline with your project calendar.

Drag and drop tasks on your calendar to change their due dates.

Add everyone who needs to stay updated on your project as members.

Project members will get notified of new conversations, statuses, and tasks.

Post conversations to make announcements or start discussions.

Your post will be sent to all project members.

Use Progress to see how your project is moving forward.

Set a project status to update your team on how it’s going.

The Project Owner will be reminded to set a status once a week.

Open and organize projects from your sidebar.

Favorite projects to pin them to the top of your sidebar.

Click the star button on the left of your project name to favorite it.

Create new projects from any screen using your top bar.

Now you can move projects forward with your team.

Just one more lesson before you dive in.

Communicate and coordinate faster with Inbox.

Check Inbox to quickly read and respond to your latest updates.

Inbox will notify you when you have a task due…

and when teammates update tasks, conversations, and projects you follow.

Open and respond to updates without leaving Inbox.

Click an update and you’ll have all the context you need to respond.

Archive updates you’re ready to dismiss.

Click the X that appears on the right of an update to archive it.

Open Archive to move dismissed updates back to your Inbox.

Click the arrow that appears on the right of an archived update to move it back to Inbox.

Unfollow tasks or projects to stop receiving updates about them.

In the end, you have control over the updates you receive (or choose not to receive)

When you’re ready, you can turn Asana’s Email notifications off.

Most communication with your team can be more easily managed from Inbox. Just remember to check it often.

Congratulations! Now you’re ready to have a great work day with Asana.