Content calendar

How to create a content calendar in Asana

There are a few ways to create your content calendar. To get started quickly:

  1. Use our content calendar template.
  2. Import an existing spreadsheet where you currently track content work.

How to access all Asana templates

GIF demonstrating how to access templates in Asana from the +button in the top bar

If you’re a free user, prefer to build your own content calendar from scratch, or want general best practices for Asana projects get started with these steps.

Tips for managing and doing content calendar work

1. Visualize all content work in a single calendar (and other ways)

If you’re managing a content calendar, you probably want to see it in a Calendar View. That way, you can see your entire publishing schedule in one place and adjust dates without using a separate tool. Calendar View saves you time, because it’s populated by your existing content tasks with deadlines.

GIF of how to use calendar view in Asana and reschedule on calendar

In general, project views give you different ways to visualize project data, from deadlines on a calendar, to status updates, to seeing all attachments in your project.

SCREENSHOT showing all different Asana project views and tabs

2. Save time and prevent mistakes by templatizing common content processes

Most content teams repeat processes like the drafting and review cycle. Instead of losing time by starting from scratch and potentially forgetting steps or leaving gaps, you can create template tasks that have dependencies.

  1. Create a new task in your content calendar project and name it “TEMPLATE - copy me for new content.”
  2. Add subtasks for the activities you do each time you create the content piece. For example, outline, first draft, review, incorporate edits, publish, share with sales, etc. Create subtasks by typing Tab + s
  3. Ensure stakeholders start their part of the work at the right time by adding task dependencies. Click the ... icon then Mark as Dependent on. Task assignees get notified when the task they’re waiting on is completed so they can begin without repeatedly pinging someone to see if the work is ready or accidentally missing a handoff.

SCREENSHOT of how to create a task dependency in Asana

3. Capture relevant creative brief details and action them faster with forms

Creative briefs help content teams capture important details about an assignment’s goals, audience, and requirements, but they can slow down the creative process if they aren’t completed properly or get lost in a doc. Instead, create a creative brief form that’s directly connected to your content calendar project to ensure your team starts with the information they need (in terms they understand.)

SCREENSHOT of creative campaign project brief form created in Asana

Forms can be submitted by anyone—even if they don’t use Asana—by sending them the form link. Once submitted, the form becomes a task in your content calendar project so it can get prioritized.

When you’re ready to work on the new content piece, create a copy of your content template task. Then paste the creative brief details from the form submission into the task description.

4. Hit deadlines with clearer reviews and approvals

Getting assets reviewed and approved can take longer than needed and requires constant pinging, only to get fragmented feedback. Instead, teams can use Rules and custom fields notifications to move work through approvals clearly and quickly:

GIF approval workflow with custom fields in Asana to show when work is ready or already approved

  1. Add project rules so that tasks automatically get assigned to the right people, completed, or moved to different project sections as they progress.
  2. Use custom fields notifications to keep stakeholders in the loop about progress. They’ll get notified when fields are updated from “Feedback needed” to "Approved," for example.
  3. Reviewers can leave feedback directly on images with proofing. Each piece of feedback creates an actionable subtask so the creator can track and implement feedback as needed.

GIF of image proofing workflow in Asana

5. Prevent duplicate work by tracking content tasks in more than one project

Often times, you aren’t creating content in a vacuum—maybe it’s part of a larger campaign, or work another team is relying on. Without Asana, teams might not be able to see work happening in other projects or initiatives, meaning work gets duplicated or they spend more effort coordinating.

GIF multihome the same task into multiple Asana projects for content calendar and launch project

Instead, you can add tasks to multiple projects to save time—without duplicating work or managing it in different places. It’s the same task across every project you add it to, so all the files and comments stay put, while stakeholders see it in a context that makes the most sense for them.

Tips for reporting on content calendar work and progress

To learn how to create reports to analyze your content production start here.

To get updates on content you’re publishing and its status start here.

Know where your content stands to spot blockers or at-risk work

In order to publish each piece of content on time, editors need to also make sure that everything is pacing properly toward its deadline. By using custom fields for things like “content stage,” “priority,” and “approval stage,” you can sort your project by these categories to check in on content at various stages, and monitor priorities proactively.

SCREENSHOT of advanced search report results in Asana

  1. To sort your project, click the filtering icon in the top right.
  2. Select the custom field you want to sort by.

For example, if a blog task due tomorrow is marked as “not started,” you can @mention the assignee right from the task to see if you need to shift deadlines. Or if a high priority brochure isn’t approved yet, you don’t have to ping everybody in a panic asking if you can print it yet.

Resources for planning and managing a content calendar

More of a visual learner? Want to see how our customers run their content calendars? Check out these resources:

Resources Link
Content calendar template Use template
Video tutorial Watch How to Asana
On-demand course Register for Asana Academy
Case studies See how Discovery Digital Studios, Autodesk, and Hubspot manage their content calendars with Asana
Connect with Community Attend an upcoming training or start a thread on our community forum 
Content calendar tips blog Read blog
Social media calendar tips Read blog

Planning a content calendar in spreadsheets and separate calendars makes it difficult to see deadlines, know content statuses, and keep track of files. Instead, teams can plan, manage, and work on content pieces from one project so they can publish their best work more easily.

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