Meeting agendas

Meetings bring great minds together, but poor planning can make them fall apart, being a drain on time and energy. With Asana, you’ll walk into meetings knowing what to discuss, and walk out knowing what’s next. Keep reading to follow instructions to build your own meeting agenda, or check out more resources in the table below.

Resources for creating meeting agendas Link
A short video Watch How to Asana
Asana-created template Use template
An online course Register for Asana Academy

1. Create projects for meeting agendas

Create an Asana project for any meeting, whether it’s a one-time meeting or a weekly event. These projects will become your meeting agendas.

Plan your weekly team meeting 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

Create sections (or columns if it’s a board project) to organize your agenda items. You can create categories like agenda, follow up, upcoming, and notes.

Before the meeting, review and prioritize the agenda topics (the tasks in the project). Simply drag and drop tasks to put them in the right order.

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.

Examples of meetings you can plan in Asana

You can plan any meeting in Asana, but here are some ideas to get you started:

Follow along with How to Asana

Watch our How to Asana video tutorial to follow along with each step. Subscribe to our YouTube channel for weekly tutorial videos to learn Asana and get even more pro tips.

Don’t get stuck in meetings—lead them with Asana.

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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 New Tasks.

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 : at the end of any task title to make it a 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.