Host an Asana kickoff meeting
Now that you and a few teammates are using Asana and seeing the benefits of tracking your work together, you might be ready to propose Asana to your entire team. You’ve already done some of the groundwork, so now you can host a kickoff meeting to get the rest of your team on Asana.
Asana kickoff meeting
If you’re ready to get all of your teammates on board, we recommend hosting a meeting with your team to discuss how they will benefit from Asana, and to start everyone off on the same page.
1. Create an Asana kickoff meeting agenda project
Here are the steps we recommend adding to the agenda project (keep reading for more details on each one):
- Explain “Why Asana?”
- Demo Asana features
- Show your favorite features
- Share how you use Asana
- Provide resources
- Establish your timeline and next steps
You can copy and paste the list above into a new Asana project to make each item a task!
2. Explain “Why Asana?”
Before you host the meeting, we recommend taking time to reflect on what your team’s goals are for using Asana, and incorporating them into this part of the meeting. You’ll also want to explain where Asana fits in with the other tools you’re already using.
Explain the benefits of using Asana:
- Have clarity on who’s doing what, by when.
- Spend more time on work, instead of work about work.
- See how your work fits in and contributes to overall goals and objectives.
Next, define how Asana fits in with other tools you use like email, a file sharing tool, or a group chat system. Explain how Asana lets you create structured, actionable work in the form of tasks and projects, collaborate on that work, and measure your progress. It might also be a good idea to provide some real world examples of when you’d use Asana instead of another tool or vice versa (e.g., for work requests, use Asana; for a quick question about where to find a document, use chat).
3. Demo Asana features
Walk your team through Asana’s key features to help you track work effectively, based on your team’s workflows. Be sure to cover the basics like:
- Task details such as assignment, due dates, following, and comments
- Projects (lists and boards)
You can also cover some of your favorite features (show your love for hearts!), the results you’ve seen in Asana, what you like about it, and how the rest of the team might benefit from it. Here are some features you can show to get started:
You can also run through the list of Asana Premium features to discuss which ones can help your team get even more out of Asana. Things you can highlight:
- More members (you’ll need Premium for teams larger than 15)
- Task dependencies
- Custom fields
- Asana-created templates
- Reporting with My Dashboard
Teams looking for admin, security, and privacy settings with additional Customer Success support should also look at our Asana Enterprise offering.
Choose some of your personal favorite features to show, especially if they are specific and applicable to your team’s work.
4. Share how you use Asana
Asana is a flexible tool that can be used in many ways. Because there isn’t one “right” way to use Asana, you can explain how you’ve used Asana’s features thus far to establish a smooth workflow. Pull up some of your existing tasks and projects to show how you’ve structured things. Later, your team can get on the same page about what works best for everyone.
5. Provide resources
- The Guide—Guide articles will teach your team how to use Asana like a pro.
- Help—If your team wants to learn more about Asana features, or has questions about specific features, check out our Help section.
- Resources—Our resources page has instructional videos, onboarding checklists, and additional content for your team to jump in.
6. Establish your timeline and next steps
Before wrapping up the meeting, make sure to establish a timeline for when you will put your plan into motion. Ask the following questions to get started on next steps:
- When is your team going to start using Asana? We recommend that you transition at least one or two workflows immediately after the meeting to keep up momentum.
- Who can add tasks and projects to Asana? We recommend encouraging everyone on your team to create tasks and projects to try it out.
- What conventions will your team establish for tasks, projects, and conversations? Your conventions are up to you and your team, but you can check out a few conventions we recommend. Once you’ve established your team conventions, then track them in a project so anyone can reference them.
- When should your teammates stop sending requests in email and instead use Asana? We recommend that your team start doing this right away! The sooner you get used to creating tasks or conversations in Asana instead of sending email, the faster your team will see the benefits.
Once you’ve had your kickoff meeting, you’re ready to start inviting all your teammates to Asana to work on tasks and projects.