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 your team’s pain points and struggles, how Asana can help you solve them, and your overall goal for using Asana. You can even ask your team these questions, too, so you can craft the solution and goals together.

Explain the benefits of using Asana:

  1. Have clarity on who’s doing what, by when.
  2. Spend more time on work, instead of work about work.
  3. See how your work fits in and contributes to overall goals and objectives.

You’ll also want to explain where Asana fits in with the other tools you use, like email, a file sharing tool, or a group chat system. It might also be a good idea to provide some real world examples to show 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).

Use our intro deck with your own talking points to help organize your thoughts.

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:

You can also cover some of your favorite features, 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:

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. Show 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 learning 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.
  • Asana lessons—Get up and running in a few steps with Asana lessons.
  • Resources—Our resources page has instructional videos, onboarding checklists, and additional content for your team to jump in.

6. Establish your plan & timeline

Before wrapping up the meeting, make sure to establish a plan and timeline to get your Asana rollout into motion. Here are some tips to help you stay on track:

  • Pick a first project to try out together that’s simple, but collaborative. Start with a process that could be improved.
  • Know that most teams take about two months to fully learn and adopt Asana. You’ll see progress before then, but it takes some time to build habits that stick. Try out our Asana onboarding template to automatically get started with the perfect adoption plan.
  • Create a space (like a team or project) where anyone can play around with features to learn how they work without worrying they’ll “break” something.
  • Decide on some conventions around creating and using 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, and assign a teammate as the Asana expert to ensure they’re followed and help others learn and try.

Once you’ve had your kickoff meeting, you’re ready to start inviting all your teammates to Asana to work on tasks and projects.

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Asana Lessons

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

Tasks

Tasks Lessons

Track all of your work

3 Minutes

My Tasks

My Tasks Lessons

Always know what to do next

3 Minutes

Projects

Projects Lessons

Work with teammates

3 Minutes

Inbox

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 x@mail.asana.com 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.