Host an Asana kickoff meeting
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- 1. Create a kickoff meeting agenda
- 2. Explain “Why Asana?”
- 3. Demo Asana features
- 4. Show how you use Asana
- 5. Provide learning resources
- 6. Establish your plan & timeline
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:
- 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.
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.
3. Demo Asana features
Walk your team through Asana’s key features and benefits to help you manage work effectively, based on your team’s workflows. Be sure to cover the basics like:
- Tasks with assignees, due dates, followers, and comments so all expectations are clear.
- Projects (lists and boards) with custom fields, Timeline, status updates, and calendar. Everyone can see your project plans in one place, and know exactly where work stands in the view that makes most sense.
- Templates that you can create, or templates Asana has created for you to quickly get started on a wide array of projects without missing any steps.
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 points to highlight:
- Inbox for updates about only the work you’re following.
- My Tasks to see all work assigned to you so you always know what you need to get done for the day.
- Advanced Search reports to see productivity, keep tabs on at-risk work, manage approvals, and beyond.
- Integrations to connect work across tools to save time and ensure nothing gets lost across files, email, or chat.
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.
- Asana Academy—In-depth, on-demand courses that help you improve your project management skills, productivity, and teach you the best ways to use Asana.
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.
- Create a portfolio of your team’s initial projects so you can check in on progress regularly from one place in Asana. You can create a portfolio for any group of projects you’d like to monitor together.
Once you’ve had your kickoff meeting, you’re ready to start inviting all your teammates to Asana to work on tasks and projects.