Keeping your day organized is more than just writing down a list of daily to-dos. Organizing and prioritizing tasks lets you track your most important work. Learn how to create a daily planner template in Asana.Create your template
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Planning out your day doesn’t just mean jotting down your upcoming to-dos. A truly organized daily schedule should include your daily tasks, plus task priority, status, due date, and more.
Not sure how to get organized? Enter digital daily planners.
A daily planner is exactly what it sounds like: a way to keep track of all the tasks you have to do—big or small—each day. Day planners let you see your daily tasks at a high level, making it easy to plan out and prioritize your schedule and keep tasks from falling through the cracks. With daily planners, you always know what’s on your plate for the day, from team meetings to quick to-dos to high-effort tasks. One point for organization.
As you might have guessed, a daily planner template (also known as a daily schedule template) is a templatized way to create and organize your daily tasks. Digital daily planner templates are editable and reusable, making it easy to organize your work, including what needs to get done and when. With a digital daily planner template, you can start every day quickly while also making sure you don’t miss a beat—or worse, forget a to-do.
You’ve probably used a physical daily planner before—after all, who can resist the feel of a crisp blank page or the look of a professionally bound calendar? But let’s be honest, while physical planners might be aesthetically pleasing, they’re not always functional. Physical planners have major limitations, like lack of space. They also aren’t customizable and don’t allow you to attach context to your tasks, two essential pieces to staying organized.
That’s where digital daily planner templates come in. Since virtual templates are customizable, you can organize them to match how you work best. Want a minimalist view of your overall daily calendar? Easy. Do you prefer to break out your tasks into an hourly schedule? No problem.
When you create a digital daily planner template in a project management tool (instead of using a printable daily planner template), you can:
Keep track of all your tasks in one place
Track the priority of each task
Easily arrange (and re-arrange) your to-do list by task priority
Connect your daily tasks to larger goals
Streamline time management
Collaborate with team members
Keep track of your completed tasks
Track your progress
Watch as new tasks are added in real-time
First things first: before you sit down for your daily planning session, make sure your template allows you to customize your schedule in a way that works for you. Look for the ability to tag your tasks with task status, effort, priority, or category—all things that will make it easier for you to plan out your day once you start adding to your task list.
Okay, we’ve covered the basics. Now that you know what a daily planner template is and why you should use one, let’s take a look at what you should include in your template.
How you structure your template is up to you and how you work best. To build a basic template, start by adding your to-dos for the day, like meetings, follow-ups, and action items. Then, take your work schedule to the next level by tagging your tasks with the information you need to keep organized. Task tags you can use include:
Once you’ve added and tagged your daily tasks, take your scheduling one step further by sorting your tasks with custom fields. Maybe you’re the type of person who likes to knock out small tasks in the morning and save high-effort to-dos for midday. Or maybe you prefer to view tasks by importance, so you can make sure you’re prioritizing important work. Arranging your daily agenda according to your working style helps keep you focused and productive. After all, shouldn’t your tech work the way you do?
Here are a few ways you can arrange your daily planner template:
Task type or category
Printable daily planners, worksheets, and sticky note to-do lists are a thing of the past. Digital daily planners allow you to customize your workflow and access your schedule from anywhere. And, unlike with physical planners, there’s no risk of misplacing a virtual one.
Here are a few tips and tricks for organizing your work using your digital daily planner:
Be clear and specific
Make your tasks actionable and deadline-driven
Dynamically sort your work
Use a list template view to see your upcoming tasks at a high-level
Set recurring tasks to automate your workflow
Color-code tasks and tag tasks for clarity
Integrate your favorite apps for streamlined work
Organize your tasks into sections
Visualize your daily schedule in a grid, such as a Kanban Board
Keep everything in one place by attaching docs or images to your tasks
Add team members for visibility
Custom fields. Custom fields are the best way to tag, sort, and filter work. Create unique custom fields for any information you need to track—from priority and status to email or phone number. Use custom fields to sort and schedule your to-dos so you know what to work on first. Plus, share custom fields across tasks and projects to ensure consistency across your organization.
Start dates. Sometimes you don’t just need to track when a to-do is due—you also need to know when you should start working on it. Start times and dates give your team members a clear sense of how long each task should take to complete. Use start dates to set, track, and manage work to align your team's objectives and prevent dependencies from falling through the cracks.
My Tasks. My Tasks is a personalized view that shows you every task that’s assigned to you, regardless of which project or team it lives in. By visualizing all of your to-dos in one place, you can sort and prioritize work and ensure nothing falls through the cracks. With My Tasks, you can toggle between list, board, and calendar views to work the way you want.
Automation. Automate manual work so your team spends less time on the busy work and more time on the tasks you hired them for. Rules in Asana function on a basis of triggers and actions—essentially “when X happens, do Y.” Use Rules to automatically assign work, adjust due dates, set custom fields, notify stakeholders, and more. From ad hoc automations to entire workflows, Rules gives your team time back for skilled and strategic work.
Google Workplace. Attach files directly to tasks in Asana with the Google Workplace file chooser, which is built into the Asana task pane. Easily attach any My Drive file with just a few clicks.
Gmail. With the Asana for Gmail integration, you can create Asana tasks directly from your Gmail inbox. Any tasks you create from Gmail will automatically include the context from your email, so you never miss a beat. Need to refer to an Asana task while composing an email? Instead of opening Asana, use the Asana for Gmail add-on to simply search for that task directly from your Gmail inbox.
Zoom. Asana and Zoom are partnering up to help teams have more purposeful and focused meetings. The Zoom + Asana integration makes it easy to prepare for meetings, hold actionable conversations, and access information once the call is over. Meetings begin in Asana, where shared meeting agendas provide visibility and context about what will be discussed. During the meeting, team members can quickly create tasks within Zoom, so details and action items don’t get lost. And once the meeting is over, the Zoom + Asana integration pulls meeting transcripts and recordings into Asana, so all collaborators and stakeholders can review the meeting as needed.
Clockwise. With the Clockwise + Asana integration, you can add Asana tasks as time blocks in your Google Calendar. The Clockwise + Asana integration allows you to specify the duration of tasks, when they happen, and whether Clockwise can automatically reschedule them. Add tasks to your calendar and make time to get work done.
It’s easy to love the feeling of a brand new personal planner or bullet journal (not to mention the rush that comes with crossing out a task). But physical daily planners have their downsides, like limited space and the inability to customize your workflow or add context to your tasks. Digital daily planners do all that and more, giving you the ability to structure your daily to-dos in a way that maxes out your productivity and sets you up for success every day. Bonus—you’ll still feel that satisfying rush when you click complete on a to-do.
Start with the basics: add your daily tasks to the template. You can be as granular or high-level as you’d like here—whatever works best for you. If it needs to get done today, you should probably add it to your daily tasks. Next, get specific with your due dates. Have a noon meeting? Want to get that report out by 2pm? Add it to your tasks. Once you have the basics filled in, start customizing your to-do list. Consider adding task tags, so you can keep track of how important each to-do is and where it is in the project cycle. Don’t forget to attach any relevant documents or images for further context. Finally, dynamically sort your tasks in a way that works best for you—and get down to business.
At their most basic, daily planners help you stay organized every day of the week. Since digital daily agendas allow you to tag and sort your tasks, they give you an at-a-glance overview of what you need to do each day and help you stay on top of your most important work. Unlike physical day planners, digital daily planners are flexible, meaning you can quickly adjust task due dates and update statuses when your priorities change (like they tend to do).
Of course! In addition to tracking your work schedule, you can also use your daily planner for keeping track of personal goals and milestones, like upcoming birthdays or events. Some people even use daily planners as a habit tracker for their meal plans, water intake, or exercise. Simply add a notes section or a personal section in your template and get to tracking.
Opt for a digital daily planner template that lives in a project management tool instead of a printable daily planner. Choose a template with the flexibility to tag and sort tasks by important information, such as task priority, effort, and status. And don’t forget to look for integrated apps and features that simplify your workflow and make time management easier.
A daily schedule template is an in-depth look at the to-dos you have on your plate each day. In contrast, a weekly schedule template (also known as a weekly planner or a schedule planner) tracks your to-dos for the entire week, giving you an overview of the week ahead. When you use digital templates within a project management tool, you can toggle between your daily planner template and your weekly planner template, keeping your daily priorities top of mind and giving you visibility for what’s to come.
Clarity doesn’t have to be complicated. With a weekly to-do list template, you can create a new task list in seconds every Monday.
Take the guesswork out of task prioritization by creating a prioritization matrix template. Prioritize your work by business impact and needed effort.
Starting a project without considering risks is, well, a big risk to take. Prevent major issues from occurring in your project with a risk management plan template.
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