We started with the “Meeting Agenda” project template for setting up our weekly meetings. One thing I like about this is, if someone has a specific task they want discussed, they can just add the meeting’s project to their task. It then shows up at the top of the agenda so you know it’s new and needs to be prioritized in teh agenda. On the flip side you can add tasks in your follow-up/new tasks section and assign them to people as you go so everyone sees items being owned and you can move on. After the meeting the owners of the new tasks will see them in their My Tasks and can take proper action with them (work them, plop them in the relevant projects, unassign them and drop them in their team’s backlog, whatever). Another benefit is that as people add tasks to the project, I believe all followers of the meeting project get notifications in their inbox. Theoretically they should have a better chance of being prepared for the meeting and we don’t have to spend time reviewing and bringing people up to speed.
The part I still struggle with is managing it. I’m not always sure how best to handle the sections, run the discussion, etc. This is probably more a function of meeting norms and organization however. People want to jump from topic to topic. One practice that’s beginning to develop for us, that I like, is the idea of completing the topic tasks if the item is fully addressed and we don’t believe warrants any future discussion. We’ve also begun moving things we know we won’t have anything actionable to discuss, but need to maintain visibility on, to a parking lot section. Before we end a meeting, we always leave time for people to agree no discussion is warranted on any of these topics.
We’ve kind of ended up with two roles in meetings directly related to Asana. We have one person that’s displaying the agenda and going into tasks for more details. Sometimes they’ll enter new tasks, but usually someone else does if it’ll hold up the meeting (so kind of a third role). The other main role is a note taker. We create a new task each meeting at the bottom of the agenda for taking notes. We try to assign this to someone that won’t need to lead discussion at any point because we found that without that we never get notes for speakers that also take notes… This ends up being very helpful because we don’t always get through the agenda so we can re-prioritized skipped items for the next meeting. Also sometimes people will hear two different things so we have something to check against as to what was discussed.
Hope those help. I know I’m pretty interested in how other people handle meetings, especially how people might modify their use of Asana for specific meeting types.