Task management Tips (eg: Asana)

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Task management is a cornerstone of a successful team/organization/your own work load.

Here I put together a brief overview of things to consider when working with a team of people, using Asana as an example of how to create a workflow.

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Task management Tips (eg: Asana)

  1. 1. Managing groups an introduction via Asana, a task management software
  2. 2. What is this about A closer look at what running groups on campus involves, things to keep in mind, and an introduction to a possible tool to add to your arsenal
  3. 3. why Asana? Asana is there to help keep an overview of what your goals are in the long run/big picture, allowing you to break down larger projects into smaller chunks, and managing those chunks so that as a group you are accountable to each other; asana also makes it easy for you guys to step in to help each other out when timelines go crazy.   At its most basic, it ties together multiple platforms (email, dropbox, google docs, calendar), which helps prevent doubling up or information getting lost. At its most successful, task management includes physical elements as well.
  4. 4. management phases: what management does: project creation project planning project execution member coordination task management What that includes: project definition member recruitment (incl. members) task compilation task delegation bug listing
  5. 5. management steps: what management does: lead vision manage the logistics overview action points fulfill tasks show up what members do: attend meetings
  6. 6. management steps: what goes wrong project creation project planning project execution you decide on a list of projects to tackle this year -- or don’t you distribute tasks -- or don’t, and do it all yourself continue having meetings -- or don’t, and do it all yourself lead vision manage logistics overview action points you set an initial meeting - by email, various websites, write agenda in doc you handle issues/communications -- or don’t, and find out day of disappointed in result attend meetings fulfill tasks show up management: members:
  7. 7. management steps: what goes wrong project creation project planning project execution lead vision manage the logistics overview action points miss meetings and feel lost not sure how to do too busy to attend mtgs fulfill tasks show up overcommitted not actually what was interested in/have capacity for disappointed in result management: members:
  8. 8. management steps: what goes wrong project creation project planning project execution you decide on a list of projects to tackle this year -- or don’t you distribute tasks -- or don’t, and do it all yourself continue having meetings -- or don’t, and do it all yourself lead vision manage logistics overview action points you set an initial meeting - by email, various websites, write agenda in doc you handle issues/communications -- or don’t, and find out day of disappointed in result miss meetings and feel lost not sure how to do too busy to attend mtgs fulfill tasks show up overcommitted not actually what was interested in/have capacity for disappointed in result management: members:
  9. 9. management: mapped to Asana project creation project planning project execution lead vision manage logistics overview action points project template agenda agenda inbox inbox management: project template members: members’ panel document integration people panel attend mtgs fulfill tasks show up inbox/agenda inbox/agenda task panel task panel mail/calendar integration tags tags
  10. 10. overview: asana it’s best to go to asana.com to see the intro yourself. but in broad strokes: 5 6 2 1 1 2 projects tasks to be sorted 3 ideally headers are all preset and give structure to the tasks in projects in general 4 5 projects associated with a particular task task notes: specifics, links to documents, etc 4 3 6 followers are people that see updates in their inbox 7 comments can be emailed in, and will all appear here, and will be sent to all followers if they have it set to do so 7
  11. 11. Let’s look at this again: how Asana helps project creation you decide on a list of projects to tackle this year -- or don’t management: lead vision you set an initial meeting - by email, various websites, write agenda in doc project template creates a transparent look at what is ahead and the panel allows for changes as you see people more/less involved in any one project
  12. 12. Let’s look at this again: how Asana helps project creation you decide on a list of projects to tackle this year -- or don’t management: lead vision you set an initial meeting - by email, various websites, write agenda in doc project template creates a transparent look at what is ahead and the panel allows for changes as you see people more/less involved in any one project
  13. 13. Let’s look at this again: how Asana helps project planning you distribute tasks -- or don’t, and do it all yourself management: manage logistics you handle issues/communications -- or don’t, and find out day of add the meeting time and place as a task and add everyone as followers agenda allows for you to be identifying topics of discussion as they show up, and makes meetings something everyone is invested in; links to action points of specific projects you can assign add tasks to agenda that ought to be covered in the next mtg
  14. 14. Let’s look at this again: how Asana helps project planning you distribute tasks -- or don’t, and do it all yourself management: manage logistics you handle issues/communications -- or don’t, and find out day of task delegation project planning includes the entire team, and tasks are best discussed as a group as the project takes shape. But it helps to have someone to make sure each task is associated with someone specific. people, and expected task duration, help create dependencies minus gargantuan gantt charts.
  15. 15. Let’s look at this again: how Asana helps project planning you distribute tasks -- or don’t, and do it all yourself management: manage logistics you handle issues/communications -- or don’t, and find out day of members’ panel is your way to keep a finger on the pulse on your group -- what tasks are people sitting on? Gives you the opportunity to hone in on your members’ capacities and real interests within your group
  16. 16. Let’s look at this again: how Asana helps project planning you distribute tasks -- or don’t, and do it all yourself management: manage logistics you handle issues/communications -- or don’t, and find out day of doc. integration attach files straight from dropbox, or link to google docs, to preserve changes across different members and after updates
  17. 17. Let’s look at this again: how Asana helps project execution continue having meetings -- or don’t, and do it all yourself management: overview action points disappointed in result inbox is your way to see what others are accomplishing, what they are stuck on, and let’s you communicate with the urgent tasks more directly, rather than sifting through each project
  18. 18. Let’s look at this again: how Asana helps project execution continue having meetings -- or don’t, and do it all yourself management: overview action points disappointed in result tags there are things that fall through the cracks because they don’t seem to be associated with anyone in particular -- tags allows you to collect those across projects to address at mtgs
  19. 19. Let’s look at this again: how Asana helps project creation inbox/agenda you see when and where your next meeting is, and can communicate directly to contribute; should you miss meetings you can see what tasks were assigned to you miss meetings and feel lost members: attend mtgs overcommitted
  20. 20. Let’s look at this again: how Asana helps project creation inbox/agenda you see when and where your next meeting is, and can communicate directly to contribute; should you miss meetings you can see what tasks were assigned to you miss meetings and feel lost members: attend mtgs overcommitted having a central place to catch projects that are lagging (tasks aren’t being created/checked off) is a good way to catch things before it gets too late. And it helps to act as a reminder to celebrate projects that are moving along.
  21. 21. Let’s look at this again: how Asana helps project planning task panel you have an overview of all the documents associated with a project, or at least a starting point to find them, a direct link to ask questions and receive answers and can re-assign as needed not sure how to do members: fulfill tasks not actually what was interested in/have capacity for
  22. 22. Let’s look at this again: how Asana helps project planning task panel you have an overview of all the documents associated with a project, or at least a starting point to find them, a direct link to ask questions and receive answers and can re-assign as needed not sure how to do members: fulfill tasks not actually what was interested in/have capacity for tasks can be cross-referenced, creating task-dependencies (eg: task lives both in agenda & in a specific project
  23. 23. Let’s look at this again: how Asana helps project execution email/calendar integration alongside the PR efforts your group makes, there is a central platform that allows for different users to use what they are already most comfortable with too busy to members: show up disappointed in result
  24. 24. So, what now? How do you integrate Asana? take a moment at the beginning of the year in a meeting to have everyone sign up and access the agenda project, for instance. have someplace central where students can easily stumble upon links to the projects • paste discussions from emails into comments of specific tasks • use asana as a template • USE in meetings to assign tasks ◦ if someone is absent, send them a screenshot of their tasks, and link it to that project (when that person goes to the link, they’ll be prompted to sign in and voila, be right there) • show the Action Steps document at meetings routinely and ask “any Qs?” • share the belief that this is in fact better than email chains & documents

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