Notes:

1. Million Hearts Teamwork & Individual Tasks - LeeAnn 12;04

   1. It’s iterative

   2. Team members use personal task board

   3. When we identify tasks 2:05 we add them to a list and assign

   4. Milestones - not a time limit but required for deliverable

   5. how do you track priority in this format? Using the priority column - low, med, high.

   6. team meeting agenda with buckets- this is separate from the Workplan, and it is one task that is recurring. Lead sets it to renew every 2 weeks, repopulates for 2 weeks in teh future - repopulates itself. Some things are permanent on the list. They put in notes for the

   7. Set recurring tasks to alternate ownership and it pops up for the next person.

   8. Share a board with the Communications team for my marketing/comms strategy

2. PHIT Team - Naomi - 2:11pm

   1. Use it at the high level, meaning high-level goals for funded projects - deliverables.

   2. Use priority column for low/med/high

   3. submit a ticket for assistance, Naomi links the ticket that she submits to Comms so she can keep track in her plan by - helps to work across teams

   4. they put important links related to a project on the Asana page, use Confluence as storage and finalized products, link confluence there, as well as sharepoint links to NTTAP guidance.

   5. Most smaller level info is in Confluence

   6. Daily task are in a notes page

   7. Did you link to another project or just tag the comms team in the project?

      1. Create ollow up task - choose project - it will come up as a task in your workp lan

      2. Or just assign to up to two projects

3. Meetings workflow and Templates - Liz

   1. Can make any project a locked, private task

   2. Workflows

      1. tickets can show up in projects

      2. rules - to automatically set dates, like “set due date 5 days from now,” or “add these 2 collaborators”

      3. Due dates are not limited to business days - this is a flaw that has been elevated to Asana

      4. Template

         1. Create project - from a template - use it and rename it - assignee stays in when you copy it.

         2. If you put in the event date, does it fill in all the dates? No. Duration is not applicable because it does not take into account holidays, etc. You could automate them and change them manually after that.

      5. Uses CCQ Portfolio with all projects in it

      6. We could be pulling reports and the level of effort to demonstrate - if we used it.

         1. Nic and Comms uses that feature - Level of Effort. Shows % of tasks assigned to team members

         2. Do we have access to account rep to help us customize Asana to our uses? Through IT, we do.

         3. Asana has a forum for Q&A, they do online webinars, recorded training content, Topic

4. Asana One for All Team Process - Andrea

   1. Workplan level

      1. If we use dependencies, it will help us see which tasks are done because the report will be tailored only to what can be done at any one time.

   2. My tasks and priorities

   3. Workflow

5. Discussion/Ideas

   1. Upload files for deliverables so we have the deliverables on file when needed

   2. Show clients the high-level plan and subtasks so client knows we are headed towards a goal. - as a PDF

   3. Comments helps because you can only assign 1 (or two) so it helps with collaboration.

6. Discussion, Questions, Tricks

   1. If there are checklists for processes that people have to do over and over, we could use Asana Templates and copy them for new uses.

   2. People can use Asana to track their accomplishments and level of effort in advance of performance reviews

   3. We could invite Asana users to list things they’d like to be able to do, and ask IT to access Asana support for us (after looking in Asana Forum).

   4. Do a business process re-engineering exercise for things like contract request process, then ask a consultant or staffer to create automated routines for approval.

   5. Find out what leadership is interested in seeing in reports and set up Asana to be able to collect and report on dashboards- or at least create an Excel spreadsheet that can be dumped into an other app to create visualizations.

   6. Adopt the “minimum set” “minimum set” format for tracking workplans by funding code in Asana so that reports can roll up, and train users to abide by conventions (example - using dependencies might eliminate lots of tasks that look undone but are really waiting for other tasks to be finished).

Asana How-Tos:

1. Set up Project

   1. Use the workplan as the basis for a funded project: Funding Code, then Title

   2. Use Sections to divide if the workplan has major divisions

   3. Include Major tasks

   4. Put in start and due date for the whole project

   5. Overview Section

      1. List people’s roles

      2. Format title if you normally use a nickname

   6. Required columns for project format (make a template in a dummy project - give instructions inside the template)

      1. Assigned, Due Date, Progress, Level of effort, Deliverable?

2. Set up portfolio

   1. for team

   2. by year

3. Conventions

   1. Check the library of fields before creating new ones!!!!!

   2. Clean up - periodic clean up

      1. clean up your fields if you made them and don’t use them