We’ve all been there. You grab your coffee, sit down for another weekly meeting, and watch the clock as the conversation drifts, repeats itself, and misses the point. Death by Meeting is still a thing (props to Patrick Lencioni for calling it out years ago) — but it doesn’t have to be.

I’ve spent years helping teams structure their workflows in Asana, and one of the most common questions I get is: “Can we manage our regular team meetings in Asana so they’re actually useful?” The answer is a big yes. In fact, I’ve built a meeting management system that many of my clients now use to keep their meetings efficient, collaborative, and even — dare I say it — enjoyable. Check out the video to get a peek into how it works.

Key Features of the System

Here are some of the highlights that make this approach work:

1. Current Agenda: No more wondering what’s on the docket. Each meeting has a “Current Agenda” section where you can drag and drop items in real time, making it easy to adjust priorities if discussions run long.

2. Upcoming Agenda: Instead of chasing down emails or random sticky notes, team members can drop agenda items directly into the “Upcoming” section. This gives the facilitator visibility to triage and schedule conversations at the right time.

3. Action Items: Not every follow-up belongs in your meeting project, but the important ones do. By logging key action items here (and multi-homing them to the right project if needed), you’ll always know what to revisit in the next meeting.

4. Decision Log: Ever forget when or why a decision was made? A decision log keeps approvals, rejections, and pending discussions in one place so your team isn’t relying on memory or digging through emails.

5. Minutes & Notes: This one’s my favorite. Instead of hunting through documents or SharePoint folders, you can keep quick meeting notes right inside Asana. They’re searchable, they’re connected to the right meeting, and they’re easy to reference later. Whether you paste in a summary from an AI notetaker or jot down a few bullet points, the ability to search “minutes + topic” is a game-changer.

Extra Bells & Whistles

What I think really makes this system shine are the little touches that keep meetings focused and predictable:

• Facilitator field – Assigning a facilitator (without it hitting their “My Tasks”) helps everyone know who’s leading the discussion. This small detail makes it easier to manage accountability and flow.

• Estimated time – Adding a time estimate to each agenda item helps you see if you’ve planned too much (or too little). Asana will even total those minutes so you know exactly where you stand.

• Agenda type – Labeling an item as “Decision Needed,” “Brainstorming,” or “Informational” sets expectations right away. Everyone knows if they’re coming to debate, vote, or just listen.

These small features add structure without making things complicated. The result is a meeting that feels prepared and runs closer to the time you actually set aside.

Want Help Setting This Up?

If you’d like to try this meeting management system in your own Asana workspace or you need help tailoring a version that fits your team’s needs I’d be happy to help! Shoot me a note and we can setup… well, a meeting… to discuss your goals together!