How to Create Teams and Assign Projects to Team Members Using Asana
Asana is one of my favorite tools to increase productivity in dental practices. It is the best way to collaborate with team members to manage key tasks and projects. You can easily get everyone on the same page and prevent key tasks from falling behind or not happening at all.
Asana keeps everything organized and sends automated email notifications to team members when they have something to do or a task they are working on gets updated. You can also send notifications to team members manually through Asana by tagging them in a post just like you would tag someone on social media.
If you have never used Asana before, you are only four steps away from the peace of mind that comes with knowing your most important tasks are organized, assigned, and on track.
1. Sign up for Asana to manage dental practice projects with ease.
If you have never used Asana, you can sign up at Asana.com. Asana is a web-based program so you can access the secure platform from anywhere you have an internet connection. No need to stay late at the office to review progress and keep tasks on target anymore.
Asana offers a free version for small teams that do not need customized privacy settings. The free version lets you either keep information private to you or make it public to everyone on your team. For customized privacy settings, which I recommend, claim a free trial to the premium version. Customized settings allow you to choose exactly who has access to what information, instead of limiting it to nobody or everybody. When your trial expires, you pay a small fee per user. If you use Asana well, increased productivity will more than cover the fee.
2. Create teams for your practice.
The best way to manage projects is to make sure everyone knows exactly what they need to do and by when they need to do it. Asana’s “team” function allows you to do just that. Once you set up your account, you can set different Asana teams for different needs and assign team members only to the teams they need to access.
We suggest starting with five teams. First, create a team for your entire practice. There, you can share practice-wide initiatives, news, and information. Second, create one for training where you manage training activities within your practice. Third, create a team for accounting and finance. There your accounting and finance teams can manage information. Finally, set up a team for marketing where you can keep all your marketing materials and activities organized.
When you set up a team, choose a name, add a description, and then add email addresses for team members who need access. You can choose for the team to be hidden or public to the entire practice. Projects and tasks in a hidden team will only be visible to members of that team. Projects and tasks in a public team will be visible to all practice team members.
3. Create team projects.
Once you create your teams, start creating projects for each team. As with teams, you can edit privacy settings for projects to be public or private only to select team members.
We recommend adding projects for the items you want to make sure happen in your practice. For example, you could set a project for your Team Leader Live Agenda, Training, 90-Day Planning, and Systems for your practice-wide team.
Having a Team Leader Live Agenda projects allows you to make sure your agenda is up to date. It also ensures your entire team knows what topics their team leaders are focusing on. Your Training project lets everyone know what training they must complete. The 90-Day Planning makes sure you set your 90-day goals and stay on track with tasks needed to achieve them. Finally, a Systems project organizes key practice systems in one place.
4. Create sections and assign tasks to the right team members.
Within projects you can create multiple “sections.” Sections function as additional ways to organize tasks by timeline or priority. For example, in your 90-day planning project, you could have three sections, one for each month.
Once you set any sections you need, you can easily create and assign specific tasks to team members. Each task is organized in one convenient thread where you can add a description, attach documents, assign a due date, communicate with team members, and even assign the task back and forth. All of your communications will be in one place, so you never have to waste time searching email or papers again. When a team member completes his or her part of a task, they can “assign” it back to you for review similar to volleyball players knocking the ball back and forth over the net. If you need them to adjust their work on a task, you can add a comment and assign it back. If it is complete, you can mark it as complete or assign it to another team member to add their part.
Are you ready to get more organized and productive than ever before?
Asana is my favorite productivity tool for your practice. Once it is set up, creating and assigning tasks will be easier than ever. You can keep all tasks organized and on track from wherever you have an internet connection.
To learn more about using Asana to get more organized and productive than ever before, check out the team of expert coaches, training, and resources we offer in our signature Delivering WOW Platinum Mastermind Program.
If you want to join hundreds of practices that we've been helping on getting more productive and organized, please check out our upcoming Marketing & Practice Growth Challenge.
Find out more here -- plus use the code CHALLENGE at checkout to get 20% off!