Meeting Prep Pro: My Game-Changing Setup with Custom Task Types

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Hi everyone,

I’m Chloe, a Customer Success Manager at Asana!

This year I started using Custom Task Types in a private project to prep for all my weekly meetings and it’s genuinely been a game changer.

:card_index_dividers: I’ve structured my Custom Task Type into the following stages:

  • Pre-Meeting Prep - where I prep agenda, attendee research, link slide decks and content for colleagues to contribute
  • Action Items Pending (Me) - where I have actions to follow up on post-meeting
  • Action Items Pending (Others) - where others have actions to follow up on post-meeting
  • On Hold - if a call got postponed
  • Meeting & Actions Completed - all parties have followed up on their actions.

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:bullseye: This simple breakdown helps me:

  • Arrive prepared with a clear agenda
  • Loop in colleagues ahead of time for review or input
  • Track all follow-up actions, both mine and others’
  • Avoid dropping the ball on chasing overdue items (we’ve all been there!)

Finally, I’ve set up rules to multi-home each meeting task into the relevant customer project based on Custom-Field I select. The majority of my meetings are with external customers, so each customer has their own project. But all prep starts in one central private “Chloe’s Notes Project”, starred and taking prime position at the top of my sidebar. This means I always know exactly where to start my day and week.

:fortune_cookie: You can’t control the day, but you can organise it :fortune_cookie:

If you’re looking for a lightweight but high-impact way to stay on top of meetings and follow-ups, this setup might be worth a try!

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Asana Community Countdown to the New Year: Journey to 2026 :fortune_cookie:
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I love this :heart_eyes:

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I know there’s been a lot of chatter around Custom Task Types, but I personally love being able to add/use emojis to indicate status. Lots of :green_circle::triangular_flag::no_entry:in my projects! :rofl:

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Hahaha @esully12, emojis will always have a special place in my :heart: (pun intended :grinning_face_with_smiling_eyes:)

But once you hop on the Custom Task Type train, I promise you won’t look back. They just make tracking and organising way too easy. :star_struck:

And as always, @Chloe_Hammond, your advice is spot on! I really love how intentional this setup is!

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