I just posted this as a reply to a different thread, but I didn’t see anything about this in the Product Feedback forum so I figured I would post it here as well. This is a big issue for our team, and I know it is something that many others have issues with as well.
I would like to recommend adding a “Meeting” variation of the Task action. It would be an action that appears under the “New” dropdown button.
It would work like a task, with a single main assignee, but would show in a separate “Meetings” list / calendar, which a link to would appear in the left sidebar under My Tasks. It would allow for multiple members, and would show up in their Meetings list w/ date & time, and they’d be able to use the Description, Comments, Subtasks, etc. like a normal task. It could be added to Projects, set to recur, etc. - really all the same basic functionality as a Task, but modified. If it was added to a Project, it would be public - if not, private (great for 1 on 1s, which take so much effort to do in Asana currently).
You could even assign other roles to other members - for example, Note Taker, Time Keeper, etc - the main Assignee would be accountable for running the meeting, but many times there are multiple people who have various responsibilities that a 1 assignee system does not account for. And you could set Meeting length as well - for example, 1:00pm - 2:00pm.
The biggest problem with using Tasks for meetings is that unless you duplicate the task and assign it to each person, it doesn’t appear in their tasks list - and if you do that, any notes added to the description, comments or subtasks of the main task during the meeting aren’t visible to the people who were in it! We have a major problem, for team and 1 on 1 meetings, that even if people are added as Collaborators, the meeting Task doesn’t appear anywhere for them - only for the main assignee - leading to people forgetting about meetings or not being sure what time it is at. And the other methods are feel like super clumsy workarounds. For example, the main problem with using Projects for meetings as is defined in the Asana Guides is clutter - we have so many meetings per day that it’s not realistic to make a Project for each one, and if we reuse projects then we lose previous notes or it gets filled with tons of unrelated items.
I strongly believe that if this was implemented, Asana would quickly be a viable alternative to Google Calendar, because most teams want everything in one place, Asana already has a built-in calendar, and it’s so much stronger than Google Calendar in terms of note taking, customizability and other features - all it needs is true multi-party meeting functionality, which seems like a really easy add since Tasks already have almost all of the needed functionality already.
Just my 2c as an business owner who manages multiple teams, each with multiple projects, and uses Asana for everything. Screenshots attached of how we currently use meetings.