Team Meetings (Asana Team or Portfolio)?

[Wayne_Hedlund1]

Hello colleagues.

Quick question about best practice for using Asana to manage multiple team meetings across 15 departments. I have an enterprise client who is interested in pursuing the idea of having a central hub where all Team Meeting Agenda’s live. They would be standardized and each Team “project” would be private only inviting the collaborators who need to be there. This way leadership can access multiple meetings at once, people can ‘see’ the meetings they are part of (invited to) cross-functionally across the department, etc. They also need a space like this for all the committees they manage (like 25).

I’m trying to figure out which approach makes the most sense.

Asana “Meetings” Team: Using a Team to hold all the meetings. Each project can be multi-homed to the respective department, if desired, and team meetings that are cross-functional and don’t live in one particular department have a place to live. It would also allow for a template, links in the Team Overview, etc.

Asana “Meetings” Portfolio: Projects would live in the respective Departmental Teams and added to a Portfolio. Everyone would have access to the portfolio but would only ‘see’ the team meetings they have been invited into.

Right now I’m leaning toward #1 but wondering if anyone has set something like this up or has recommendations?

Thanks in advance!

Wayne

[Stephen_Li]

We use a portfolio and share the individual projects inside with any relevant teams. Now that team sharing is available on projects and portfolios, this is a lot more straightforward. My general sense is that Asana is looking to shift the meaning of teams to more closely align with actual teams of people (instead of using them to aggregate similar work items; that’s what portfolios are for).

Using a portfolio also would make it easier if you want to do things like status updates (e.g., after each meeting) and view them all in-line. Just my 2c

[Rashad_Issa]

Hi @Wayne_Hedlund1

Both options are good options, however, I agree with @Stephen_Li
I personally would have opted for the option of portfolio.

1. You can create Project Templates and make it accessible to the organisation.
2. You can make each meeting per department private and added it the portfolio
3. Portfolio allow you to quickly overview all meetings and the committees

And if you later started to expand the meetings to capture certain type of actions or milestones, you can easily review that from a portfolio view.

But keep in mind, there is not right or wrong, it is just a way of using the system. So go with what the organisation finds logical for them.

[Wayne_Hedlund1]

Thanks for sharing @Stephen_Li and @Rashad_Issa. I appreciate both of your input. I think you’re right. The Portfolio approach makes good sense. I’ll move in that direction and see how it goes!