Asana is a fabulous tool for helping teams to work well together.
Best of all, it's free!
I've been using Asana for just under a year now, and it's become an indispensable tool for getting things done. It is easy to use, and easy to adapt to different scenarios, and I think it's a tool that many churches would greatly benefit from.
Today I'd like to share with you 10 ways Asana can be used in churches. If you're using Asana in your church or ministry, let us know in the comments below, and share any other useful tips.
Craft meeting agendas
Many meetings take place in the life of a church (sometimes it's too many!). Asana can be used not only to create meeting agendas, but also to allow meeting participants to add the details of items they would like to add to the agenda in advance.
Map out systems and processes
As I've written previously, systems and processes are important. Without them, chaos reigns, and churches struggle to function properly when key people leave.
Asana can be used to list the steps involved to complete key tasks, for example:
- Adding a new person to the church member database.
- Updating details for how a person wishes to serve.
- Generating reports to determine who needs to complete Safe Ministry certification.
- How to replace toner in the photocopier.
You get the idea!
If you're not using Elvanto (and I think you should be!), you can use Asana to list the names and details of guests at church, and assign people (staff or lay people) to follow them up.
Asana is a great way to develop transparency and accountability – you can see who was meant to be followed up and who is outstanding, and review this at staff meeting or at 1:1s.
Plan big projects
Use Asana to plan big projects – listing every task, and assigning each task to an individual and scheduling due dates. Big projects could include:
- Redeveloping the church website.
- Planning a carols service.
- Planning a building project.
Create processes for new staff
When new staff or volunteers join the team, you can create an inboarding process – a list of things you need to do before that person starts (e.g. create an email address, give them a key to the office). You can create a separate section and list the things you need to explain to them as they begin.
Create an editorial calendar
An editorial calendar is a calendar of content that needs to be created throughout the year. ‘Content' can be:
- The church newsletter.
- The church website or blog.
- The church noticeboard.
- The church weekly email newsletter.
Asana can then be used to assign each content piece to a person to write, and to tell them when it is required.
Asana's handy search views make it easy to generate reports. Reports can be used in various ways, for example, here's a report of all of the tasks assigned to me, that have been completed within the last 7 days:
Map out a preaching program
Avoid Excel spreadsheets (“which version is the latest?”) and prepare a preaching program in Asana. List each service for the year, and write down the details of each Bible passage or topic, and assign the sermon to a preacher.
Asana is a great place to dump thoughts and ideas that you want to return to at a later date. For example:
- Songs to sing at our Easter services.
- People to lead Bible study groups this year.
- Things that are broken that need fixing (at the next working bee).
Prioritise today's tasks
One of the things I love about Asana is the ‘Today' view. In the morning I look at ‘My Tasks' (a list of everything that's been assigned to me):
And then select which tasks I'd like to work on today:
This generates a list that provides a focus for what I want (or need) to accomplish today.