How To Create a Content Calendar Using Asana
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How To Create a Content Calendar Using Asana

Hey, everyone. Megan here from Today I’m going to show you how to create
and manage your content calendar using Asana. By following these simple steps you’ll have
a content calendar that makes it so easy for you to create content consistently for your
business. The first step is to create a new project
in Asana for your content calendar. You could just name it content calendar, or
if you want to get more specific feel free. Since I do YouTube videos every Thursday,
mine is called YouTube Videos. I have a podcast one and that’s called Podcasts. Could say Blog Posts or you can just leave
it at Content Calendar. Whatever works for you, just go ahead and
and make that project and name it. Then Asana will ask you to choose between
a board or a list. Now this is a new feature at the time I’m
recording this. Asana just rolled out the boards feature where
you can either have your projects as lists, which is what Asana used to only offer, or
now you can have boards, which are more visual columns. It’s really great for those processes where
a visual element is helpful. Make sure you choose board instead of list,
because that’s what I’m going to be showing you through this process. Now that you have your project created, I’m
going to guide you through creating five columns within this board. The first one should say “to write,” or it
could say “to record” if this is a video or a podcast. The second column should say “to edit.” The third column should say “to schedule/publish.” Column four should say “to promote.” Column five should say “published.” Step number two is to create a new task, and
it will be your template. We’re going to build out a template for every
piece of content. For me, I do YouTube videos, so I have a process
that I go through for every single video I create. If you have a blog or you do a podcast, I’m
sure you have your own process as well. We’re going to go ahead and build that out. Create a new task, call it Template, and make
sure you put this new task in the first column on your board. You’re going to use this over and over again
so you want to make sure it stands out and it’s right at the beginning of your process. Now go in and flush out all of the steps that
go into your process. I like doing this in the subtasks of this
template. Go ahead and really flush this out. Copy and paste if you already have this document
in somewhere else. Don’t forget to fill out the description and
anything else that you need to help make this process as easy as possible. In case you aren’t sure how to get started
with a content process, maybe you don’t have anything documented or you don’t have a process
down, don’t worry. I’ve got you covered. I actually have a free content process checklist,
template, in the link below this video so you can download it and start with this, and
then customize it for you, your business, your team, and your content. Now you have your template task created, we’re
going to use this as a template for every piece of content you want to create. Just go ahead and open up that template task. Click the three dots in the right corner,
and then select make a copy. This is how you’re going to use something
as a template over and over again. Now name the new task the name of your content. Maybe it’s the title of your blog post or
the name of your video, or the podcast episode, whatever it is helpful, even just a topic
if that is all you know so far. Then go ahead and make the due date the date
this piece of content gets published. This is just a really great reference point
so at a glance you can see when it really needs to be done by. Then go ahead and assign it to yourself or
assign it to your content manager. I am my business’s content manager so it’s
totally fine if this is all just you. You don’t have to assign it to other people,
but by still assigning these things to you, it’s going to be really top of mind. It’s going to be in your task list every day,
so definitely go through the step of assigning it to you or whoever is managing your content
process. Don’t forget to give the subtasks due dates
and assignees as well based on your process. I know for my team I have a video editor and
I have a virtual assistant, so most of the tasks are on me to write the script, record,
upload, schedule the blog post, all that good stuff. But I do have a team that is helping me along
the way. Make sure you’re assigning content and tasks
to whoever is supposed to do them on your team. Now you have your content calendar built out
in Asana. Way to go, you. I do have a few pro tips to help make this
process even easier and seamless. Make sure you keep it up to date, especially
if you are the only person on your team or you are your content manager. If you let these tasks go out of date and
you’re not updating them or marking them complete, this process will fall apart. That goes with any project management system
in any process, but specifically for this we want this process to work for you, so make
sure you’re checking in every day, marking tasks complete as you’ve done them, changing
due dates if you need to give yourself a little extension. All that’s totally fine, but just make the
effort to go in and keep it updated. Another tip is to get detailed. Write out all of the information that you
and your team need within these tasks. I think mine always has the actual … in
the description it will have the time things are getting published. I will put the full title. I’ll put what the content upgrade is. Any important information I put that into
the description. I’m always attaching files. Part of my process is updating a spreadsheet
with certain links, whether it’s the YouTube link or the blog post link or the content
upgrade landing page. I actually attach that Google Drive spreadsheet
into the relevant task. Then it’s just really easy for us to do it. You can just click it right from within Asana. You don’t have to open up Google drive separately. Get detailed. It’s okay if this process evolves as you’re
doing it. That’s great. That’s really actually ideal. This will evolve with you and your process. But go ahead and get as specific as you can
right now. You also want to make sure that you and your
team are communicating within Asana. Now if you have a system like Slack set up,
I understand it’s sometimes easier to communicate in there. That’s okay. But for task-related questions, we have a
really good policy about communicating in the task. It’s just a great reference point. We can always go back and see what that conversation
was. It’s stored in a more permanent way than slack,
where unless you’re paying, which I always do the free version, some of those messages
will go away. I think you have 10,000 messages in slack. You get the point. Keeping it in Asana is just a great way to
always have a reference point of what the answer was and to update the process, and
just keep it all within Asana. We want to avoid using emails for internal
communication as much as possible. The last tip I have for you is to designate
a content manager. I kind of touched on this earlier, but even
if it’s just you, making that official designation that you are the content manager or your virtual
assistant is your content manager, or you have hired a content manager, whoever it is,
designate it. Because that person is the one who’s going
to move the task throughout this workflow. We made those original columns, and someone
needs to be making sure that they’re moving to record, to edit, to publish. Someone needs to move through that process. That’s the person who the task has probably
been assigned to. Then also, just making sure things are getting
done, holding your team accountable for due dates, holding you accountable for your due
dates. I totally get how easy it is to forget about
them sometimes. But designating a content manager, even if
it’s just you, will give you new authority and new ownership over your content process. Now you know how to create and manage a content
calendar using Asana. If you don’t have a process set up right now
for creating content, you’re starting from zero. That’s why I’m sharing my exact content creation
process with you as a worksheet. Don’t forget to download the content creation
process below this video so you can start creating content consistently right away. Now I want to hear from you. How do you manage your content calendar process
right now? Leave your tips in the comments below this
video. If you thought this video was helpful, be
sure to subscribe, share it with your friends, and hit the like button below so I know to
make more videos like this. I’ll see you in the next one.

About Ralph Robinson

Read All Posts By Ralph Robinson

70 thoughts on “How To Create a Content Calendar Using Asana

  1. Very helpful, Megan, thank you. I don't use Asana much, but I do have an account. I think writing things out for myself will help to keep me accountable. Right now I just put things on my calendar–I don't list out the whole process.

  2. I never thought of doing my content calendar using Asana before you mentioned it in this video. The way I manage my content calendar is that I use my Google Calendar which works to a certain degree; however I will definitely will give Asana a try for my content calendar. Thank You for this time and Happy new year(for Sunday)

  3. Thanks for sharing this. I'll give Asana a try. So far I've been using Evernote for different projects, great for sharing over different devices but quite manual. Asana looks to be more project friendly

  4. Hi Megan, I use Asana already but I think these tips will help take things to the next level. Quick question, how did you get the tasks/subtasks to appear in the boards? It would be great for me to have headers for the different sections but I couldn't figure out how you did it!

  5. Hi Megan,
    Excellent video, on many levels. Iโ€™m just about to dive into the Bosses training, youโ€™re doing a great job.
    As for the Asana, looks great too. Iโ€™ve used Trello for over a year and find it keeps me on track. It does have a list system to use within cards, and I love to check things off too. It also has a color label options, which I really love because Iโ€™m a visual learner and can see where tasks are at in my process.

  6. This is a great start, I've really been trying to get help on Asana and content creation. I really think I need an Asana 101 video because I can't figure out how to turn my line items into sub tasks. It's just a big list.

  7. Megan, this is great. I have used ASANA for a while, however, I have not used it as strategically as you have demonstrated. Thank you! This is a level up for sure. Also, I entered my email for the FREE CONTENT PROCESS TEMPLATE, but it hasn't delivered to my inbox yet, jsyk. I will keep an eye out for it. Thanks again.

  8. Such a great video!! Love this idea, I've used Asana before but never to plan my content. Will definitely be looking more into setting something like this up!

  9. Great Job Megan! I have used Asana before but ever successfully. Thanks for showing the actual steps for how to do this ๐Ÿ™‚

  10. Thanks for this Megan! I used to use Google Cal and Docs and it never stuck with me. I've been doing everything at the last minute for my content – no more! Cheers, xo

  11. Nice one. I have a question not related ,though,how do you put the banner/graphic in your videos. Will love to create one for myself or get help making it ,but don't even know what its called.

  12. Great video! You made your process so easy. I was using paper calendar for planning my blogposts, but I do realy lack of acountability, so I forget to write, or I procreastinate due to business of day time job. Any advice on that?

  13. Hi Megan!

    I downloaded the content process sheet (very insighful!) -I did have a question though, do you have your videos transcribed to create your blog posts? If so, do you do that yourself or hire someone? If you hire, do you have someone you recommend? I know there's places like Upwork where you can hire, but just wasn't sure how that works. Thank you for your help!! ๐Ÿ™‚

  14. Thank you for this video! You're extremely easy to listen to and follow! I'm also about to start a blog, so me watching this now is perfect timing! Thanks for all your shared!
    P.S LOVE the blurbs at the end! It's fun to see ๐Ÿ™‚

  15. Love this video and I'm so excited to be setting up my new Asana process for myself right now! I'm in the process of redesigning my website and writing my first course, and it's SO easy to lose track of all the things I want and need to get done! All of your organizational tips have been so helpful to me. Thanks for sharing!

    (Also, your "lubbaluhlup"s in the blooper reel are so cute and hilarious haha!)

  16. Megan, what is your average time/cost analysis for, say, your entire process for a single video, from the moment you add concept to content cal to the moment it's published?
    And how are you coming out on that cost? How are you covering it?
    Need to know how to make tweaks to maximize the margin flying solo.

  17. Thank you Megan! That is a huge help. I am using Asana now and downloaded the production checklist.

    Question: What do put in the other columns? Do you just move that task from column to column as you proceed. Help! ๐Ÿ™‚

  18. Do you use the Free version of Asana or are you using the upgraded version? I am debating whether I should upgrade. Thanks!

  19. Hello Megan, I run an educational non-profit and have been overwhelmed by the workload. Its effecting my life in almost every way. I found your videos on Youtube a week after paying someone to help me organize my digital files. I was so happy to hear your video and am in the process of re-organizing it to your structure with a few modifications. This is so exciting because it is going to free up my time and take stress off. Also my staff is in the middle of your suggestions for Asana and Slack. They seem happy to try a new set of tools other than e-mail. Then I saw this video, and you are helping me take more steps to ease the suffering. Thank you! My wife appreciates it, I appreciate it, and I will be happier each day down this journey accepting your kind advise. Please hear our hearts in this comment.

  20. Hello – I just found this video and it's a very nice process. However, I could not find any of the content process templates mentioned when clicking on the link.

  21. I really appreciate and need the tips for calendaring my content. Sometimes I feel as though I'm herding cats with all my stuff and begin to lose sight of the various steps along the way. Thanks so much.

  22. Do you have or could you create a video on what steps you took before starting your business? Did you speak to lawyers and CPAโ€™s For legal things, saved up some money, anything? Thank you so much

  23. Hi…..Your explanatory video about Asana is very good. Could you post your videos in FullHD (1080p/i) so that the Product video is more clear…..Just a suggestion….

  24. Hi Megan, I was looking on how to create a content process for creating and publishing YouTube videos, and you have been VERY helpful, thanks!!! I had been using Asana for others projects but just began using the Personal Projects tab to organize myself. I have a question: What is the benefit (or difference) between Board View versus List view?

  25. Excellent video. We've been using Asana for about a year, however Megan you've shown us how to make this app truly ROCK! LOVE IT ! Thank you so much for sharing your Content Process – that is perfect.

  26. This is incredible – I have outgrown my little planner and am STRUGGLING. This looks like a great fit!

  27. Hey thanks for this. I cannot figure out how to add different sections to my template whilst in board format. Could you let me know how? Thanks

  28. Thanks sooo much for the worksheets and video ! This was so helpful! I was super happy about Trello but Asana give me the calendar for ALL my boards which I NEEDED! thanks again!

  29. As an affiliate marketer, I want to stay organized. I use trello and now I'm thinking of trying Asana too. Seems more complicated than Trello but the features are really interesting. Great explanation Megan. Thanks!

  30. Great video Asana can do so much more than I thought – time to switch from Outlook – what is the music playing the background I really like it ๐Ÿ™‚

  31. This is exactly what my YouTube content calendar looks like. I only wish I could see all my columns on the screen. I also keep a template for different categories of videos that I can easily duplicate.

  32. You are fantastic Megan! I recently found you while searching for something related to email, and here you are again helping me get my content calendar situation all figured out! Thank you!!

  33. Thanks for the video. I'm wondering when you import or write in the steps in each task, how do you add sections? In the list view it's easy, but I can't figure out how to do this in the board view.

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