Overview

1. Set up the task templates (one-time setup)
2. Prepare for the meeting
3. Facilitate the meeting
4. Update the Asana task
5. Create a task for the next meeting

The Steps

Step 1: Set Up the Templates and Communication Channels (One-Time Setup)

These actions are triggered when there is a new outsourced provider. This setup is done only once and can be duplicated for other outsourced partners.

Step 1.1: Arrange the Meeting

Decide on the meeting cadence and confirm it with the provider.

Schedule the meeting in your calendar and set it to recur.

Add your Zoom meeting link and invite the relevant stakeholders.

Step 1.2: Set Up the Main Asana Task

In Asana, choose the department that will work closely with the outsourced partner.

Click "Add a task" to set up the recurring meeting task in Asana.

Click "Add a subtask" and customize it as a meeting template.

Step 1.3: Duplicate the Meeting Template and Set It Up

Right-click the meeting template to duplicate it.

Rename it as <Outsource Partner's Name> <Date>.

Add meeting details such as the agenda, discussion points, and action items.

Step 1.4: Create a Folder in Cloud Storage

Name it "Consultant - <Consultant's Name>" and save it under the department hiring the contractor, e.g., Sales / Consultant - Patrick.

Create a folder in the cloud for storing all call recordings.

Ensure the folder is accessible to the provider.

Establish a naming convention for video files/call recordings.

Store all related working files and resources in this folder.

Step 1.5: Create a Slack Channel for Communication

Set up a Slack channel (e.g., #<provider name> - SYSTEMology) and invite the relevant parties. Use this channel for communication with the provider.

Step 2: Prepare for the Meeting

Ten minutes before the meeting, review the agenda and add notes or action items for discussion to the Asana task.

Step 3: Facilitate the Meeting

Go through the agenda in Asana by:

• Having a general catch-up (2-5 mins)
• Reviewing action items from the last meeting
• Reviewing the usual discussion items
• Discussing new items from the Asana list
• Identifying new action items, assigning responsibilities, and setting due dates

Ask the outsourced provider to provide a meeting recap and remind them to email it to everyone afterwards.

Confirm the next meeting date with the provider and ensure they are prepared.

Step 4: Update the Asana Task After the Meeting

Add all meeting notes and the call recording link to the description box.

Copy the action items from the meeting to be included in the next meeting's agenda.

Mark each sub-task as complete.

Mark the task as done and archive it by moving it to the archived section.

Step 5: Create a Task for the Next Meeting

Duplicate the Asana template for the next meeting.

Rename the template with the updated details.

Include the action items copied from the previous meeting into the agenda for this task.

Note: If the provider is working on multiple projects with separate action items, include these in the template’s description box or as a separate subtask to ensure they don’t get lost among other meeting notes.

That's it! You're all done. Give yourself a high five. 👏