How to Create Teams and Assign Projects to Team Members Using Asana

Asana is one of my favorite tools to increase productivity in dental practices. It is the best way to collaborate with team members to manage key tasks and projects. You can easily get everyone on the same page and prevent key tasks from falling behind or not happening at all.

Asana keeps everything organized and sends automated email notifications to team members when they have something to do or a task they are working on gets updated. You can also send notifications to team members manually through Asana by tagging them in a post just like you would tag someone on social media.

If you have never used Asana before, you are only four steps away from the peace of mind that comes with knowing your most important tasks are organized, assigned, and on track.

1. Sign up for Asana to manage dental practice projects with ease.


How to Create Teams and Assign Projects to Team Members Using Asana


If you have never used Asana, you can sign up at Asana is a web-based program so you can access the secure platform from anywhere you have an internet connection. No need to stay late at the office to review progress and keep tasks on target anymore.

Asana offers a free version for small teams that do not need customized privacy settings. The free version lets you either keep information private to you or make it public to everyone on your team. For customized privacy settings, which I recommend, claim a free trial to the premium version. Customized settings allow you to choose exactly who has access to what information, instead of limiting it to nobody or everybody. When your trial expires, you pay a small fee per user. If you use Asana well, increased productivity will more than cover the fee.

2. Create teams for your practice.

The best way to manage projects is to make sure everyone knows exactly what they need to do and by when they need to do it. Asana’s “team” function allows you to do just that. Once you set up your account, you can set different Asana teams for different needs and assign team members only to the teams they need to access.

We suggest starting with five teams. First, create a team for your entire practice. There, you can share practice-wide initiatives, news, and information. Second, create one for training where you manage training activities within your practice. Third, create a team for accounting and finance. There your accounting and finance teams can manage information. Finally, set up a team for marketing where you can keep all your marketing materials and activities organized.

When you set up a team, choose a name, add a description, and then add email addresses for team members who need access. You can choose for the team to be hidden or public to the entire practice. Projects and tasks in a hidden team will only be visible to members of that team. Projects and tasks in a public team will be visible to all practice team members.

3. Create team projects.


How to Create Teams and Assign Projects to Team Members Using Asana


Once you create your teams, start creating projects for each team. As with teams, you can edit privacy settings for projects to be public or private only to select team members.

We recommend adding projects for the items you want to make sure happen in your practice. For example, you could set a project for your Team Leader Live Agenda, Training, 90-Day Planning, and Systems for your practice-wide team.

Having a Team Leader Live Agenda projects allows you to make sure your agenda is up to date. It also ensures your entire team knows what topics their team leaders are focusing on. Your Training project lets everyone know what training they must complete. The 90-Day Planning makes sure you set your 90-day goals and stay on track with tasks needed to achieve them. Finally, a Systems project organizes key practice systems in one place.

4. Create sections and assign tasks to the right team members.

Within projects you can create multiple “sections.” Sections function as additional ways to organize tasks by timeline or priority. For example, in your 90-day planning project, you could have three sections, one for each month.

Once you set any sections you need, you can easily create and assign specific tasks to team members. Each task is organized in one convenient thread where you can add a description, attach documents, assign a due date, communicate with team members, and even assign the task back and forth. All of your communications will be in one place, so you never have to waste time searching email or papers again. When a team member completes his or her part of a task, they can “assign” it back to you for review similar to volleyball players knocking the ball back and forth over the net. If you need them to adjust their work on a task, you can add a comment and assign it back. If it is complete, you can mark it as complete or assign it to another team member to add their part.

Are you ready to get more organized and productive than ever before?


How to Create Teams and Assign Projects to Team Members Using Asana


Asana is my favorite productivity tool for your practice. Once it is set up, creating and assigning tasks will be easier than ever. You can keep all tasks organized and on track from wherever you have an internet connection.

To learn more about using Asana to get more organized and productive than ever before, check out the team of expert coaches, training, and resources we offer in our signature Delivering WOW Platinum Mastermind Program.

If you want to join hundreds of practices that we've been helping on getting more productive and organized, please check out our upcoming Marketing & Practice Growth Challenge.

Find out more here — plus use the code CHALLENGE at checkout to get 20% off!

Here’s How We Increased Revenue by 100%

When I look back on my evolution as a dentist and a business owner, all I can say is “WOW”!  Every year I say that the next year will be the best year ever, and it always is.  

First I built a practice based on having strong core values and a unique office culture. Next, my TEAM and I put in systems of creating manuals and tracking and measuring everything. Then, once the systems were in place, we really worked on developing our brand.

2014 saw a 68% increase in revenue over 2013's numbers, and we were thrilled!  However, I knew we could do more. We could expand our services. We could add additional providers. We could give back more to the community. We could expand our hours. We could create more unique patient experiences. And we did.  

Next, I was introduced to the concept of tracking individual services based on revenue goals for the year.  I thought, “I am a dentist!  That doesn't make any sense.  I can only diagnose and recommend treatment that a patient needs. I can't do that!”  Then I got it….

Things that you focus on, grow.  

So in order to accomplish our goal of completing a specific number of services, it would have to mean that our patients experiences would have to amazing. Our team would have to be well trained so that they could educate patients on the benefits of all of the services that we offer.  We would have to ask lots of questions to find out what matters most to the patients. The quality of our services would have to be amazing. We would need tools and technology to show the patients why we recommend ideal treatment. We would need systems to start the same day. And we did.

So we started to track individual services.  We set targets for every service that we offer based on revenue goals. The most interesting thing is that we really did not diagnose any more procedures, but everything else changed. We became obsessed with “Wowing” our patients.  We became committed to not let a patient leave our practice without having all of their questions answered.  We worked through lunch and stayed late.

The first month we met all of our goals except for one.  My team told me that the target was too high.  I said, “No we can do it!”  And we did. The following month we met that goal, and all of the others.  It was amazing. The third month, my TEAM actually increased the goals, and that's where it got really interesting.

Needless to say, at the end of month 6, it was time to celebrate!  The entire TEAM received 1 month's salary as a bonus, which came as a percentage of profits.

Ready to receive massive growth?  Here's how it works. We use a whiteboard to list all services that we offer.
  -The target number is written next to the service in red
-Every day we place the number of how many of that service is completed month to date in blue.   
-The blue number changes to green once we meet the target.  

**The goal is to have all of the blue numbers change to green.  This is where we currently are for September month to date.

Here's an example of how we implemented the system of tracking crowns:  

  1. We only diagnose crowns for teeth that would benefit from a crown. These are teeth with large, leaky fillings, teeth with failing crowns, or teeth which have had root canals which were never restored.
  2. Our TEAM has had hours of training in crowns through our weekly lunch and learns. This includes understanding the benefits of crowns, the different types of crowns that we offer, and the long term effects if recommended crowns are not completed. As a result of their training, they are able to spend lots of time showing before and afters of cases done in our office, physical examples of crowns, as well as educational videos.
  3. We created a system of how the phone is answered when “shoppers” call and ask for the price. We, in fact, ask them questions such as which type of crown would you like, or what has caused you to need a crown. By asking questions, you can better serve your customers. This is because you know what they want and why they want it.  Asking questions also shows them that you understand their needs, and can help them. 
  4. We created the SYSTEMS to start a crown the same day.  Our assistants do all of the preliminary work such as the impressions, x-rays, as well as fabricate the temps, so it is easy for me to work in a crown while I am completing a procedure on a different patient.  We also offer complimentary arm and hand massages, so the next patient can be numbing and enjoying their massage while I finish my crown preparation.
  5. We offer several payment options, including a pre-payment courtesy and flexible financing with great payment terms.
  6. We ask the patients if they want to start today.  

The other amazing thing is that if you track daily, you can influence the result.  A great tool that we now have is Social Media.  If you see that your number is low in a particular area by the mid part of week two, you can always send a promotion to your patients who have unscheduled crowns in their treatment plan or place a targeted ad on Facebook for those who know that they have a crown to do.  

So it's actually the systems, not diagnosing anything more, that gets the results. We spend lots of time understanding what our patients want and make sure that all of their questions are answered. We offer flexible payment terms, have the right team and systems, and are committed to being different.

As a result of tracking systems, we have had a 100% increase in revenue from the same month last year.  We can't wait to see what 2016 has in store!