Asana is great to help you organize your ideas.
Because let’s face it…
If you’re a creative like me, then you’ve got content ideas flying around your head. ALL THE TIME!
But juggling blog posts, YouTube videos, email newsletters, and social media? Ugh.
Since I didn’t know better:
- I tried spreadsheets that became overwhelming
- I bought subscriptions to platforms I barely used
- I attempted physical planners that collected dust
Since then, I’ve helped create dozens of content calendars and transformed businesses’ content strategies.
Here’s what experience has taught me: All that “professional content management” complexity? It’s a distraction.
A myth that keeps talented creators from sharing what they know consistently.
Let me show you how to create a content calendar in Asana that will make your content workflow as smooth as silk.
The Simple 5-Step Process to Build Your Asana Content Calendar
Step 1: Create Your Project
Start by clicking “New Project” in Asana. Choose a blank project, name it “Content Calendar,” and select Calendar as your default view.
Pro Tip: Place this within a Marketing/Content team or workspace if you have one.
Step 2: Set Up Your Calendar View
The calendar view is where the magic happens. This is where you’ll see your entire content schedule at a glance.
Each task in your calendar represents a piece of content with its publication date. This gives you instant visibility into what’s publishing when, without having to jump between different tools or schedules.
Jaw-Dropping Insight: Color-code your content by platform using tags. Create tags for Instagram (pink), YouTube (red), Blog (blue), etc. This visual organization makes it instantly clear what’s publishing where.
Step 3: Create Your Content Templates
Here’s where most people miss a huge opportunity. Instead of creating each content task from scratch, build templates.
For each content type (blog, video, social post), create a template with:
- Standard subtasks (record, edit, review, publish)
- Description format for content briefs
- Custom fields pre-filled
- Proper tags
Game-Changing Approach: Add your subtasks with specific due dates BEFORE the publication date. For example, if a video publishes Friday, assign “Record video” to Monday, “Edit video” to Wednesday, etc.
Step 4: Add Custom Fields to Track Content Status
Custom fields transform your calendar from good to extraordinary.
Add these essential custom fields:
- Status (Idea, In Progress, Ready to Publish, Published)
- Content Type/Category
- Platform/Channel
Mind-Blowing Trick: Create a “Promotion” custom field to track which products or services each piece of content promotes. This ensures your content supports your business goals.
Step 5: Create Rules to Automate Your Workflow
This is the secret weapon most content creators never discover.
Set up simple rules like:
- When status changes to “Ready to Publish,” move task to the “Ready” section
- When new tasks are created, automatically set default fields
Revolutionary Approach: Create a “Master Calendar” that pulls from separate content projects. This allows specialized teams to work in their own projects while maintaining a single view of all content.
3 Ways to Get The Most Out Of Your Asana Content Calendar
1. The Content Recycling Method
Start with your pillar content first (blog post, video).
Then create connected tasks for derivative content (social posts, newsletter).
This approach lets you create once and publish multiple times across different platforms.
For example, one YouTube video can become:
- 3-5 social media posts
- 1 newsletter
- 1 blog post
- Several stories or shorts
Tag them all with the same campaign name to track the content family.
2. The Batch Production System
You could batch all your recordings at once for YouTube or write all your posts for the week in one sitting (for LinkedIn or X).
This approach dramatically increases efficiency and helps you capitalize on your flow state.
Create a parent “Batch Recording” task and link all the content you’ll create in that session using the @ symbol to reference other tasks.
This gives you a powerful overview of your batch work.
3. The Promotion Integration Framework
Add promotion periods to your calendar as separate tasks spanning the promotion dates.
Color-code them differently.
Then ensure content published during that period aligns with and supports your promotion.
This visual approach ensures you never miss an opportunity to support your business goals with your content.
The Ultimate 60-Minute Asana Content Calendar Setup
Here’s exactly what to do in your first hour setting up Asana:
0-15 minutes:
- Create your Asana account
- Create a blank project named “Content Calendar”
- Set default view to Calendar
- Create tags for each content platform (Instagram, Blog, YouTube, etc.)
15-30 minutes:
- Add custom fields for Status, Content Type, and Platform
- Create sections if using Board view (Ideas, In Progress, Ready, Published)
- Set up 2-3 basic rules for automation
30-45 minutes:
- Create simple templates for your most common content types
- Add standard subtasks to each template
- Configure default due dates relative to publication
45-60 minutes:
- Add your content ideas for the next 4 weeks
- Assign publication dates
- Apply appropriate tags and custom fields
Bonus: Set a recurring task for a weekly 30-minute content planning session.
Conclusion
Creating a content calendar in Asana doesn’t have to be complicated.
This simple system will transform your content from scattered ideas into a strategic, organized plan.
The key is starting with this foundation and then adapting it to your specific needs.
Your content calendar should work for you, not the other way around.
Other tools to create your content calendar: