How to work with your team in Tana

Tana is an agentic meeting platform: your team meets in it, and the AI turns those conversations into finished work, bugs filed, PRDs drafted, decisions logged, before the call ends. It is collaborative from the first meeting. The work the AI produces is shared, so teammates pick it up without a handoff, and the context builds for everyone. This guide is the recommended way to work in it together: how the loop runs, how to set up, and what a productive day looks like.

You do not need to set much up to start. Read this once for the shape, then let structure grow as your work earns it.

The core loop: meetings in, finished work out

One loop sits at the center of Tana, and everything else serves it.

1. You meet. Hold the call in Tana, or capture an external Zoom, Teams, or Meet call from the desktop app. Tana transcribes as you talk and reads any screen you share.
2. The AI does the work, live. As the conversation happens, it pulls out the real outputs, a bug with steps to reproduce, a decision with its rationale, a drafted PRD, and can file them straight into Linear, GitHub, or your other tools.
3. You approve. Nothing lands on its own. Every change arrives as a proposal you review, edit, and accept.
4. Outcomes scatter. Once accepted, tasks show up in your Tasks view, docs and artifacts in the right space, issues in your tracker, ready for whoever needs them.

The shift to feel: you are not taking notes to process later. The work takes shape during the conversation, and you leave the call with it mostly done.

Two things make this safe to rely on. The proposal gate means the AI can draft, file, and update, but you see every change before it happens, so nothing silently lands in your team's space. And what's captured is only the transcript and the screens you share, never anyone's camera or face. For sensitive moments, off the record pauses all capture for everyone.

What you're working with

A few building blocks, in roughly the order you meet them:

• Meetings are the main way work gets in: video, transcription, screen capture, and live capture of outcomes.
• Proposals are the review gate: every AI change, seen before it lands.
• The Library is where everything your team creates lives and stays findable, even before you add any structure.
• Spaces and types are how you add structure once it earns its keep: a space is where a team works together, with its own members and shared context; a type is for a kind of thing you have many of, like Bug or Decision.
• Agents and skills are how you make the AI yours: reusable instructions and assistants that do recurring work your way.

Meeting and Task are built in. Bug, Decision, and the rest are types you define, so they carry the fields your team cares about. For how spaces and types fit together, see Manage your context with spaces and types.

Set yourself up

You can do real work on day one with almost no setup. The light path:

1. Connect your calendar so your meetings show up in the Today view, your daily home.
2. Capture into the Library to start. Quick notes, chats, and meeting outcomes all land there and stay searchable. No structure required.
3. Add a type when a kind repeats. Once you have filed a few bugs or logged a few decisions by hand, make a Bug or Decision type so they share fields and the AI files new ones in the same shape.
4. Add a space when work needs its own people. A team, or a major project: a space carries its own members, types, and AI instructions.

The rule of thumb: let structure follow the work, not precede it.

A day in Tana

Here is the loop across a real day on a product or tech team.

Before a meeting. Open the Today view to see what's coming, then ask the AI to prep you: "pull what we decided with Acme last month and any open bugs they reported." An agent can do this on a schedule, so the prep is waiting each morning.

During standup. A bug comes up. Capture it as you talk, and Tana files it in Linear with steps to reproduce and a screenshot from the shared screen, before standup ends. No after-the-fact triage, and the whole team sees it land.

In a customer interview. Tana extracts the pain points, drafts a customer-journey artifact, and starts a PRD from what was actually said. You share it with the team minutes after the call.

In a design review. Feedback lands on the right issues, updated in place with the screenshot of what was on screen, so the designer leaves with the work tracked rather than a pile of notes to reconstruct.

Right after. Review the proposals the meeting produced, the summary, the outcomes, the issues. Edit anything that needs it, then accept. This is the one habit worth keeping: review before you move on.

End of day. Check your Tasks view for what you and the team committed to, and pin anything urgent to tomorrow.

The payoff to notice: every one of these leaves a real artifact, in the tool your team already uses, with no separate write-up step.

Working as a team

Tana is most valuable with your team in it, and getting them there is low-friction.

Adoption is joining a call. When you run a meeting in Tana, everyone in it is working with the AI, with no setup or training. That is the simplest way to get a team using AI together, instead of each person stitching together their own stack of note-takers, bots, and tools.

Share outcomes, not just meetings. A decision or task can go to people who were not in the room, so the right colleagues see the result without the whole transcript. Where something lives decides who can see it, so a private space stays private and shared work reaches the team. See Spaces and sharing.

Context compounds. Every meeting feeds a shared memory. After a few weeks, "what did we decide about auth, and why?" has an answer grounded in the actual calls. The more your team works in Tana, the sharper the AI gets about your codebase, your roadmap, and your decisions.