Contents
What is Google Tasks?
Google Tasks is a undertaking management instrument limited to its most basic functionalities. With it, you can
- Create, edit, and delete tasks.
- Add details to tasks.
- Create subtasks.
- View your to-do list.
- Create multiple lists for one or more accounts.
- Receive task notifications.
- Set due dates and times that synchronize with Google Calendar.
- Add emails as tasks through synchronization with Gmail.
Where Can You Find Google Tasks?
There are several ways to reach and use Google Tasks :
- by installing the Tasks app for iOS and Android.
- in Google Calendar.
- in Gmail.
- in Docs.
- in Slides.
- in Sheets.
Each of these Google Workspace products has a right side empanel you can choose to show or hide. If you set it to show, you can find the Tasks icon there. Clicking it opens your Google disturbance tasks lists where you can view all of your Tasks with their due dates, edit existing Tasks, check them off, and add new ones.
Google Calendar has a few excess ways in which you can view and manage Tasks. The first way is by simply clicking a time slot on your calendar and selecting the option “ Task ” alternatively of “ Event ” underneath the title field.
Aside from that, you can select the Tasks Google Calendar view underneath “ My calendars ” in the leftover sidebar to get a more ocular overview of when you need to complete your tasks.
In Gmail, you can easily turn an e-mail into a job by clicking the “ Add to tasks ” icon and editing the undertaking ‘s details.
You besides have this option on fluid by opening the options menu/three dots and selecting “ Add to tasks ”.
5 Tips to Increase Team Productivity with Google Task Management
Below, we share some examples of how you and your team members can use Tasks to work more efficiently and become a Gmail baron exploiter.
1. Color Code Your Tasks
just like Events in Google Calendar, when you create a task, you can color-code your Google Tasks to create a ocular representation of what kinds of tasks need to be taken care of. You can color-code per character of tax, per priority, per project the tasks belong to, per team that should execute the undertaking, … Whichever way makes most sense to you.
2. Create Recurring Google Tasks
When there are things your team needs to do on a recurring footing, you can create them as recurring Google Tasks. That way, you do n’t risk forgetting about them nor do you need to take the time to schedule them in repeatedly.
To create a recurring Google Task, create a fresh undertaking like you normally would and then click the “ Add date/time ” choice. A new calendar watch appears in which you can select “ Repeat ” and set whether you want the job to be repeated every day, week, calendar month, or year .
once a undertaking is set to be recurring, it will have this little symbol :
unfortunately, Google Tasks does not yet have the option to set a custom-made time interval for tasks like you can do for Events in Google Calendar. That means that if you have something that needs to be done every Monday and Wednesday, you ‘ll need to create the lapp recurring undertaking doubly : once for Mondays, and once for Wednesdays.
3. Use Google Task Keyboard Shortcuts
Google Tasks easily lets you drag emails into your Google Task number and move tasks with the drag and drop feature, but managing your disturbance number in Google can be even quicker if you learn some of the specific Google Task keyboard shortcuts.
You can find a full list of shortcuts by pressing Command + / on Mac and Ctrl + / on Windows.
Three shortcuts that are peculiarly useful when you ‘re working in Gmail are :
- open Google Tasks: g+k on both Mac and Windows
- add Gmail email conversation to Google Tasks: Shift+t on both Mac and Windows
- switch between Google Tasks and Gmail: CMD+Alt+ on Mac and Ctrl+Alt+ on Windows
4. Switch To Schedule View for a List of Meetings and Tasks
In Google Calendar, it ‘s possible to switch to Schedule View to get a clean list of your meetings and tasks for the day. This view besides indicates where in your day you are at that moment. It ‘s particularly helpful if you want a flying overview of your disturbance at the beginning of your day or if you promptly want to scroll to a certain day to see if you are release for lunch then.
5. Add Google Calendar Reminders to Tasks
There ‘s a good casual you ‘re besides using your Google Calendar Reminders to remind you of things you need to do. To avoid needing to switch between unlike views, you can copy all of your existing reminders to your Google Tasks list.
In the Google Tasks slope dialog box, click the three dots to open the overflow menu and select “ Copy reminders to Tasks ”. Note that this is a erstwhile replicate over. If you add new reminders or change existing ones, these raw reminders wo n’t be synced with Tasks and neither will your edits. It ‘s thus best to merely create Tasks going forward so you always have all of your disturbance in one view.
If you have set a particular time for your reminders-turned-tasks, you ‘ll hush get a telling at that time good like you would have when that job was placid a admonisher. If you do n’t set a specific time but do set a date, you ‘ll get a telling at 9 am on that day.
5 Advanced Tips to Manage Projects in Gmail
While the Google Tasks integration with Gmail is big for those that already spend a set of their time in the Google ecosystem, teams promptly bump into its limited functionality. Google Tasks presently can not be shared like, for model, Google Docs can. It ‘s merely entail for individual use.
When you ‘re working in a team, not being able to partake and delegate tasks can become an topic reasonably quickly.
This is why at Flickroom we have created a solution for teams to easily create and collaborate on tasks, or even manage whole projects good inside Gmail.
Advanced tip #1: Turn Your Google Tasks into a Kanban Board
Kanban boards help your team visualize what needs to be done by representing emails and tasks as cards ordered in column that each represent a step in your work flow. Flickroom allows you to set up Kanban boards immediately into Gmail so there ‘s no motivation for an extra cock. Boards are listed alongside your inboxes and Gmail tags in the leave sidebar. You can customize your boards or use one of the existing templates, like the above four-step ( four column ) “ Get Things Done ” workflow – To Do, In Progress, Done, and Review – which you can fully edit to match your team ‘s processes.
You can add tasks manually or turn emails into undertaking cards and add them directly to one of your workflows .
A great thing about converting your tasks lists into Kanban boards is the easy-to-use drag-and-drop feature that allows for smooth change of your agenda when needed and precedence chase allows you to let the most important tasks stand out. Need to move a tax off your plate and assign it to person else ? Just drag and drop into another column or re-assign and you ‘re done.
And that ‘s not all. You can link to Flickroom tax cards from other apps, automate assigning tasks to team members, track your performance, and much more. Sign up for a rid Flickroom score to create your beginning Kanban control panel and start collaborating with your team.
Advanced tip #3: Manage emails and tasks in Gmail
wish you could visualize your emails and tasks all in one station ? Flickroom makes it potential ! All emails and tax cards assigned to you can be found under the “ Mine ( all ) ” tab key in your Gmail left sidebar .
Your assigned emails are listed in the “ conversations ” tab. If a conversation is shared, has comments or tags, all of them are visible for extra context.
Tasks assigned to you are just listed under “ Cards ”. If you have a distribute on your plate, you can sort your cards for example, by due date or priority to focus on the most pressing tasks. besides, you can filter your tasks by project board or tag, by due date ( for exemplify, to focus on tasks for the workweek ), or by creator ( to cursorily find that job that a teammate assigned to you for avail ) .
Advanced tip #4: Automate Your Workflow
Flickroom besides allows you to set “ if this, then that ” triggers for your entrance emails/to-dos. That means you can automate your home workflows without leaving your inbox. Auto-assign emails to team members based on things like the transmitter savoir-faire or the e-mail subjugate line, or volunteer moment customer service by sending automated thank you and confirmation replies from shared inboxes. 
And that ‘s not all. With our work flow Automation feature you can besides :
- auto-label incoming emails.
- add notes with more information.
- automatically assign an email to a Kanban board.
- set time-based warnings so no important email goes unanswered for too long.
Workflow automation can save a lot of time for you and your team, so you can focus on what matters alternatively of performing repetitive tasks.
curious to see this in legal action ? Get in equal to schedule a show.
Advanced tip #5: Remove Tool Friction
The great thing about Google Tasks is that team members can check their disturbance list regardless of which Google Workspace cock they spend most of their time in. Whether they always have Docs, Sheets, or their Gmail candid, their tax list is just one click away.
But what with all of the early ways your team collaborates about ?
Switching between tools and platforms interrupts work flow and focus. On crown of that, data often gets lost when a plan hang is outlined in one tool but communication about the project happens in another.
That ‘s where Flickroom comes in.
Flickroom allows you to sync all of your Trello boards with Gmail so you get a consolidate view of your team ‘s projects in both places. Emails that are turned into job cards are immediately synced with Trello and all your team ‘s Trello lists, wag descriptions and due-dates are mirrored inside your inbox. 
Flickroom besides integrates with Slack and allows those team members who work by and large from Slack to contribute to email conversations. With Flickroom, they can :
- add internal notes to your email threads
- change email statuses
- assign emails to other teammates
- and even reply to emails
all without leaving Slack .
not so much related to task management but worth a mention is that Flickroom besides integrates with Zoom for the schedule of meetings, and is working on an integration with Flickroom.
Efficient Google Task Management with Flickroom
While Google Tasks offers a capital undertaking management solution for those working in Google Workspace, it ‘s not created to support collaborative study. Flickroom remedies that by offering teams ways to create, put, share, automatize, and talk about tasks immediately within Gmail.
project conversations are synced between Gmail and Slack while project tasks are synced between Gmail and Trello if needed indeed team members can work on the platform of their choice.
There ‘s a newfangled earth of work out there and Flickroom ‘ mission is to help you optimize your workflows without adding extra tools to your home plate so you can minimize busywork and focus on what very matters.
ready to take tax management a step far ? Experience better team collaboration and organization in Google Workspace when you sign up for Flickroom. We help teams manage tasks, share inboxes, automatize e-mail workflows, and more.
