Although Google Docs is widely used as a word processor, it offers some useful task management features, including real-time collaboration, task tracking, and calendar integration. Here’s how you may use Google Docs for task management.
1. Set Up Your Project in Google Docs
When you frequently use Google Docs, especially if you collaborate with others, you may find it challenging to keep track of all your documents. That’s why it’s essential to start with a strong organizational foundation to make Google Docs an effective task management tool. Your Google Docs files are hosted on Google Drive, and there areseveral ways to organize Google Drive like a pro.
Create a New Folder for Each Project
Creating separate folders for each project in Google Drive makes it easier to find and manage all the documents related to a specific project.
Create Subfolders for Each Project Phase
Sometimes, it may be necessary to further break down folders into subfolders especially when dealing with larger, more complex projects.
The bigger the project (folder) and the more people involved, the more important it is to have a well-organized folder structure and a consistent and clear naming system for files and documents.
2. Track and Manage Tasks With Smart Chips
After setting the project structure, you need a way to manage your tasks and track their progress. TheProduct roadmapandChecklistsare some of the most usefulGoogle Docs Smart Chipsfor task management.
Insert a Product Roadmap to Track Tasks
TheProduct roadmapoutlines the status of various tasks, making it easier to track who is responsible for what and the overall project progress. Here’s how to add aProduct roadmapin Google Docs:
The pre-formatted roadmap template includes fields forProject,Status,Related files, andNotes. You can use the roadmap as it is or customize it to fit your specific project needs. Click on any of the default fieds edit the text. To add more rows or columns, right-click the table and select one of the relevant options, for example,Insert row aboveorInsert column to the left.
Use Checklists to Manage Tasks
You don’t always need a dedicated task management app for your personal or professional needs; you cancreate the best to-do list with apps you are already using, such as Google Docs.Checklistsin Google Docs provide an intuitive way to manage tasks. Here’s how to useCheckliststo manage tasks in Google Docs:
3. Collaborate and Communicate With Your Team
One of the main reasons to use Google Docs for task management is its collaboration and communication features. You can easily share a document with your team, assign tasks to specific people, and track progress in real time. Here’s a closer look:
Share Documents and Manage Access
Instead of emailing documents back and forth,sharing a Google Docensures everyone is working on the same file. To share a Google Docs file, click theSharebutton in the top-right corner. Next, enter the email addresses of those you want to collaborate with (they must have a Google account). Finally, choose their access level—Viewer,Commenter, orEditor.
You can also create a shareable link for wider access.
Track Document Changes
After granting access to your team members, you may want to track changes made to the document. Google Docs automatically saves a version history of every change. You can see these changes by going toFile > Version History > See version history. Here, you’ll find a timeline of all edits, showing who made each change and when.
For even more control over changes, use theSuggestingmode. In this mode, edits show up as suggestions, making it easy to track and approve specific modifications. Click thePencilicon (that usually displaysEditingorViewing) under theSharebutton in the top-right corner of your screen and selectSuggesting.
Assign Tasks Using Comments
You can assign tasks directly in a Google Docs by using theCommentfeature. Simply highlight the relevant text or task, click the+ (Add comment)button in the sidebar, and type the@symbol followed by their name or email. This will prompt anAssign to [contact]checkbox—check it and click theAssignbutton.
Create Email Drafts in Docs
For quick communication, draft an email within the document itself. Insert the@symbol and typeemail draftto generate an email template. Add the recipient, subject, and email content, and click thePreview in Gmailbutton to the left of the template. This will auto-populate your email draft in Gmail.
Use Google Keep, Calendar, and Tasks in the Sidebar
If you use Google Keep, Calendar, orTasks to organize your life, you will be glad to know you may access these applications within Google Docs. You can use these tools in the sidebar to display upcoming events, notes, and tasks alongside your document.
All you need to do is click theKeep,Calendar, orTasksicon in the sidebar. For instance, I use Keep to quickly capture ideas I may forget while working on a document and Calendar to check if I have any upcoming meetings. Having these tools in the sidebar helps me avoid juggling between multiple apps.
Expand Capabilities With Add-Ons and Templates
Google Docs offers an extensive range of third-partyadd-ons to boost your productivity. These add-ons offer various features that improve Google Docs' existing functionalities. Add-ons are accessible from theExtensionsmenu and the sidebar once installed. There are several useful options to choose from. One of my favorite add-ons isGPT, which uses artificial intelligence to complete various tasks, including summarizing texts and generating images.
You can also useGoogle Docs templates to make your life easier. Templates save time and effort and give you professional-looking documents in no time. Some examples of useful Google Docs templates include resumes, meeting agendas, presentations, and budget trackers.
It’s sometimes surprising how useful Google Docs can be for task management, especially considering it is primarily a text editor. With these task management tips and tricks, you’re able to increase your productivity while using Google Docs.
