Why do I find Google Docs to be an ideal tool for managing daily tasks?

Although Google Docs is widely used as a word processor, it offers some additional and useful task management features, including real-time collaboration, task tracking, and calendar integration, making it an ideal choice for organizing and coordinating work effectively. You can track the progress of tasks, create schedules, and set work priorities with ease. Google Docs provides quick access from any Internet-connected device, making it a useful option for anyone who wants to boost their productivity and organize their tasks smoothly. Here's how to use Google Docs to manage tasks. Check out our comparison between Microsoft Word and Google Docs: Who wins?

1. Set up your project in Google Docs

When you use Google Docs frequently, especially if you collaborate with others, you may find it difficult 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. The Google Docs files you create are hosted on Google Drive, and there are several ways to organize your Google Drive files 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 documents related to a particular project.

1. Go to your account on Google Drive.
2. Click the “New” button in the top corner and select “New Folder” from the drop-down menu.
3. Name the folder according to your project, for example, Marketing campaign for X.

Create subfolders for each phase of the project

Sometimes, it may be necessary to split main folders into subfolders especially when dealing with larger, more complex projects.

1. Go to the project folder in Google Drive.
2. Click the New button and select New Folder.
3. Name the subfolder according to the project phase, e.g. Facebook ad for X.
4. Repeat the process for other project phases as needed.

note: The larger the project (folder) and the more people involved, the more important it is to have a well-organized folder structure and a consistent, clear naming system for files and documents.

2. Track and manage tasks using smart chips

After defining the project structure, you need a way to manage your tasks and track their progress. Product Roadmap and Checklists are some of the most useful smart slides in Google Docs for managing tasks.

Insert a product roadmap to track tasks

A product roadmap shows the status of various tasks, making it easier to track who is responsible for what and the overall progress of the project. Here's how to add a product roadmap in Google Docs:

1. Open the relevant project folder or subfolder you created in Google Drive.
2. Click the New button in the upper corner of the screen and select مستندات Google -> مستند فارغ.
3. Place the cursor where you want to insert the roadmap, and type the code @.
4. A drop-down list will appear. Type the product roadmap and select it for inclusion.

The pre-formatted roadmap template includes fields for project, status, related files, and notes. You can use the roadmap as is or customize it to fit your specific project needs. Click any of the default fields to edit the text. To add more rows or columns, right-click the table and select one of the relevant options, for example, Insert Row Above or Insert Column Left. Check out Learn to Write and Format Google Docs Effectively Using Markdown.

Use checklists to manage tasks

You don't always need a dedicated task management app for your personal or professional needs; You can create the best to-do list using apps you already use, like Google Docs. Checklists in Google Docs provide an intuitive way to manage tasks. Here's how to use checklists to manage tasks in Google Docs:

1. Enter the code @ And write Checklist And press Enter. You can also click the checklist icon in the toolbar to insert the checklist.
2. For complex projects, you may need to add subtasks below the main task. To do this, highlight an item in the checklist and press Tab. To reverse or delete the operation, tap Shift + Tab.
3. If you want to mark a task as complete, select the check box next to it.

3. Collaborate and communicate with your team

One of the main reasons to use Google Docs to manage tasks is for 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, Google Doc sharing ensures everyone is working on the same file. To share a Google Docs file, click the Share button in the top corner. Next, enter the email addresses of the people you want to collaborate with (they must have a Google Account). Finally, choose their access level — View, Comment, or Edit.

advice: You can also create a shareable link for wider access. Check out a complete guide to using collaborative tools in Google Docs.

Track document changes

After you grant your team members access, you may want to track changes made to the document. Google Docs automatically saves a version history for each change. You can see these changes by going to ملف -> سجل الإصدارات -> عرض سجل الإصدارات. Here you'll find a timeline of all edits, showing who made each change and when.

To have more control over changes, use Suggest mode. In this mode, edits appear as suggestions, making it easier to track and approve specific edits. Click the Edit icon (which usually says Edit or View) below the Share button in the top corner of the screen and select suggestion.

Assign tasks using comments

You can assign tasks directly in Google Docs using the comment feature. Simply select the relevant text or task, and click (Add a comment) in the sidebar, then write the code @ Followed by the person's name or email. This will bring up the Assign to (Contact) checkbox — select it and click the Assign button.

Create email drafts in Docs

For quick communication, draft an email message within the document itself. Enter the code @ And write Email draft To create an email template. Add the recipient, subject, and email content, and click the “Preview in Gmail” button to the right of the form. This will automatically populate the email draft in Gmail.

Use Google Keep, Calendar, and Tasks in the sidebar

If you use Google Keep, Calendar, or Tasks to organize your life, you'll be happy to know that you can access these apps inside Google Docs. You can use these tools in the sidebar to display upcoming events, notes, and tasks next to your document.

All you have to do is click on the Keep, Calendar, or Tasks icon in the sidebar. For example, I use Keep to quickly capture ideas that I might 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 switching between multiple apps.

Expand capabilities with available plugins and templates

Google Docs offers a wide range of third-party add-ons to boost your productivity. These add-ons provide various features that improve existing Google Docs functionality. Extensions can be accessed from the Extensions menu and sidebar once installed. There are many useful options to choose from. One of my favorite plugins is GPT, which uses artificial intelligence to complete various tasks, including summarizing text and creating images.

You can also use Google 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 is for managing tasks, especially considering that it's primarily a text editor. With these task management tips and tricks, you can increase your productivity while using Google Docs. You can now check out the best add-ons for Google Docs to get the most out of it.