What's the Best Way to Manage Team Tasks in Google Workspace?
Are you trying to manage your team’s projects by forwarding emails or dropping reminders in a chat channel? It’s a common frustration that leads many businesses to pay for a separate project management tool. But the best solution might already be sitting inside your Google account, completely free.
The answer is Google Tasks, and its real power comes from a feature you're probably not using. Instead of just being a simple to-do list, it's deeply connected to the Google Workspace tools your team uses every day.
Turn Any Email Into a Task in One Click
Let's start with the biggest time-saver. Imagine you receive an email from a client with a clear action point. Instead of copying it elsewhere, you can instantly turn that email into a task.
When viewing the email in Gmail, just click the 'Add to Tasks' icon at the top (it looks like a tick in a circle). A task is instantly created with a direct link back to that specific email. You can add a due date and notes, and when the time comes, you're one click away from the original context. No more searching your inbox to remember what it was about.
Assign Tasks in Chat and Docs
This integration is what makes Google Tasks a genuinely useful tool for managing your team’s workload, all within Workspace.
In Google Chat: Using a chat space for a project? You can create and assign tasks to team members right there in the conversation. The task automatically appears in their personal Google Tasks list, and you get a notification in the space when it's marked as complete. It keeps project discussions and actions locked together.
In Google Docs: If you're collaborating on a document, spreadsheet, or presentation, you can highlight text or a comment, then @mention a team member to assign them a task. It adds the task to their list, and they can tick it off right inside the document once it's done.
Why Google Tasks Beats Paying for Another App
So many businesses look for a third-party solution because these powerful, integrated features aren't well-advertised. When you don't know they exist, it's easy to assume you need another subscription. But when you have a partner with expert IT support who can show you the best practices, you can save that money and make your team more efficient with the tools you already own.
Frequently asked questions
Can I assign tasks to team members in Google Tasks?
Yes. When you create a task in Google Chat or Docs, you can assign it directly to a team member. It will appear in their personal Google Tasks list, and you’ll see when they complete it.
How do I add an email to Google Tasks?
Open the email in Gmail and click the “Add to Tasks” icon (a circle with a tick). This creates a task with a direct link back to the email, so you don’t lose context. See more in our common IT questions.
Does Google Tasks work on mobile?
Absolutely. The Google Tasks mobile app syncs with your account, so any tasks created in Gmail, Chat, or Docs will appear on your phone or tablet.
Is Google Tasks included with Google Workspace, or do I need to pay extra?
Google Tasks is included free with Google Workspace. You don’t need a separate subscription to use it.
What’s the main benefit of using Google Tasks instead of another project management app?
The key benefit is integration. Tasks are connected to your email, chat, and documents, meaning you save time and avoid duplication. You’re managing work inside the tools your team already uses every day.
Get an Expert to Set This Up for You
Knowing about these features is the first step. Getting your team to actually use them consistently is the real challenge. If you want an expert to help you implement a more productive workflow with the tools you already pay for, the next step is simple.
Book a video call with us using the form below, and we'll show you how it's done.
