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While most to-do apps try to cram in as
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many features as possible Google Tasks
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takes a refreshingly minimal approach
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with a clean and distraction-free design
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and this is perfect for two types of
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users those who just want to capture and
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track tasks with minimal friction and
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those looking for a seamless integration
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with Google workspace tools and in this
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video I'll go over seven little known
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tips that help you stay organized using
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this underrated app let's get started
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all right first off before I found out
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about this hidden feature I would keep
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two Google Calendar Windows pinned in my
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browser because I thought that clicking
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this switch to tasks button was the only
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way to access a standalone Google task
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window on the web although this looks
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fine there is this annoying bug where
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pressing C is supposed to create a new
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task but sometimes it creates a new
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calendar event by mistake and when we
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exit out by pressing escape it goes back
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to the calendar view like Google we're
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not trying to play Russian Roulette here
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so instead we can P this URL in our
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browser I'll leave this in the
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description below and we can now have a
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clean Standalone Google task view on web
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uh zoom in a little bit and we can pin
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this bookm market and most importantly
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this won't revert back to a calendar
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review for no reason now if you're
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anything like me most of your work tasks
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come from emails so from within my Gmail
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inbox I have several options from within
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an email I can press the keyboard
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shortcut shift T to add the email as a
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task in my Google task sidebar and pro
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tip you always want to rename the task
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to start with an action word adopt
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Jeff's new uh email workflow and this is
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a lot more meaningful than whatever the
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default subject line was and after
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assigning a due date don't forget to
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Archive this email by pressing e or
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clicking the archive button up top here
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because remember the same task should
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never exist in two separate locations by
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the way if you really want to master
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email management I've got a complete
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task zero for Gmail system over at my
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workspace Academy I'll leave a link down
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below back to our inbox with the task
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sidebar open we can also drag emails
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over to the task list as well or select
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multiple emails and click the add to
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task button up top to add multiple
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emails as tasks and of course from
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within our gmao mobile app we can press
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the three dots and click add two tasks
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from here the best part about this
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workflow is that all the emails are
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linked within the task so if I were to
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click that link for example from our
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Standalone task list um the email is
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opened up in a clean Standalone window
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so that after I deal with it I can close
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a window and I'm not sucked back into my
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email inbox next up in keeping with the
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theme of Google Tasks deep integration
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with Google workspace I absolutely love
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how I can send any message from a Google
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chat conversation to my task list by
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clicking the three dots add to tasks and
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of course this works on both web and
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mobile when I'm commuting or eating
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lunch I receive a request over chat I
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can't properly respond to it right then
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and there and I also don't want to
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forget about it so the most efficient
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thing to do is to send it to my task
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list and deal with it when I'm back at
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my desktop now if you're passive
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aggressive which I'm obviously not I
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deal with conflict so well I'm like the
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best at dealing with conflict um from
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within a group chat in Google Chat we
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can add a task within the group at a due
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date and after assigning someone as the
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owner the corresponding task will appear
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in their task list which again I would
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never do because I'm a mature and
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grownup professional and I would never
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avoid confrontation regardless of what
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my performance review
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says Pro tip from within the group tasks
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view we can choose manual sort sort by
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date or my preferred sort in this
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specific situation sort by a s or owner
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by the way if you're enjoying these
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practical tips you can join my free
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newsletter to receive an insanely
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actionable Google workspace tip every
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week link down below moving on from
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within Google Calendar first make sure
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the tasks view is enabled under my
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calendars and when it comes to the
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workflow there are two ways to go about
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this and honestly it comes down to
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personal preference option one you first
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add visible blocks on your calendar like
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deep work so your colleagues know not to
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disturb you and on top of that you add
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add time specific tasks to remind
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yourself of the work you need to
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complete option two you capture tasks as
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all day tasks by default and assign a
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due date then during your daily inbox
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review sessions I'll talk about this in
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a bit you review upcoming tasks create
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calendar blocks for those tasks and
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check them off your task list I
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personally prefer option two just
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because it's more flexible and honestly
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we should be reviewing our tasks
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throughout the day anyways I talk about
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that a lot more in the workspace Academy
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so check that out if you want next let's
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talk about Google Tasks biggest unfair
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advantage over other to-do apps the
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Google sidebar when you're in the flow
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of work in Gmail drive or even Google
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Slides capturing tasks is just one click
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away Pro tip from within Google Docs
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free users can rely on the sidebar as
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normal to add tasks but Google workspace
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business users can create a checkbox
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left bracket right bracket space type
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the action item and assign tasks right
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from the document itself which is a game
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Cher for project meetings the reason I'm
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making such a big deal about the sidebar
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is that if we could capture tasks the
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instant we think of them I.E reduce
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friction to zero we never forget
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anything and the sidebar takes us one
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step closer to that dream scenario while
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we're here a few more things to keep in
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mind I like to sort my tasks by due date
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to stay chronological I stick with just
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using one master task list to avoid
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context switching and for repeating
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tasks the only way to delete them is
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Click Three Dots and delete all
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occurrences whether you're an Android or
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iPhone user I highly recommend adding a
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Google task widget right on your main
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home screen so that you can add tasks
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with just two clicks one to add a task
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and second to assign a due date although
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we mainly focused on the web version in
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this video I'd say 70 to 80% of my tasks
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are captured through the mobile app
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since new ideas usually hit me at the
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gym during my commute or when I'm trying
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really hard to fall asleep all right
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last and well maybe least we can create
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tasks through Google Gemini from within
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the web app we can type at tasks select
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Google task uh create a task uh bring
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gift into office
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tomorrow and the action item will be
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added to our task list quick heads up
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you need to make sure your gem time zone
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matches that of your Google Calendars
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because there's currently a bug where
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tasks created in Gemini follows your
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Gemini time zone instead of your Google
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Calendars also if you don't see the
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Google task option head on over to
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settings extensions and make sure your
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Google workspace extension is turned on
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this is available to free and paid users
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and yes I totally agree using Gemini on
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the web to create task is unproductive
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but through the Gemini mobile app we can
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enable voice commands and through
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natural language describe the task and
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tell Gemini when the due date should be
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bonus tip for Google workspace users I
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know it's tempting to capture tasks
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ideas and thoughts all in Google Tasks
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but trust me when I tell you I've made
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this mistake it gets way too messy and
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disorganized instead make sure to only
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capture action items in Google Tasks
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since those always have a due date and
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ideas thoughts and quicknotes should be
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captured in Google Keep where we can add
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labels and include more context again if
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you want to learn my entire workflow
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check out the workspace Academy if you
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enjoyed these tips check out my
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workspace playlist next see you on the
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next video in the
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meantime have a great one
