As a small- to medium-sized business owner or manager, you deal with a long list of things to do every day. Keeping track of your tasks can be a challenge — but not if you use Google Tasks. This app can help you keep on top of everything you need to get done. Here’s how.

What is Google Tasks?

Google Tasks is a to-do list application that’s linked to your Gmail account and Google Calendar. With Google Tasks, you can create to-do lists for the day, week, month, or year. You can also add notes to provide more detail to each task as well as set reminders so you never miss a deadline. All lists you create are stored in the cloud, ensuring that you can access them on any internet-connected device whenever, wherever.

How to use Google Tasks

On your PC, you can easily access Google Tasks through your Gmail inbox. When you open Gmail, you’ll see a sidebar on the right. Click on the blue icon with a white diagonal dash at the bottom of the sidebar to launch Google Tasks.

To create a new task, simply click Add a task. To edit the details of the task, add a subtask, or set a due date, hover over the task and select Edit (represented by a pencil icon). You can also right-click on the task and select a specific action from the menu.

Once you finish a task, hover over the circular icon next to the task. This will transform the circle into a checkmark, and clicking on this will mark the task complete and remove it from your list. If you accidentally strike a task from your list before it’s done, simply click Undo at the bottom of the window.

You can also install the Google Tasks app onto your smartphone or tablet so you can check and edit your lists even while on the go.

Other useful features

These helpful features of Google Tasks will make managing your to-do lists even easier:

• Create multiple lists. Click on My Tasks at the top of the window to open a dropdown menu. Select Create new list and enter a name for the list. Click Done. Select Add a task to populate your list.
• Rename lists. Click on More (the icon with three dots) and select Rename list.
• Change the order of tasks. Click and drag each task up or down the list.
• Move a task to another list. Right-click on the task and select Move to another list from the menu.
• Add reminders to Google Tasks from Google Calendar. Copy existing reminders from Google Calendar by clicking More and selecting Copy reminders to Tasks.
• Sort your to-do lists. You can sort the lists you make either by the order in which you made them or by due date. Click on More, and under the Sort by menu, choose My order or Date.

If you would like to learn more about using Google Tasks or any other Google app, reach out to our team of experts today.

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Did you know that learning how to use an application is a two-way process? In fact, your applications learn something new about you after every interaction. They take note of your frequently visited sites and other data points to make your tasks easier so you can avoid repetitive work. Before you worry too much about privacy, take a second to learn about Google's focus on using these tools to boost productivity.

Based on thousands and possibly millions of recorded actions and data, machine learning analyzes your past actions to guess what you need to do next. Machine learning can suggest specific documents, launch apps, schedule meetings, and send emails depending on your email writing schedule, the device you're using, and apps you're using at the time.

How does machine learning work?

One great example is using the Explore button on Google Sheets. It’s a small cross icon button on the lower right portion of the screen that reveals data trends. Through machine learning, Explore can also analyze written data, and suggest the best layout and settings for you. It can even help you format and design your file!

Machine learning ultimately helps you avoid menial tasks, like locating a document that’s lost in years of saved random documents in one folder. Machine learning automatically suggests files or websites that you usually open during certain times of day.

Other routine tasks like searching for and downloading files, sorting emails, and launching apps are also made easier through machine learning. Imagine the time and effort that you’re going to save if you’re only focusing on jobs that actually require your brain cells to work!

No more spam emails

One of the best benefits of machine learning algorithms is the significant reduction of spam in your emails. Manually managing emails and sorting them into folders can take hours. That’s a huge waste of time and money if you’re paying employees for other, more technical, skills.

If you still think of Gmail as a low-level consumer app, it’s time to reevaluate that assumption. Upgrading to the business subscription gives you greater control over the spam filter and malware detector so you can boost employee productivity.

Replying to emails can be a monotonous task sometimes. But with Smart Reply, getting to inbox zero can be accomplished in minutes. Gmail suggests reply templates for each mail you receive. It's already a great feature when you need to respond with something basic like, "Yea, that time works for me!" but it gets more accurate and intelligent every time you add a hand-typed a response to the database.

All these features make work collaboration more accessible and way faster. This makes Google Apps perfect for businesses that require remote and constant collaboration with colleagues. For more information about these features, contact us today.

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