Task Management Guide
For Google Workspace Teams

Google Workspace
Implementation Guide

Complete action plan for integrating Gmail, Google Calendar, Google Tasks, and Google Meet with AI meeting assistants

Zero additional cost
Native integrations
AI-powered automation

Why Google Workspace?

$0 Additional Cost
Gmail, Calendar, Tasks, and Meet are already included in your Workspace license
Instant Familiarity
Your team already uses these tools daily—no learning curve or training needed
Seamless Integration
Everything syncs automatically across Gmail, Calendar, Tasks, and mobile apps
AI-Ready
Add free AI meeting assistants like Fathom or Otter.ai for automatic action item extraction
The Google Workspace Stack
Four core tools working together
Gmail
Email → Tasks
Google Tasks
Task management
Google Calendar
Scheduling & reminders
Google Meet
Meeting notes sync

4-Week Implementation Plan

1
Week 1
Activate Google Tasks
⏱️ 15 min
Enable and configure the built-in task management system

Enable Google Tasks

⏱️ 5 min
👤 Each User
  • Open Gmail → Click Tasks icon in right sidebar (or press G then K)
  • Install Google Tasks mobile app (iOS/Android) for on-the-go access
  • Create task lists: "Personal", "Team Projects", "Client Work", etc.

Connect Gmail to Tasks

⏱️ 10 min
👤 Each User
  • In Gmail: Right-click any email → "Add to Tasks" (or drag to Tasks sidebar)
  • Email subject becomes task title, link back to email auto-attached
  • Add due date, details, and subtasks directly in Tasks panel
  • Keyboard shortcut: Select email → Shift + T (add to tasks)

Sync with Google Calendar

👤 Each User
  • Tasks with due dates automatically appear in Google Calendar
  • In Calendar settings → Enable "Tasks" calendar view
  • Drag tasks in Calendar to reschedule due dates visually
2
Week 2 - Premium Content
Add AI Meeting Assistant
Choose between free or premium AI enhancement

🔒 This content is locked. Unlock the full guide to access Weeks 2-4 with detailed implementation steps, AI meeting assistant setup, automation workflows, and team training guides.

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Complete Weeks 2-4 implementation steps
Downloadable PDF checklists for all guides
Video tutorials and helpful resources
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Complete Cost Breakdown

Google Workspace
Already included in your license
Gmail$0
Google Tasks$0
Google Calendar$0
Google Meet$0

All features included in Business Starter ($6/user/mo), Business Standard ($12/user/mo), or Business Plus ($18/user/mo)

Add-on Costs
Optional enhancements
Fathom AI (recommended)$0
Otter.ai free tier$0
Otter.ai Pro (optional)$10/user/mo
Zapier (optional automation)$20-50/mo

Recommended setup: Google Workspace + Fathom (free) = $0 additional cost

10-Person Team Example
Google Workspace (already paying)$0 additional
Fathom AI (free forever)$0
Total Additional Monthly Cost$0
This is the most cost-effective solution if you already use Google Workspace

Limitations to Know

Google Tasks Limitations
No task assignment to others (personal tasks only)
No team boards or shared task lists
Basic interface with limited customization
No built-in automation or workflows
When Google Tasks Works Best
Individual contributors managing their own work
Small teams (2-5 people) with simple workflows
Budget-conscious teams already on Google Workspace
Teams prioritizing simplicity over advanced features
Need team collaboration? If you need to assign tasks to team members, track project progress, or build complex workflows, consider upgrading to monday.com ($12/user/month) which integrates seamlessly with Google Workspace.

Ready to Get Started?

Everything you need is already in Google Workspace. Start using Google Tasks today.