Using Google Suite for task management
If you’re anything like me, you’ve tried all the task management apps out there. My problem is that I set up a shiny new task management system for my business, and then I never go back to use it. I’ve done this in Asana, ClickUp, Notion, Trello and Monday, but for whatever reason they just don’t stick.
What has worked for me is using tasks within Google Calendar as a reminder that something is due. I can either set it at the day or the time that it’s due, and I can mark it as completed once the task is done.
This method is particularly helpful for me because I’ve been using Google Calendar for everything in my life for about 8 years now. I do a lot of freelance work in pro sports social media, so I keep my Google Calendar updated so I don’t double book myself. I also “invite” my partner to work things so he can know my schedule as well. I have a calendar for my marathon training runs, too. So, with all of this already in there, adding tasks for client work just made sense.
And then I saw tabs in Google Sheets. 👀
I created what I’m calling an “Everything Doc” for my business using Google Docs, using the tabs to divide the document into sections. Here’s a quick list of the tabs I have:
Start here - this is where I have a running to do list of things that I want to get done in my business that aren’t quite scheduled yet. I pick a couple that I want to get done each week, but I love having a “catch-all” for all of my thoughts
Goals - this is pretty self explanatory, but I use this area for my goals for the year and break them down into action steps
Offers - this area is broken down into subtabs for each offer where I have everything I need easily accessible like checkout links, who it’s for, all the specifics
2025 Overview - this one I don’t use as much as I thought I would, but I might use it more moving forward. It has subtabs for each quarter and a brief overview of what I have planned in that quarter (like my birthday/marathon offer party coming up in the beginning of March)
Clients - the main tab has a quick overview of the deliverables and dates for each client, then from there each client has a subtab where I link to the things I need for them. Like for my engagement clients I link to their lead tracker and I also have a place for notes on who their ideal clients are and who I should be talking to for them. For content calendar clients I have notes as well as links to where I share their 12 monthly post captions for them.
Content - this is where I write captions, as well as outline blog posts and podcasts. I also link to the Google Sheet that I use for overall content planning
If you want to learn more about using Google Sheets for content planning and batching, you should check out Content & Community, the membership where you’ll learn what you need to run your own social media like a pro. When you join the membership, you’ll have immediate access to pre-recorded modules to teach you all about planning and batching your social media, plus the templates I use for myself and my clients in Google Sheets.
I think the “Everything Doc” will definitely evolve over time, but right now I really enjoy having one place to go to to access links for everything. Have you tried it? Will you give it a try? DM me on Instagram to tell me all about it.
