Google Tasks is one of the services in the Workspace suite of services and web applications for businesses and ordinary physical users from Google, the world’s largest IT company.
In fact, it is a cloud (SaaS) service for working with tasks and lists that integrates flexibly and, above all, easily with other Google tools: Calendar, Documents, Contacts, Keep (notebooks) and so on.
Although the functionality of the lists is as simple as possible, this does not mean that Google Tasks cannot be used to plan or organise the work of companies.
The key feature of the service is its full cross-platform functionality. Task reminders are always at your fingertips: in your browser, on your smartphone or tablet, on your PC, Mac, Linux, etc.
Below we will discuss in detail how you can replace Google Tasks in your project management system.
What are the features and functionality of Google Tasks?
Google Tasks is a simple task manager, but its power lies in its simplicity. The main technical features of the service can be described as follows:
- List and task data is stored in a reliable cloud infrastructure. You can access it from virtually any of your devices. All you need is an internet connection.
- Official and unofficial clients have been developed for all major platforms: mobile (Android, iOS), desktop (Windows, Linux, Mac OS) and browser extensions.
- Tasks can be grouped into lists. There can be any number of lists.
- Tasks within a list can have a hierarchical structure, but only up to 2 levels (tasks and their subtasks).
- A detailed description and deadlines can be added to each task.
- Deadlines can be linked to a specific date and time and periodicity can be used.
- There is a built-in end-to-end search system (by title, list name and content/description).
- Tight integration with Google Calendar. A single interface that can work in parallel with other Google web services (task management opens in a dedicated sidebar).
- A system of add-ons for flexible customisation and extension of the basic functionality (including integration with external services and applications): Trello, Todoist, Gmail, Evernote, Zapier, etc.).
The disadvantages of Google Tasks include:
- The interface is really too simple. Only lists and only tasks.
- The service distinguishes two versions of lists — for personal use and for corporate accounts (with a special subscription to the Google Workspace package of services and applications). In the personal version, there is no assignment of owners, no selection of contacts, no complex notifications, just a personal to-do list.
- Notifications can be sent to any Android smartphone via linked accounts without having to install a separate app. However, due to its own power-saving policies, notifications will not be displayed at the scheduled time, but when you pick up the phone, for example. By then, the task may no longer be relevant.
- Tasks with assignees are only available in business subscriptions. For example, this functionality can be found in Chat (formerly Meet) group chats.
- The service is tied to Google products only. If you don’t use them in your work, it will be difficult to integrate Tasks with third-party services.
- It is not possible to create subtasks below the second level.
- There are only ‘done’ or ‘not done’ statuses.
- There are very few filtering options: only a list of favourites, sorting by time and recent marks.
- The actual list of integrations is very poor, there is no direct data exchange with CRM, external notification systems, etc. Everything is via connector services that require a paid subscription (like Zapier).
- No reporting systems, analysis and feedback on task execution.
The most profitable alternative to Google Tasks
Google Tasks only makes sense as part of the Google Workspace business package, which includes a cloud drive, mail on your own domain, a suite of office applications, group chats, video conferencing, mini websites, web form builders and other useful business services.
However, this package is poorly suited to the needs of some business niches, especially small businesses. In addition, the subscription prices are too high and there is no free version (using the same services but for personal tasks doesn’t count).
Even IT teams have not shown much interest in Google Workspace in general and Google Tasks in particular.
It makes sense to use a core product or service to manage tasks and projects.
The best combination is a cloud service with the option to pay by the number of licences, such as Projecto.
Advantages of Projecto
- The service is suitable for both small IT teams and large enterprise deployments.
- Many profile tools are already included in the system:
- ☑️ Organisational structure builder;
- ☑️ Employee cards;
- ☑️ work calendars;
- ☑️ a system of reminders and notifications.
- There are functional mobile applications that are as good as the browser version.
- Data is always backed up. There is an import and export system.
- Work with projects, tasks and their delegation is properly organised:
- ☑️ Assignment of responsible persons;
- ☑️ collective acceptance of the result;
- ☑️ Reporting system;
- ☑️ Comparison of workload (access to employee calendars);
- ☑️ one-off and recurring activities;
- ☑️ Possibility of motivated cancellation of employees;
- Multiple ways to view projects and tasks — Kanban, calendar view, lists, tables, Gantt chart.
- Convenient search with filtering of results.
- No hard limits on disc space.
- Integrated document management system.
All this and much more can be tested absolutely free in work — in demo mode.
If you need a full version of the service without data reset, you can order a free trial for one month (data can be seamlessly transferred to the full version).
Compare the features of Google Tasks and Projecto
| Google Task | Projecto | |
| Place of installation | Cloud (SaaS) | Cloud (SaaS) |
| Display options | List,Calendar | List,Calendar,Kanban board,Gantt chart |
| Mobile apps | Yes (functionality is weak) | Yes (same features as web version + audio notes system and some other features) |
| Desktop applications | Yes, by third party developers | Mac-client |
| Integrations | API (ready integrations in a special marketplace + basic features of Chat, Gmail, Calendar) | Transferring data from calendars,1C |
| Chat and discussions | No, as a separate service | Chats are attached to each entity type (tasks, projects, events, etc.) |
| File storage | Google Tasks doesn’t have its own storage, it comes bundled with a Google Workspace subscription, the latter’s plans are always limited. | Built-in, without strict limits |
| Organisational chart builder | No | A special builder is provided |
| Document section | No | Yes + document card builder |
| Collegial acceptance of results | No | Yes |
| Reports on the status of tasks/projects | No | Yes (pre-built filters and reports, system for requesting feedback on current task status, data upload) |
| Free plan | For personal use only (which negates team use) | No. Demo or 30-day trial. |
| Subscriptions cost per month | From $5.4 to $18/month for each workstation. Price depends on allocated disk space, level of technical support and some other features. | 5-7 USD/month depending on number of licences and prepayment period |
If you need an adequate tool for effective project management, with functions for setting tasks, controlling deadlines, sending timely notifications, proper visualisation of tasks and lists, then it is logical to start working with such a solution as Projecto.
If you just need lists to manage your personal tasks, Google Tasks will do the trick. The service is in no way suitable for the status of a profiled BPM system. There are too few features.
