Using Google Apps as Your Getting Things Done Solution

by Denise Hazime on January 7, 2016

 

Google Apps can be used to replace virtually any Microsoft Office product. But with new improvements to its mobile apps, Google has recently made it possible to use Google Apps as a Getting Things Done solution as well.

Wait – What is Getting Things Done?

Getting Things Done was a book published by David Allen back in 2002. It put forward the idea of recording tasks and then taking time to get them done, rather than wasting time trying to remember what tasks you had to do with each project. The term was abbreviated to GTD in common use and a number of software solutions sprung up to bring Allen’s vision to digital life. GTD tools include Omnifocus, MindManager, and other assorted tools – including Google Calendar and other Google Apps.

Project management tools like Zoho Projects can help you do the same thing, but using Google Apps on their own to work your own GTD program can help get you started.

How Google Keep, Google Calendar and Google Inbox Help You GTD

GTD starts with the principle that a large task may seem unmanageable on its own, but when broken down into smaller, bite-sized tasks, it becomes easier to get it done. Google takes this a step further by allowing collaboration, so you can share your tasks with other team members.

Google Keep allows you to create notes which you can share with other people via email, upload images to, and archive once they are complete. You can use it with your Google account through an app on any operating system, or just on the web with your Google account.

Google Keep allows you to create, share and organize notes

If you’d prefer not to use a separate app to keep track of things, you can set reminders in Google Calendar, which can be recalled in either Google Calendar or Google Inbox.

Google Inbox is an app Google built to specifically handle email on the go. It allows you to save emails for answering later, organizes your email beautifully, and even offers artificially intelligent responses to emails. Its significant drawback is its lack of signature functionality, which can be overcome with the Gmelius app - even with signatures containing graphics. Any notes you create in Keep or Calendar will be present in Inbox - and accessible through Google Keep on the web should you be working from a laptop or desktop.

Put simply, you can create notes in Google Keep or Calendar, and access them online at any time, and even through your email in Google Inbox if you are mobile. However, this just helps you create reminders, rather than organizing your tasks in a meaningful fashion. For this functionality, you need a project management solution.

Zoho Projects –The Next Level of GTD

Once you’re ready to kick your GTD organization level up a notch, consider using Zoho Projects. At $20/month, it’s a fraction of the cost of other project management solutions on the market, and offers complete integration with Gmail, as well as other Zoho products such as Zoho CRM.

The video below illustrates how you can break down each project into an actionable task in Zoho Projects, using different views.

If you would like to get set up with Google Apps, Zoho Projects, or both, contact UpCurve Cloud. Our helpful experts can manage your setup and integration with other software that you use daily in your business.

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Denise Hazime
VP of Alliances at UpCurve Cloud
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