How to Manage Tasks in Google Calendar

When you’re engaged with multiple schedules across different time zones, it becomes painstaking for you. Whether Google Calendar is a collaboration option helps you to manage your tasks, upcoming events, and appointments with clients or stakeholders. At the same time, the thought of managing multiple time zones in your Google Calendar might be supercharging your communication, which can significantly enhance your productivity and peace of mind.

The details on how you can manage tasks, step-by-step, the process of setting up and effectively managing multiple time Zones within your Google Calendar. Here’s covering customized task reminder settings, deleting single, multiple tasks, or recurring tasks with customization, with added subtasks. Let’s dive into detail on how to manage tasks using Google Calendar.

Getting Started: Creating & Managing Tasks in Google Calendar

Creating new events using Google Calendar is simple and easily accessible across multiple devices. You create, view, and modify tasks in Google Calendar from your desktop or mobile device. Here are step-by-step instructions on how to create a new task quickly.

Create a New Task

• Open the Google Calendar on your computer,
• Click an empty slot at the top left to create a new task.
• Enter your task details, and click save to continue with a new task calendar with Google.

Now click on the “Save’ option, and create a new task.

Creating a to-do List in the Google Calendar

Google Calendar has a built-in to-do list linked to Google Tasks, which will provide you with an easy option to create, view, and modify tasks from any device. To make a to-do list in Google Calendar, please proceed with the following steps:

Open Google Calendar

You need to log in to your Google Workspace and open the Google Calendar on your preferred device, desktop/laptop, or mobile.

Click on the “+” Icon and Select Task

Creating Task, Just click “+” icon and click to “Task”

Enter Task Details (Regarding Your Upcoming Event or Tasks)

In the task pop-up window, create a new task or go to an existing task, and enter the title of the task. Create a short, long, or descriptive title related to the task’s details. This step is related to writing your usual to-dos.

Added task detail to the “Add Detail Box.”

Save the Task by Clicking on the “save” Option

Finally, the task was created with the task details.

How to Mastering Task Management Using Google Calendar

Once tasks are created, effective management involves viewing them in context, keeping details up-to-date, structuring complex items, automating routines, and tracking progress through to completion. Google Calendar and Google Tasks provide a suite of features to support this lifecycle.

Editing Task Details

Your tasks that have been assigned with providing required details like a due date and, optionally, a specific time will appear directly on the Google Calendar grid alongside scheduled events. This provides an immediate visual connection between to-dos and available time.

• Edit Your Title, Description, Due Dates, Times:

To edit a task appearing on the Calendar grid, click on it. An “Edit task” option (often a pencil icon) will usually appear, allowing modification of its details. Alternatively, tasks can be edited directly within the Tasks side panel by clicking on the task to open its detail view.

Go to Calendar grid -> click on the “Edit task” option.

Edited existing tasks and saved.

Adding Structure: Creating and Managing Subtasks

For more complex to-dos, breaking them down into smaller, manageable steps can greatly improve clarity and progress. Google Tasks supports this through subtasks.

Functionality: You can create subtasks by selecting a parent task to be divided into a series of child tasks. In the Google Tasks interface (side panel on desktop or mobile app), these subtasks are typically indented beneath their main task.

• How to create and manage subtasks (Step-by-Step directions)

Step 1: Right-click on a task in the Tasks panel and select “Add a subtask” from the context menu.

Go to the right side, and click on the task button.

Step 2: Alternatively, select the main task, click on the “Task options” menu (often three vertical dots next to the task), and choose “Add a subtask.

Click on the Task option, on three vertical dots, and choose a subtask.

Finally, a subtask is created under a task.

Note: A keyboard shortcut is also available: after adding a new task line directly beneath the intended parent task, press Ctrl+] (on Windows) or Cmd+] (on Mac) to indent it, thereby making it a subtask

Automating Routines: Setting Up Recurring Tasks

You’ve many responsibilities which are cyclical. Google Task allows you to set a date and time to repeat your job on a daily, weekly, monthly, or yearly basis,  automating routine creation of these routine to-dos.

Step 1: Create an automated routine regarding repeated time and date—just go to the Tasks side pane, click on the “Date/time” field.

From Google Task, select the ‘Date/time” option.

Step 2: Select an option to “Repeat.” This option will be available every week or every first Monday of the month.

Click to “Repeat” for setting the automated “Date/time”

Step 3: Select “day/week/month/year” with time and date of starting and ending, or never to select long-term automated routines.

Finally, set the date and time to finalize the automated routine

Note: The Automation routine process is available for the main task, but you can’t repeat it for your subtasks. This is a notable functional gap for users who have routine processes that involve multiple distinct steps.

Cleaning Up: Deleting Tasks

Removing irregular, irrelevant, or unnecessary tasks that are now null and void or erroneously created tasks keeps lists manageable.

Step 1 (For Single Tasks Cleaning): In the Tasks panel, hover over the task, and click on the “Open menu” (three vertical dots) that appears, and select “Delete”. If the task is selected on the Calendar grid, options to delete (often a trash can icon or via a menu) will be present.

Clean/Delete single task from Tasks Menu

Step 2 (Recurring Tasks (Deleting): When attempting to delete an instance of a recurring task, the system typically prompts the user to choose the scope of the deletion: “This task” (only the selected instance), “This and following tasks,” or “All tasks” in the serie with following steps:

—> Go To

—> Task Menu

—> Select specific tasks which are recurring as per schedule

—> select repeat

—> Go option “End” select a number (like 2,3,.4,5, etc).

Setting the recurring Task ‘Deleting’ option

Recurring Task Deleting

Pro Tips:  If your task is rescheduled to repeat every day/week/month/year at the same time, it will be automatically deleted after a specific number of recurring actions you select.

Step 3 (Deleting All Completed Tasks): To clear out the archive of completed tasks, look at an ellipsis menu (three dots) at the top of the task list within the Tasks panel, which menu contains an option with “ Delete all completed tasks”.

Deleting All Completed Tasks

How to Turn Google Calendar Into the Ultimate Productivity Hub

You look at your calendar every morning. Then you check your to-do list, check the weather, ask your co-workers and family what they’re up to, then maybe see if your favorite show or sports team is on TV later tonight.

See Other People’s Calendars in Google Calendar

Some people are so important to your life or workflow that you need to know what they’re up to. Maybe it’s a co-worker, maybe it’s your significant other, the point is, it’s helpful to know what their day looks like. This is why Google makes it easy to share your calendar with others and for you to see shared calendars.

Share with other people for coworking.

Add a World Clock to Google Calendar

Working in different time zones gets complicated, so any reminder of what time it is where your co-workers are is helpful. Google Calendar has a world clock feature, but it’s a little hidden. Head to the Google Calendar settings and scroll to the World Clock section.

World-clock Setting with Google Calendar

Demonstrate the World Clock in the Google Calendar

Note: Here, you can add or remove cities or time zones from Google Calendar as per your requirement.

Add Holidays to Your Google Calendar

Google Calendar can show you major holidays in any country. By default, you’ll only see the ones for where you live, but if you work with people in other countries, it might be helpful to know about holidays there. You can add other calendars by clicking the plus button beside the word “Other calendars”.

Click on “Other calendars.”

Click “Browse Calendars of interest.

You can choose regional holidays and religious festivals for every nation.

Staying on Track With Notifications

The notification system for Google Tasks is directly linked to the scheduling information provided for each task:

How Task Notifications Work

If a task is assigned both a due date and a specific time, users can expect to receive a notification at or around that scheduled time.

Step 1: For events notification, we go to the specific task or events–setting notification with early reminder before starting the event or meeting.

Go to the “Event” click to “Edit event” for notification settings

Image for setting notification by clicking “Edit event” option

Step 2: After setting the notification, click to ‘Save” to finalize the notification

After setting the notification, click “Save” to finalize the event notification.

Customizing Notification Settings

The primary method of setting “customizing” when you along with team members are willing to receive the event or task notification before a specific time. Like setting date & time with “30” minutes early reminder.

Setting, date & time with a reminder setting for specific events

Key Benefits of Managing Tasks in Google Calendar

Your journey with managing tasks in Google Calendar has focused on several core advantages for your businesses and professions.

Key Benefits of Managing Tasks in Google Calendar

• Centralized Management: The ability to see to-dos along with Google Calendar appointments setting on a single platform provides crucial context, enabling you to take better decision-making about how and when you allot your time for task completion.
• Cross-Platform Synchronization: Whether on a desktop, mobile, or tablet, and whether accessing tasks through Calendar, Gmail, or the dedicated tasks app, changes are synchronized across all usable devices, ensuring the task lists are always up-to-date and accessible.
• Integration within the Google Workspace Ecosystem: The consistent creation of tasks from Gmail, Google Chat, and Google Docs customizes your workflow, allowing users to capture actionable items as they arise without significant context switching.

Conclusion: Integrating Tasks Into Your Daily Workflow

The integration of Google Tasks within Google Calendar offers a powerful framework for unifying task management and time scheduling to ensure everything is going properly. This synergy allows for a more effective approach to personal and professional productivity. By moving beyond simple event scheduling, Google Calendar Management VA, executed assignments through scheduling, event & appointment settings, can be a dynamic hub for planning, executing, and tracking all events.

You may need a skilled and dynamic person who will manage your events, tasks, and set notifications, providing early reminders before events. YesAssistant has a well-trained task manager who can set your task in Google Calendar. We have more than a decade of experience handling and supporting businesses.