The 8 Best Ways To Use Google Workspace Apps For Project Management

3/23/23, 6:12 PM The 8 Best Ways to Use Google Workspace Apps for Project Management
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The 8 Best Ways to Use Google Workspace Apps for Project

Management
Google Workspace apps can meet most of your project management needs. Here are some of
the best ways to use them.
BY TAMAL DAS PUBLISHED JAN 5, 2022
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Many organizations rely on Google Workspace as a collaborative office suite. However,

they are unaware that the same apps can also be useful for project management.
By using Google Workspace apps, you can make the most of these and skip the need to
incorporate additional project management tools. This article will elaborate on how you
can fully utilize Google Workspace apps for project management.
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1. Project Tasks Collaboration and Tracking

Project tracking template of Google Sheets
Most projects require collaboration among teammates. Even if you have a distributed team
working on a project, cloud-based Google Workspace apps can help you collaborate easily.
You can use Sheets to plan the project and create Gantt charts to manage tasks and
deadlines.
Team members need to regularly update their progress in the spreadsheet. Thus, the sheet
always contains up-to-date information. It can also function as a task-tracking or time-
tracking tool for the team.
With Google Calendar, find out about free and engaged hours for each team member.
Sharing notes with teammates and staying organized using a to-do list is feasible with
Google Keep.
2. Effortless Team Communication
It goes without saying that Gmail is one of the best email service providers in the world. If
you use Google Workspace, you don’t have to think twice about ensuring flexible and clear
communication among your team members. Gmail is here to facilitate seamless team
communication.
You can create a “Groups” email list and add all the team members in that group. Then, you
can use only one email address to share information, resources, and updates with the
whole team.
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People working on multiple projects at the same time can label emails related to different
projects. Thus, emails with different labels will be stored in separate folders. You can also
star mark the important emails to find them quickly.
3. Scheduling Your Team Resources for the Project

Project managers often find it difficult to assign and schedule tasks to team members for a
new project while other projects are ongoing. If they use Google Workspace, the Calendar
app can offer an easy solution to this problem.
Team members can mark their tasks and schedules in a shared calendar. Thus, everyone
will know who is occupied till which date and assign new tasks accordingly. Teams can use
it to monitor deadlines and milestones and to get reminders.
You can create separate team calendars for tracking vacations, meetings, and training
sessions.
4. Share and Store Digital Data
Modern-day projects need secured storage for files and documents containing mission-
critical data. At the same time, project members should have access to them 24/7. Google
Drive app is here to store all your project-related files, documents, images, and videos.
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This cloud-based file storage app can securely store your files. If you make any changes to
the files, it gets synced instantly. Thus, any other team member can access the updated
content.
The sharing and access controls of Google Drive make collaborative work hassle-free. For
example, you can share a draft copy of a file with the client for approval with permission to
view the document only.
Besides, you can create separate shared drives for different project teams and share these
with them for quick access.
5. Create Reports and Presentations
Are you looking for a tool to create eye-catching and explanatory reports? Do you want to
include various charts and graphs in those reports? Google Sheets is the app for you. It
helps you share any type of numeric data in the most appropriate style. It also allows you
to work collaboratively on a report.
Presentation is another crucial part of projects. The Google Slides app is the perfect
presentation builder tool of Google Workspace. You can use it to share your vision,
describe team performance, and visualize vital data.
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While working remotely, it’s also possible to share the Google Slides presentations during
video conferences using the screen sharing feature of Google Meet.
6. Taking Project Online
Sites is the Google Workspace app using which you create high-quality sites without
programming or design knowledge. You can use Google Sites for a project, an event, or a
team.
You can use Google Sites as a hub to store all documents, updates, timelines, calendars,
and deliverables. It will enable all teammates to access all the project-related information
from one place.
7. Team Meetings and Conversations

Teams working on a project need to stay in touch all the time. Besides emails, they can use
Google Workspace Chat for instant messaging and the video call app Google Meet for
virtual meetings.
Apart from direct messaging to individual members, Google Chat also supports group
conversations so that teams can fluidly collaborate from remote places. While using Chat,
you can also share files with others and work on a task.
Google Meet supports both audio and video calls, so you can connect with your colleagues
anytime you want. You can always work on a document side by side while in a meeting on
Google Meet—which takes collaboration to the next level.
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During a meeting, you can also use the Keep app for taking notes and writing minutes. You
can easily share these notes and attach them to other documents.
8. Document Management and Collaboration
Teams working on projects have to manage numerous documents. The situation becomes
problematic when they need to collaborate on those documents. Manually distributing the
documents and separately editing them can hamper the team’s performance and cause
project delays.
RELATED:
Reasons Why Projects Get Delayed And How To Avoid Them
Google Workspace users can try Docs and Sheets to manage documents. Multiple people
can access these documents and work on them simultaneously. No matter what changes
you make to the documents and spreadsheets, those will be visible in real-time.
It’s also possible to comment and offer feedback on the same documents. With the version
history feature, you can easily track down who made the changes to the documents and
when.
Project Management Made Easy With Google Workspace
Enterprises often use multiple apps and tools to manage various aspects of a project. If
you already use Google Workspace apps, these can also help you with project
management.
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Now that you know how to use its apps to manage project-related tasks, project
administration will become easier. However, there are other workspace facility providers
apart from Google that you might want to check.
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RELATED TOPICS
PRODUCTIVITY GOOGLE APPS WORKSPACE PROJECT MANAGEMENT
ABOUT THE AUTHOR

Tamal Das
(304 Articles Published)
Tamal is a freelance writer at MakeUseOf. After gaining substantial experience in technology, finance, and business
processes in his previous job in an IT consulting company, he adopted writing as a full-time profession 3 years ago. While…
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3/23/23, 6:12 PM The 8 Best Ways to Use Google Workspace Apps for Project Management

The 8 Best Ways to Use Google Workspace Apps for Project

BY TAMAL DAS PUBLISHED JAN 5, 2022

Many organizations rely on Google Workspace as a collaborative office suite. However,

Link copied to clipboard

1. Project Tasks Collaboration and Tracking

2. Effortless Team Communication

Link copied to clipboard

3. Scheduling Your Team Resources for the Project

4. Share and Store Digital Data

Link copied to clipboard

5. Create Reports and Presentations

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6. Taking Project Online

7. Team Meetings and Conversations

8. Document Management and Collaboration

Project Management Made Easy With Google Workspace

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 Subscribe to our newsletter

ABOUT THE AUTHOR

Only in the beginning

Vote View Results

Discuss This Poll

ARTIFICIAL INTELLIGENCE ONLINE PRIVACY

Link copied to clipboard

The 6 Best Alternatives to ChatGPT

white robot standing looking at camera

Link copied to clipboard

9 Virtual AI Companions to Chat and Have Fun With

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