Teaching comes with an endless to-do list. Lesson planning, grading, meetings, parent communication, and professional development all compete for attention. It is easy to feel overwhelmed, especially when tasks pile up faster than they get done. Many teachers rely on sticky notes, scattered lists, or mental reminders, only to find themselves scrambling to remember what needs to be done next. Google Tasks is a simple yet powerful tool that helps teachers organize their workload in a way that is easy to manage and fully integrated with the Google apps they already use.
It is a To-Do List.... Google Style
Google Tasks is not another complicated project management system. It is a straightforward to-do list. Create multiple lists at tasks.google.com. Easily check off task items to help you keep on track. You don’t have to disrupt your productivity to use Tasks!! It’s in Gmail, Google Calendar, Google Docs, Google Sheets, and Google Slides. It also has a mobile app, so tasks are accessible from anywhere. The key benefit is its simplicity. Tasks can be created quickly, assigned due dates, and checked off when completed. There is no need to spend time setting up folders or learning a complex system.
For teachers, organization needs to be seamless. Google Tasks eliminates the need for separate planners or sticky notes by keeping everything in one place. It is especially useful for turning emails into action items, keeping track of grading deadlines, and making sure lesson planning stays on schedule.
Sidebar in Google Docs
In Docs, Sheets, Slides, Calendar, and Gmail you will see a skinny sidebar on the right hand side. One of icons is a blue circle with a blue checkmark. This is Tasks!! You can switch your Task list to be able to easily check off items as you complete them. Finish answering that email, check it off in the Tasks sidebar. Updated your lesson plan? No need to leave Google Docs to check it off.
To-Do Lists
If you’re like me you’re constantly scribbling down things you need to do onto scraps of paper or sticky notes. Teaching is a never ending “oh and this too…” Moving to a digital format allows you to access your todo list from anywhere.
I Cleaned Out My Email
My email inbox is a hot mess. One of the problems I have with email is it is sorted by when it was sent, not sorted by priority.
Go for Inbox Zero
I now have several lists on tasks.google.com. One of them is for responding to emails. When reading an email, or when an email is selected in the inbox, use the Tasks icon up in the toolbar to send to your selected task list. Then ARCHIVE the email. Get your inbox completely cleaned out. Inbox zero!
Rename the Title and Set a Description
Something that drives me crazy is when email subject lines do not match the body of the email. Even if the subject line does match the body of the text, it probably isn’t the action item that I need to act on. When adding the email to your task list, edit the title to be the action you need to take. Give yourself a few quick notes in the details section to help you focus in on what you need to do.
The link to the email is automatically attached, making it easy to reply back to the email.
Set Task Due Dates
When creating a task you have the option to set the due date of the task. This adds it to your Google Calendar to help you get it done on time. Quick select “Today”, “Tomorrow” or use the calendar icon to custom set your due date.
Easily Organize Your Tasks
Don’t just make a task list, organize it!
Drag Tasks to Preferred Order
Google Tasks allows me to have control over the order I need to complete the tasks in. Simply drag the task items up or down to prioritize.
3 Dots to Move to Another Task List
My tasks lists are
- Today
- Not Today
- Projects
- My Tasks
- Weekly
- Graveyard
- Genius Ideas
I want on my Today list a reasonable list of what I can accomplish today. If I don’t have time for the task, I move it to “Not Today” which is essentially my overflow list. To move a task, hover over the task to reveal a 3 dots menu. This allows you to easily move a task to another Task list.
Sort Your Task List
Each Task list has a 3 dots menu to provide you more options. Choose how you want to sort your task list: My order, Date, Starred recently.
Print List
Moving to an all digital to-do list might be giving you the heeby jeebies. No worries, you can print out your list to have a physical copy in your hand. Check off the tasks when you return.
Delete All Completed Tasks
One of the options is the ability to delete your completed tasks. I do this daily so I can see how much I accomplished at the end of the day.
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Task Lists for Teachers
Teaching is a never ending list of things to do. Help keep your sanity by moving all of things you need to do onto a Task list.
Emails to Reply To
I already mentioned this, but it is worth mentioning again. Clean out your email inbox. Get in the habit of adding them to a task list. Perhaps have a task list for “Admin emails”, “Emails from Parents”, etc… think of how you would organize your school emails. Or maybe you want a list of “Urgent Emails”, “Answer after school”, “FYI”, etc…
It helps me significantly to change the subject line to the action item I need to know about the task.
The link to the email is right there in the task list, I don’t need to keep it in my inbox. Archive it.
Feedback Follow Up
When giving feedback to students you might ask for the student to respond to your feedback. (I highly recommend feedback loops.) However, with so many students it can be difficult to remember to go back to a document to look at it again.
Add a Google Doc to your follow up feedback Task list by copying the link. Click on the Tasks icon in the sidebar of the Google Doc. Paste the link into the description.
Student Support and Check-Ins
Students often need additional support, whether for academic struggles, social-emotional needs, or behavior plans. Create a task for each student who needs a follow-up conversation, progress check, or extra resources. By setting due dates and checking tasks off as they are completed, you ensure no student gets overlooked.
Lesson Planning To-Do Lists
Lesson prep involves more than just picking a topic. Gathering resources, creating slides, setting up activities, and preparing materials all take time. Instead of keeping everything in your head, break lesson planning into steps with a task list. Assign due dates to keep everything organized and prevent last-minute scrambling.
Meeting Action Items
Staff meetings, department meetings, and IEP meetings often come with follow-up tasks. Instead of jotting down notes on paper and forgetting about them, add action items directly to Google Tasks during the meeting. Assign due dates so they show up in Google Calendar, making sure nothing important gets missed.
Professional Development Goals
Between conferences, webinars, and required training, professional development can sometimes feel like an afterthought. Use Google Tasks to set reminders for workshops you want to attend, books you want to read, or skills you want to improve. By tracking your growth goals, you can be more intentional about your own learning while balancing everything else on your plate.
Positive Calls Home
Paste a list of your students into a Task list. Make a habit of making a positive phone call for each student. Check them off the list until you’ve made a positive phone call home for each of them.
Classroom Routines and Procedures
There are always small but important classroom management tasks that need attention, such as updating the seating chart, organizing classroom materials, or reviewing emergency procedures. Add these recurring tasks to Google Tasks so they do not get forgotten in the middle of a busy school day.
Substitute Preparation
Preparing for a substitute can take just as much time as teaching. Instead of scrambling when an absence is needed, create a task list for sub plans, including lesson instructions, attendance procedures, and emergency contacts. Keeping a running list of what needs to be included ensures you are always prepared.
Getting Started with Google Tasks
Google Tasks is a simple but powerful way to stay organized without adding more complexity to your day. Since it is already built into Gmail, Google Calendar, and Google Docs, getting started is as easy as opening the sidebar and adding a task. There is no extra setup and no new system to learn, just a straightforward way to track what needs to be done.
For teachers who need flexibility, the Google Tasks mobile app keeps everything accessible no matter where you are. Whether you are in a meeting, walking through the hallways, or grading at home, your to-do list is always within reach.
Instead of relying on scattered notes, mental reminders, or endless emails, Google Tasks provides one central place to manage lesson planning, grading, and follow-ups. It is not about adding more work. It is about making the work you already do easier to manage. By using Google Tasks as part of your daily routine, you can reduce stress, stay on top of responsibilities, and focus more on what matters most: your students.
