How to Use Google Workspace for Project Management

With the growing need for efficient, cloud-based project management systems in organizations, many teams have adopted Google Workspace for help.

Gmail, Drive, Sheets, Calendar, Meet, Forms…Google seems to provide it all, with simple-to-use, collaborative business tools that many people are already familiar with.

But Google alone is not perfect for more complex project management and tracking needs. You can’t create or assign tasks effectively or view project progress. Scattered communications, poor overall project visibility, and “tool overload” can escalate the need for more dedicated project management tools.

Fortunately, dedicated platforms offering enhanced project management capabilities have sprouted up for use within the Google ecosystem.

Want to find out more about how to use Google Workspace for project management? Let’s consider more about the pros and cons of Google environments for project management. We’ll also look at how one dedicated tool (Kanbanchi) was purpose-built for use by teams deeply embedded in Google Workspace.

Why Teams Choose Google Workspace for Project Management

There’s a lot to love about Google when it comes to project management, even though there is no dedicated project management tool.

Google Workspace provides a collection of apps that can be integrated into an organization’s workflow management. The familiarity and ease of use of these apps are key reasons why teams choose them to collaborate on projects. Anyone with a Google or Gmail account can access these tools with virtually zero learning curve, bringing teams “instant” collaboration and organizational tools.

Google Workspace tools, like Docs, Sheets, Calendar, Chat, and Gmail, are a natural fit for collaboration and provide a superb “backbone” for project management, with easy accessibility, cloud synchronization, and real-time editing. As well as collaborating on projects through Docs, Sheets, and Slides, it’s easy to set up video calls, send messages via Chat, and share screens at the click of a button.

However, using Google Workspace for project management is not without its limitations. Coordinating remote work can be challenging without using other tools alongside the Google apps. The number of different apps required can lead to tool fragmentation. It can also be challenging to assign tasks, while tracking projects effectively in real time usually requires the use of supplemental tools alongside the apps.

So, how to manage projects in Google Workspace better?

Many project management tools boast “seamless” Google Workspace integration. However, when push comes to shove, it’s anything but seamless. Users may find themselves with multiple browser tabs open, manual syncs, or limited data sharing. This confusing setup is, actually …full of seams!

True, seamless Google Workspace integration is really only provided by tools that were designed from the ground up for use in Google environments, like Kanbanchi

Want to convert an email into a task on a Kanban board? Tick!

Want to sync an important meeting in Google Calendar directly from your project management software? Tick!

Want to gather feedback automatically from your project management platform using Forms? Tick!

There’s more about Kanbanchi below, but unless your project management software can integrate seamlessly with Google Workspace apps, it involves extra clicks, windows open, and potential clutter. That can lead to mistakes and lost productivity.

Key Google Workspace Tools for Project Management

Let’s take a closer look at the main project management apps provided by Google Workspace.

Google Drive for file organization and version control

Google Drive provides a structured, shared workspace for storing project documents with real-time version control and secure access permissions.

Google Drive allows teams to cost-effectively and securely organize, store, and distribute documents, files, and other digital assets.

One of the key issues for teams when collaborating on documents is version control. Ensuring that everyone is working off the latest version of the document is easy with Google Drive. Google Docs, Sheets, and Slides automatically save and sync edits across all users, ensuring everyone sees the most recent version without needing to manually upload or merge changes.

However, if your team is using supplementary, third-party project management tools that do not integrate natively with Drive, this may not be the case. Links, attachments, or version tracking may not sync automatically—which can create confusion over document versions or access permissions.

Make sure your PM tools offer native Google Workspace integration if you rely on Drive for collaborative editing of files. Remember, Workspace offers many useful tools and apps but is not a dedicated project management platform.

Google Sheets for project tracking and planning

Teams can create task lists, timelines, and priority tags in Google Sheets to monitor project progress in a simple, collaborative format

Google Sheets is a secure, intuitive, easy-to-use, cloud-based spreadsheet app, similar to Microsoft Excel, used by many individuals and teams. 

Sheets is especially useful for monitoring project plans, storing and manipulating data, and creating reports collaboratively and in real-time. Again, users with access can work on the latest versions of spreadsheet documents while project managers can plan and manage projects with task lists and timelines, using templates or personalized versions.

Spreadsheet-based project tracking and planning can be effective for organizing work for small teams but is limited and can get confusing for more complex needs or remote work on mobile devices. Identifying bottlenecks, managing workloads and resources, notifying users, and generating rich report data, for instance, requires dedicated project management software.

Google Calendar for scheduling and deadlines

Google Calendar helps teams coordinate key deadlines, schedule meetings, and stay aligned with shared milestone reminders

Google Calendar allows project managers and team members to create meetings and project-related events, send invitations, and receive reminders about upcoming deadlines.

Daily and weekly agendas help ensure that important meetings are never missed. The flexible features of Calendar can enhance collaboration, accountability, and productivity when seamlessly integrated with your project management software. Tasks can be linked to projects, while goals, milestones, and other deliverables can be tracked efficiently.

Google Chat and Meet for team communication and collaboration

Google Chat and Meet enable real-time collaboration through organized conversations, video calls, and integrated file sharing

Google Chat provides a centralized space for project managers and team members to communicate in real time, share files, and collaborate on project updates. Organized chat rooms and threaded conversations help keep discussions focused and easy to follow.

When integrated with Google Workspace tools like Drive and Docs, Chat enables teams to streamline communication, reduce email clutter, and maintain transparency across projects. This integration fosters faster decision-making and strengthens team coordination.

Google Meet enables project managers and team members to connect through high-quality video meetings, fostering real-time collaboration and effective communication regardless of location. With features like screen sharing, live captions, and meeting recordings, teams can present updates, review documents, and align on project goals seamlessly.

Google Docs & Slides for documentation and reporting

Docs and Slides allow teams to create and edit project documentation and presentations together in real time

Google Docs is an essential planning, productivity, and creativity tool for Google-based remote work, allowing individuals and teams to collaborate in real-time on text documents in various formats, including .docx, .pdf, etc.

Google Slides, on the other hand, allows teams to plan, design, and collaborate on presentations, proposals, and other visual, slide-based documents. It also supports screen sharing and live presentations during online meetings through Google Meet.

Teams can use these tools to create, edit, and collaborate on content in real time, but their true power is unlocked when integrated with dedicated project management software—allowing seamless planning, tracking, and reporting on projects from start to finish.

Integrations between Google tools

Seamless integration among Google’s tools enables users to streamline workflows and enhance productivity. For instance:

• Google Sheets can be linked directly to Google Drive for automatic saving, version control, and easy file sharing.
• Google Calendar can be embedded in Google Docs or Slides to keep schedules and deadlines visible during planning or reporting.
• Data from Sheets can be embedded into Docs or Slides for dynamic updates, ensuring that reports and presentations always reflect the latest information.
• Files stored in Drive can also be attached directly to events in Calendar or shared through Chat and Meet, fostering real-time collaboration and reducing time spent switching between applications.

How to Manage Projects in Google Workspace: Step-by-Step Guide

To understand more about how to use Google Workspace for project management, let’s cover a few practical steps to incorporate the main Google tools into your workflows. These will help you build a simple, lightweight project management system using Google Workspace.

Step 1: Set up a shared Google Drive folder structure

A shared folder structure in Google Drive helps teams organize project files, set access levels, and maintain a clear workflow.

The first step is to set up a shared Google Drive folder structure for your team. This will help organize files clearly, control access, and make collaboration easy and secure. How you do this will partly depend on team preferences but it generally involves three or four main tasks:

1. Define purpose/goals: Define who will use the shared drive (team, clients, partners, etc.?), what kinds of files will go there (reports, media, templates?), how often people will access it (daily or occasionally?), and what permissions they need (view, comment, edit?)
2. Create a clear folder hierarchy: Set up folders/subfolders according to how you want to organize work and for whom. To create folders and subfolders, click on New. Click Folder, name it (consistent, short, descriptive names are best—use dates if necessary) and click Create. You can also upload folders from your hard drive. You can upload or send files to folders or subfolders. To transfer files to a subfolder, drag and drop documents or right-click the document you want to move in Drive, click Organize, then Move, and select the correct folder.
3. Set permissions: In Google Workspace, you can add team members to the shared drive via Manage Members. You can assign roles, such as Manager (full access), Content Manager (edit, move, and delete files), Contributor (edit files but not delete), and Commenter/Viewer (read-only or comment access).
4. Color code and add descriptions to files/folders: A good way to further organize and identify files quickly is to add colors and label folders. You can color-code according to priority, task type or another identifier.

Step 2: Create a project tracker in Google Sheets

A project tracker built in Sheets enables teams to manage tasks, statuses, priorities, and deadlines in one centralized document

When working out how to manage projects in Google Workspace, project tracking is essential. Creating a project tracker in Google Sheets is an easy and flexible way to monitor tasks, deadlines, progress, and team responsibilities in real time.

1. Set up the Sheet structure: Open a Blank Spreadsheet in Google Sheets, name it something like Project Tracker – [Project Name]. Then add columns to Row 1 with headers like Task ID/Name, Owner, Start Date, Due Date, Status, Priority, Progress %, and Comments/Notes. Make the headers bold and add a fill color/. It’s best to “freeze” this row so it’s always visible, by going to View → Freeze → 1 Row.
2. Add drop-down menus: For columns like Status and Priority, drop-down menus are very useful. For example, highlight the Status column and go to Data → Data Validation → Criteria → List of items. Then enter Not Started, In Progress, Complete. For the Priority column, you can add High, Medium, and Low options.
3. Add formatting: Conditional formatting rules can help you identify project status or other elements easily with color coding. Highlight the entire sheet and go to Format → Conditional formatting → Add rules. For instance:

o   Status = Complete → Green background

o   Status = In Progress → Yellow

o   Status = Not Started → Red

o   Priority = High → Light red text

o   Priority = Low → Light gray text

1. Share and automate: Click Share (top right) and add team members with “Editor” or “Viewer” roles. Use @mentions in comments to assign or follow up. Share your spreadsheet with all stakeholders.

Step 3: Schedule milestones in Google Calendar

Project milestones can be added to Google Calendar for easy timeline visualization and automated reminders

Scheduling project milestones in Google Calendar is a great way to visually track key deadlines, sync them with your team, and receive reminders when using Google Workspace for project management.

1. Identify your milestones: An example might be: Project Kickoff, Prototype Ready, Testing Phase Start, Final Delivery, Client Review. Each milestone should have a clear date, title, and description/deliverables.
2. Choose a calendar: Use your main Calendar if you’re tracking milestones for your own projects or a small team or create a dedicated project calendar for team projects. In Google Calendar, click on Create New Calendar, name it, and click Create. Then share it with specific team members.
3. Add milestone events: Click Create (+) → Event (not Task), and enter Title, Date, Time, and Description. Change the calendar to your new Project Calendar, color-code it (e.g., green for completed, red for critical, yellow for upcoming), and save.
4. Add reminders and notifications: To avoid missing key dates, open the milestone event, click Edit → Add notification. Choose reminders such as one week before, one day before, and one hour before. Select email or pop-up notifications (on desktop/mobile).

Step 4: Set up communication channels via Chat and Meet

Dedicated Spaces and scheduled Meet calls help teams maintain organized communication and consistent collaboration

Setting up team communication channels using Google Chat and Google Meet helps teams stay connected, share updates, and collaborate in real time when using Google Workspace for project management.

Google Chat is for day-to-day messages, team discussions, and topic-based spaces, while Google Meet allows you to manage video meetings, 1:1s, and virtual collaboration. Both tools integrate with Gmail, Calendar, and Drive—so everything stays synced.

1. Enable Chat & Meet in Google Workspace: Workspace Admins can go to the Google Admin console → Apps → Google Workspace → Google Chat and classic Hangouts. Make sure Chat and Meet are ON for your organization or specific groups. You can enable external chat if you work with clients.
2. Set up communication channels in Google Chat: Direct messages can be organized for quick 1:1 or small group chats or create a team “Space” (persistent chat room) for long-term, topic-based collaboration. You can add integrations and bots to Spaces.
3. Set up Google Meet for video collaboration: Schedule regular meetings as events in Google Calendar, with invitations sent out to attendees. Alternatively, you can start ad hoc meetings from Chat or Space by clicking the Meet icon in the message bar. Inside a meeting, you can enable recording, use polls, Q&A, and breakout rooms, and turn on transcripts.
4. Set notification preferences: In Google Chat and Google Meet settings, you can choose per-space or email notifications, and set calendar reminders.

Step 5: Collaborate on documents and share updates

Google Docs allows multiple users to edit simultaneously, leave comments, assign tasks, and track document history effortlessly

Another key component of using Google Workspace for project management is collaborating on documents and sharing updates. This allows teams to work together in real time, without endless email threads or version confusion.

1. Choose the right collaboration tool: Google Docs, Sheets, Slides, and Forms can be used for writing/planning documents, data tracking, presentations, and input/feedback. All of these tools integrate natively with Google Drive, Chat, and Meet.
2. Organize shared files in Google Drive: Follow the steps outlined above.
3. Collaborate in real-time: Click Share in the top right corner of a document in Docs, Sheets or Slides. Add names or email addresses. Set permissions as Viewer (read only), Commenter (can comment but not edit) or Editor (can make changes to docs). Use @mentions to assign or tag someone in a comment, use Comments → Assign to @person to create actionable follow-ups, and track input via File → Version history → See version history.
4. Share updates efficiently: Leave comments in the document for specific feedback, trigger automatic email alerts with comments, share a document by pasting the link directly in Google Chat or dedicated Spaces, or schedule regular syncs using Google Calendar → Add Google Meet.
5. Keep everyone synced: In Drive, right-click a file → Notify people after sharing. In Docs, use Share → Send with a personalized message. Track activity by opening a file → Click File → Details → Activity dashboard to see who viewed it and when.

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Limitations of Using Google Workspace Alone for Project Management

If you’re wondering how to use Google Workspace for project management, bear in mind that the Google tools alone will NOT provide a complete project management solution. They are not designed to do that, but are best used as collaboration tools within a more comprehensive project management software environment.

Although they are convenient, powerful, and cost-effective, Google Workspace tools are mainly limited by the following:

• No integrated project management approach: At least five or six Google apps are needed even for a very simple project management and planning solution (Sheets, Calendar, Docs, Drive, Gmail, Forms, Meet, Chat, etc.). This provides a basic, “patchwork” way to manage projects but not a unified or scalable approach for growing businesses.
• Limited task visualization: Google apps provide little in the way of task visualization, compared with dedicated software based on Kanban boards, Gantt Charts, and other methods.
• Lack of dependencies: Although you can model some basic dependencies using Google Sheets, Calendar, and Chat, the limitations of this key project management feature mean that defining the sequence of work or identifying potential bottlenecks or scheduling risks can be challenging.
• No advanced dashboards: Google Workspace offers some dashboard capabilities natively, but no full-fledged, built-in, unified project dashboard (with status roll-up, Gantt, Kanban, resource usage, dependencies, etc.) that automatically aggregates across tasks, milestones, and resources.
• Limited advanced workflow features: Workspace is starting to provide some advanced workflow features for complex workflows, with automation, integration, trigger/response logic, and AI-enabled steps—but this is limited in comparison to dedicated PM tools.
• Limited reporting and project overview: With Google Workspace, the reporting and analytics features for project progress are manual or require custom setup through Sheets or other tools.

So, can you use Google Workspace apps alone? It’s possible to cost-effectively manage tasks with the Workspace apps but most organizations require a more advanced project management solution that integrates with these apps. This is where Kanbanchi comes into its own as a seamless extension for Google Workspace…

Kanbanchi: The Missing Project Management Layer for Google Workspace

Kanbanchi provides Kanban boards, Gantt charts, dashboards, and native Google Workspace integration to create a unified project management hub

To develop a project plan with Google Workspace, you need at least the following apps:

• Google Sheets for the project plan and timeline.
• Gmail for emailing team members/stakeholders.
• Google Calendar to schedule meetings.
• Google Docs links for sharing the key documentation.
• Google Forms for feedback about the project plan and timeline. 

So, basic project management tasks can be done with Google Workspace—but with a non-unified, patchwork system.

Kanbanchi helps you pull all these apps together in one unified system, with a central platform to work from, and with dedicated project management tools that compensate for the limitations of Google Workspace.

The platform does not replace anything in Google Workspace. Kanbanchi works within the Google ecosystem to create a more unified, scalable approach for project management—from consultants and small businesses up to the enterprise level.

How to use Google Workspace for project management with Kanbanchi

With Kanbanchi as your project management platform, you can:

• Still use the Google Workspace apps to plan and collaborate on projects—but without having to open multiple app windows.
• Maintain security and access permissions through Google.
• Set up, allocate, and track tasks more efficiently, e.g., creating tasks directly from Gmail without having to copy and paste information.
• View project progress through multiple work views, including Kanban boards and Gantt charts.
• Monitor workflows and team performance effectively.
• Access advanced project management tools like task dependencies, time tracking, and unified dashboards.
• Identify bottlenecks and adjust project management systems to enhance performance.

Unlike most dedicated project management solutions, Kanbanchi integrates natively with the Google apps. It was built that way from the start and works seamlessly with the Google tools covered above. Everything can be managed from one centralized platform.

Kanbanchi has evolved into one of the most trusted platforms by Google Workspace users.  With a G2 rating of 4.7 and a similarly impressive rating on the Google Workspace Marketplace, it is consistently ranked as one of the best project management apps by users.

Conclusion: Manage Projects Seamlessly in Google Workspace with Kanbanchi

The bottom line?

Google Workspace offers a powerful set of collaboration tools that can be of great use to project managers and teams embedded within the Google ecosystem.

You can elevate that to full-scale project management with a unified and scalable approach using Kanbanchi, increasing productivity without switching platforms. Simply add Kanbanchi to your existing platform as the missing project management layer to enhance overall team performance.

Want to learn more about how to use Google Workspace for project management with Kanbanchi? Explore your options in a free trial!