We all strive to stay on top of our daily tasks, yet despite the abundance of tools available, many of us still feel frustrated by the gap between what we aim to achieve and what we manage to accomplish.
Google Task Manager is designed to give you complete control over your tasks, ensuring nothing slips through the cracks while helping you balance your personal and professional life seamlessly.
In this case study, I’ll share insights into my thought process, the methods and tools I used, and the rationale behind my design decisions.
Role: Concept, Research, UX, UI, Prototyping
Duration: This project was created as part of my portfolio development.
The Design Process
Project Idea
This project was inspired by a Facebook post I came across in a group called “Supertools.” In the post, someone asked for a tool to help them manage their overwhelming to-do lists and countless open tabs – a common challenge for many.
Recognizing this as a potential problem to solve, I envisioned a solution tailored to popular Google users who don’t rely on platforms like Monday, Jira, or Notion.
As I continued researching, I noticed a recurring pattern: countless posts from people seeking better tools to organize their tasks and achieve their goals efficiently.
Questions Asked During Preliminary Research
- Do you use tools other than Google for managing your time and tasks? Are they digital or analog? If so, which ones?
- How do you track the progress of your tasks?
- Do you use notifications? If so, what type? (e.g., pop-ups, email reminders, saved WhatsApp messages)
- On average, how many browser tabs do you have open at any given time?
- Is it important for you to separate tasks and time management into distinct areas (e.g., work, family, friends)?
- Do you collaborate with others when managing tasks?
- How do you prioritize your tasks?
- How do you schedule your tasks?
Target Audience
Individuals who use Google’s work tools and have a basic level of technological proficiency.
Who seek to organize their workflow, optimize task management, and track their progress effectively.
Market Research
Insights gained from analyzing competing systems:
- Limited flexibility in adding widgets to the dashboard in the form of tabs.
Inconvenient methods for customizing the grid layout. - Overwhelming number of fields and choices required from users.
- Interfaces that feel overly complex and lack intuitiveness.
- Not designed with the needs of the average user in mind.
- Difficulty in adding widgets to the dashboard as customizable tabs.
- Limited flexibility in rearranging the grid layout conveniently.
- Overcomplicated forms with excessive fields and choices.
- Interfaces that are complex and lack intuitive design.
- Inaccessibility for the average user.
- Define tasks by priority and set deadlines.
- Enable flexible table arrangement with drag-and-drop functionality.
- Add tasks with essential details clearly displayed.
- Support shared tasks for collaboration.
- Provide separate workspaces for different tasks.
- Limited flexibility in adding widgets to the dashboard in the form of tabs.
Inconvenient methods for customizing the grid layout. - Overwhelming number of fields and choices required from users.
- Interfaces that feel overly complex and lack intuitiveness.
- Not designed with the needs of the average user in mind.
- Difficulty in adding widgets to the dashboard as customizable tabs.
- Limited flexibility in rearranging the grid layout conveniently.
- Overcomplicated forms with excessive fields and choices.
- Interfaces that are complex and lack intuitive design.
- Inaccessibility for the average user.
- Define tasks by priority and set deadlines.
- Enable flexible table arrangement with drag-and-drop functionality.
- Add tasks with essential details clearly displayed.
- Support shared tasks for collaboration.
- Provide separate workspaces for different tasks.
Key Takeaways from Competitor Systems:
- Dashboards that display statuses across various Google products (Chrome, Gmail, Calendar, Keep, and Tasks) to integrate task management.
- Tools designed to help users manage tasks, allocate time effectively, organize tasks by urgency, and invite collaborators (similar to meeting invitations).
- Split-screen layouts for managing tasks and viewing the dashboard.
- Clear visibility of work progress.
- Centralized notifications for easy access.
- AI-driven recommendations for daily tasks.
- Persistent tabs to avoid missing any important tasks or information.
- Calendar integration for seamless scheduling.
- Options to separate work topics (e.g., work, personal, family).
- Performance tracking for both personal tasks and those managed collaboratively.
What I offer as a solution
Unified Task Management Interface:
The system seamlessly integrates all of Google’s organizational tools into one efficient, intuitive, and user-friendly platform.
- Provides a clear understanding of tasks and priorities at any given moment.
- Offers an up-to-date overview of tasks and time allocation.
- Supports effective balance across different aspects of life, ensuring productivity and organization.
Key Features of the System:
A Current Snapshot of Each Project:
Displays the status of completed and pending tasks, along with time management insights and schedules for effective project tracking.
A clear list of tasks with their current status.
Access to all Google tools conveniently located in a single sidebar.
A dynamic, customizable dashboard for tailored task management.
The ability to update task statuses directly from the main screen.
Add a New Task:
When creating a new task, users can assign it to a project, set a due date, estimate the time needed for completion, define its priority, and add collaborators. This provides the system with all the necessary details to optimize time management effectively.
Today’s Planning Suggestions:
The AI system provides tailored recommendations for your daily agenda by prioritizing tasks based on their due dates, urgency, and estimated completion times.
Google Design:
All of Google’s organizational tools are integrated into one platform, maintaining a familiar design language and a user-friendly interface.
Manage All Tasks in One Place:
Easily divide tasks across different aspects of life, enabling focus on specific areas while efficiently managing both professional and personal responsibilities.
Notifications:
Stay on top of responsibilities, ambitions, and goals with timely reminders, ensuring no task—big or small—is overlooked.
Team Collaboration:
Communicate seamlessly with your team or partners—ask questions, share updates, and upload files, all in one place.
Saved Open Tabs:
Reduce distractions and maintain focus by organizing all your open tabs in one place. With a clear visual display and the ability to categorize, you can easily save and quickly find what you’re looking for.
