How to Assign Tasks in Google Drive

Ever wondered how to make teamwork a breeze on Google Drive? Well, you're in for a treat! Learn the easy way to assign tasks and make collaborating with others super simple. From managing projects to working together smoothly, we'll show you the ropes. Get ready to boost your teamwork with Google Drive – it's easier than you think!

The viewers who have access to the Document can also view the Task List. The task list includes the name of the person who has assigned the task, the due date, and a status message that says "Done" or "Not Done." The feature allows the team members who are working on a project to stay updated.

Start with creating a proper plan. Once your plan is created, a task icon appears on the left side of the check box. To assign a task to someone, click on the task icon and type the name(s) of the person(s).

Assign Tasks in Google Drive

When you're working together on Google Drive files (like Docs, Sheets, and Slides), it can sometimes get confusing to keep track of who's handling which part of the project. Fortunately, Google Drive allows you to easily assign tasks to your teammates, making collaboration a breeze.

In this guide, we'll be working with a Google Docs file, but don't worry—it's pretty much the same process if you're using a Sheets or Slides file.

How to Assign Tasks in Google Docs

Step 1: Access Google Docs and Click on Small Tick Icon

First, open the Google Docs homepage on your Mac or PC. Next, enable "Task" and open the Document you want to work on.

Step 2: Select Add a Task

In the Document, use either the format: "Todo: [User] to schedule a meeting" or "AI: [User] to complete edits on Chapter 2."

Step 3: Assign Task

As you type, a suggestion to assign the task to the user appears on the right. Click "Assign" to confirm.

Step 4: Check Side Panel

If no suggestion appears, expand the side panel by clicking the small arrow at the bottom right. Click the blue tasks icon.

Step 5: Enable Tasks

If tasks are not enabled, ensure they are activated to access and manage assigned action items efficiently.

How to Assign Tasks Using Comments

Step 1: Open the Google Docs

Open the Google Docs homepage on your Mac or PC, and open the doc that you wish to assign a task in.

Step 2: Select Document

Place your cursor in the area of the Document that you'd like to be assigned as a task to a collaborator.

Step 3: Click "Insert" and start "Comment."

In the top toolbar, click "Insert" and then "Comment."

Step 4: Add Email

Begin typing "+User's email address," followed by the task instructions.

Step 5: Click Assign to User

Click the checkbox next to "Assign to User" to assign the task to the person mentioned.

Step 6: Document Assigned

Click the blue "Assign" button.

How to Assign Tasks to Multiple People

Assigning tasks in Google Docs isn't always easy, especially with the comments feature. One person at a time is all that you can give out tasks. As an alternative, the suggestions tool can be utilized to assign tasks to more than one person at the same time.

Step 1: Open Google Docs Document and Click on the Editing (Pencil) Icon

On the top right corner, click the pencil icon. Now select "Suggesting" from the dropdown menu.

Step 2: Select Suggesting from the drop down

Place the cursor where the task assignment is needed and hit space, revealing a suggestions dialog box.

Step 3: Hightlight the text, Mention and Assign

@Mention the individuals, add the task, and click "Reply" to notify everyone added to the suggestion.

The comments feature only lets you give tasks to one person at a time, but the suggestion feature is a useful way to give tasks to multiple people at the same time in Google Docs. The fact that it is only applicable to Docs and has strict guidelines for where the cursor must be placed are two of its limitations.

How to Reassign the Task on Google Docs, Sheets, and Slides

You could assign the same task to someone else on your team if someone gave it to you. If that works better for you, you can also finish your part and move on with the job.

Step 1: Go to the Insert Tab and Select Comment Dialog

Click on the comment dialog to activate it, revealing the reply option for communication within the Document.

Step 2: Reassign Task

Type "@" followed by the recipient's email ID in the comment, adding a detailed or brief task explanation.

Step 3: Confirmation

Enable the checkbox next to "Reassign to [username]" and click the "Reassign" button to confirm the task reassignment.

How to See Assigned Document Tasks

Step 1: Open Google Docs and Assign a Task

In Google Docs, mention a person in a comment to assign them a task. They'll receive an email notification.

Step 2: View Notification

The Email includes the document name and comment. Open the Document to access the assigned item in comments.

Step 3: Mark Task as Complete

Once the task is finished, recipients click the checkmark in comments to mark it as complete.

Step 4: Check History

Use the comment history icon to see when a task was marked as done, providing a timeline view.

Step 5: Enhance Collaboration

Elevate collaboration by utilizing comments in Google Docs, Sheets, and Slides for efficient task management and visibility.

Conclusion

While Google Drive provides a convenient platform for task assignments within Docs, it's crucial to note that the assigned tasks do not sync seamlessly with Google Tasks. This absence of synchronization means there isn't a unified dashboard for users to monitor and manage all the tasks assigned to them. Incorporating feedback and ideas from Google Drive applications into a unified system, like a specific section of Google Tasks, would be highly beneficial. Such a feature would enhance overall task management efficiency, providing users with a centralized hub to track and address assigned tasks seamlessly across the Google ecosystem. A more integrated and simplified user experience would definitely result from better synchronization between Google Docs and Google Tasks for task assignments, especially as users keep using Google Drive for collaborative work.